Standard Terms and Conditions Pertaining to
Banquets, Receptions and Private Functions
1. Taxes and Service Charge
A service charge, currently 21% of the total food and beverage revenue (plus all applicable taxed), will be added to all
food and beverage charges. Included, as part of the service charge is a gratuity, (currently 14.7% of total food and
beverage revenue) that is paid directly to food and beverage service staff. The remainder of the service charge is
retained by Hotel to cover non-itemized costs of the event. No other fee or charge, including but not limited to,
administrative fees, set up fees, labor fees or bartender or food station fees, is a tip, gratuity or service charge for any
employee. In addition, applicable sales tax will be added to all charges.
2. Guarantee
You will provide us with a Guarantee of the exact number of persons who will attend your event. Guarantees must be
submitted via facsimile or email to your Catering Manager by 10:00am local time (3) full business days prior to an event.
At the event, if the number of guests served is less than the Guarantee, you are responsible for the number guaranteed.
If the number of guests served is greater that the Guarantee, you are responsible for the total number of guests served. If
your guaranteed attendance increases by more than 25% less than 24 hours prior to your event, the Hotel reserves the
right to charge 19% surcharge on menu prices due to increased costs incurred. Additionally the contracted menu items
may not be available for the additional guests added within 24 hours of the event.
3. Labor Charges
You will be billed for the following labor plus service charge and sales tax:
Chefs for Food Stations (Carving, etc.): $150.00
Bartender Labor: $100.00 per bar if $400.00 in sales is not reached
Labor charge for food and beverage functions with fewer than 30 guests: $50.00
Additional labor charges may apply for additional services requested, event changes made less than 48 hours in advance
or for cleaning required by use of glitter, confetti or similar items. A $200.00 clean-up fee will be assessed if glitter or
confetti is used
4. Pricing
Food and beverage menu prices cannot be guaranteed more than 120 days in advance. Prices can only be guaranteed
six months in advance when a signed banquet contract is executed and a deposit has been received.
5. Food and Beverage Policies
Due to licensing requirements and quality control issues, all food and beverage to be served on Hotel property must be
supplied and prepared by Hotel and may not be removed from Hotel property. All menus must be confirmed 30 days in
advance.
If multiple entrees are requested, the following stipulations will apply:
1)
Choice of Two Items $4, Choice of Three Items $6
2)
Normal guarantee procedure is required with indication for each entree.
3)
Some form of entree indication is required at the guest table, i.e., colored ticket, coded name tags, etc. This will
enable better service by our staff during the meal.
To protect our guests, the Catering Department reserves the right to cancel beverage service for any of the following
reasons:
1) Possession of alcohol, by attendees, that has not been purchased or contracted for through the Catering
Department.
2) Noncompliance with California State liquor laws.
3) Any circumstances judged by Hotel Management or the Catering Department that would endanger the Hotel’s
guests, clients, employees, or property. In addition, all cocktails must be consumed at the location where they
are purchased.
6. Assignment of Function Apace
The room(s) designated for your event requires a minimum revenue guarantee for rental. Hotel reserves the right to
relocate your event to a different room or to charge additional function space rental fees based upon the final Guarantee
received. We will discuss with you and confirm in writing whether you would prefer to pay additional function space fees
or move to a smaller function room. You will still be responsible for meeting the applicable Minimum Revenue Guarantee
if your function location is changed or increased function space charges are incurred.
A room rental charge will not apply to Wedding/Social Events provided the following food and beverage criteria are met:
¼ Ballroom
½ Ballroom
¾ Ballroom
Ballroom
$4,250.00
$8,500.00
$12,750.00
$17,000.00
7. Shipping and Storage
Hotel does not have storage space for crates, pallets or large shipments. In the event you will be shipping material to the
Hotel prior to your function, please notify the Catering Sales Manager and label the packages with the date of the function
and the attention of the Catering Sales Manager. All packages should be marked “Hold for Arrival” and list the date of the
program clearly on all labels with sequentially numbered boxes. Any material to be sent to Hotel may arrive no earlier
than 3 days in advance. The price for receiving packages will be based on their weigh as listed below and will include
storage fees.
0 to 5 pounds
$ 5.00 each
6 to 20 pounds
$10.00 each
21 to 50 pounds
$15.00 each
Over 50 pounds
$25.00 each
If storage exceeds 3 days, a $25.00 per day storage fee will be added. Prior arrangements must be made for box returns
with our Executive Office. No CODs or return postage packages will be accepted.
8. Displays, Decorations, Entertainment
All displays, exhibits, decorations, equipment, musicians/entertainers must enter the Hotel via the loading dock. Nothing
may be attached to the walls and ceilings. Special insurance and security requirements may apply in the case of events
with décor sets, special lighting or special sound; please consult with your Catering Manager prior to finalizing such
arrangements. Fog Machines are prohibited. You are responsible for obtaining all applicable Fire Marshall approval or
permits required for your event. You are also responsible for obtaining all required ASCAP or BMI licenses for
entertainment or music performances at your event. All candles require a glass enclosure. We will place your own party
favors, place cards and centerpieces for you at a cost of $1.00 per person plus service charge and sales tax. We can
also pre-arrange the presentation, cutting and service of your cake for $1.75 per person.
9. Security and Conduct of Event
Hotel does not provide security in the meeting and function space and all personal property left in the meeting or function
space is at the sole risk of the owner. You agree to advise your attendees and guests that they are responsible for
safekeeping of their personal property. You may elect to retain security personnel to safeguard personal property in the
meeting and function space and/or Hotel reserves the right based on its reasonable judgment to require you to retain
security personnel in order to safeguard guests or property in Hotel. Only Hotel approved security may be used. The
Hotel reserves the right to inspect and control all private functions. You agree to begin your function at the scheduled
time and agree to have your guests, invitees and other persons vacate the designated function space at the closing hour
indicated. You agree to reimburse Hotel for any overtime wage payments or other expenses incurred by the Hotel
because of your failure to comply with these requirements. You are responsible for any damage to Hotel or Hotel property
caused by your attendees, vendors, contractors or agents. You agree to comply with all applicable federal, state and local
laws and Hotel rules and policies governing the Contract and event,
10. Audiovisual Requirements
To reserve audio-visual equipment for your function, please notify the Catering Department as soon as possible, but no
less than 48 hours prior to your function date. Special electrical requirements must be specified to our Catering
Department at least three (3) weeks prior to the function. Charges will be based on labor involved and power drain. A
wide selection of audio-visual equipment and services are available through the Sheraton Suites Fairplex on a rental
basis. Orders may be placed through the Catering Department. There will be a $50.00 charge for use of the house
sound system.
11. Indemnification
Each party hereby agrees to indemnify, defend and hold the other harmless from any loss, liability, costs or damages
arising from actual or threatened claims or causes of action resulting from the negligence, gross negligence or intentional
misconduct of the party indemnifying or its respective officers, directors, employees, agents, contractors, members,
participants or attendees (as applicable), provided that with respect to officers, directors, employees, and agents, such
individuals are acting within the scope of their employment or agency, as applicable.
12. Payments and Deposits
To reserve banquet space, an initial deposit and a signed contract must be received by the date specified. If we do not
have a signed contract and deposit by the specified date, your function will not be considered definite. In the event that
the space is no longer available the day we receive your confirmation, your deposit will be returned to you. All banquets
must be paid in full at least seven (7) working days prior to your function. All payments must be in cash, credit card,
cashiers or company check or money order, payable to Sheraton Suites Fairplex, unless prior credit has been
established. If the payment and deposit requirements are not fulfilled, the Catering Department has the option of
canceling the contract upon 24 hours attempted notice to the person who signed the contract
All cancellations must be received by the Catering Department in writing.
All deposits are NON-REFUNDABLE.
Cancellations received:
90 days prior to function
89-31 days prior to the function
7 or less days prior to the function
50% liability for all estimated charges
75% liability for all estimated charges
100% liability for all estimated charges
I have reviewed and approved the Banquet Event Orders that follow and acknowledge that the above terms and
conditions apply to all events taking place at Hotel.
_________________________________
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Client's Signature and date
Hotel Representative's Signature and date