Club Eifel Catering Brochure & Menu Prices Effective: 01 September 2019 Catering Manager: Aajenee Johnson [email protected] [email protected] DSN: 452-4642 | Comm: 06565-61-4642 Interim Club Manager: Jessica Floberg [email protected] DSN: 452-4632 | Comm: 06565-61-4632 Rules & Policies Agreement _____ ALL EVENTS: This agreement must be signed for all functions seven (7) days from the original booking date. All changes (menu, set-up, head count, etc.) to events and signatures may be handled by email. After seven days, a date can no longer be held for an event. _____ ROOMS FEES: For official functions, a room fee will be applied to the contract as per brochure prices. For private functions, a room fee will applied to all events of more than 50 people as per brochure prices. Room fees may be waived for Club Members hosting private, personal events of 50 people or less. Rooms fees listed are for a rental timeframe of 4 hours. If the event must go outside of this 4-hour window, additional hours will be charged as stated on page 12 of the Catering Brochure. _____ SET UP FEES: All Functions will have a setup fee based on the nature of the event. These fees are non-negotiable. _____ MEALS: We request final guest count no later than fourteen (14) days prior to large banquet events of 150 attendees or more and seven (7) days prior to other types of events, unless otherwise stated by the Catering Manager. If the number of guests exceeds the final count, the Club reserves the right to substitute those extra meals and/or desserts with a menu item of equal value. Certain menu items may require a longer lead time and will be determined by the Catering Manager, if applicable. It is the responsibility of the client to communicate the correct number of meals needed for an event. _____ OUTSIDE FOOD & BEVERAGE: Please note that NO outside food or beverage is authorized to enter the Club without prior approval of Club management, aside from ceremonial cakes purchased from an approved source. _____ DECORATIONS: All decorations utilized in the Club must be approved by the Catering Manager or Club Manager. With prior approval from Club Management, the customer may come in up to two (2) hours prior to the start of an event to decorate. There will be NO: confetti, sparklers, oil lamps, or non-contained candles. Balloons must be weighted down. The client is responsible for organizing the disposal and removal of non-club decorations, to include trash removal. A fee of $50.00 will be assessed to any contract found in violation of inappropriate clean-up and a fee of $100.00 will be assessed per infraction on unauthorized decorations. _____ DAMAGES TO CLUB PROPERTY: Any damages to the Club facilities or properties will automatically be assessed and charged to the contract based on full replacement and repair cost. _____ FINALIZATION OF CONTRACT: The Club will ensure that all necessary signatures on contracts are obtained at least three (3) business days prior to an event. All cancellations made at least seven (7) business days prior to the event will not incur any cancellation fees, with the exception of large events of 150 attendees or more, which require cancellation at least fourteen (14) business days prior to the event. In the event of a late cancellation, 50% of the contract will be charged to recover cost. An event cancelled same-day will be charged the full contract amount. _____ PAYMENTS: Official/Sponsored Military Functions: Requests must be made for Pro-Rata sheets. Completed Pro-Rata’s are requested back to the Club for processing at least two (2) working days before the function date. All declined cards are the responsibility of the Event POC for payment in full. If requesting SM&W, it is the POC’s responsibility to obtain the SM&W Funding approval and supply that information to the Club no later than two (2) working days prior to the event. All events must be paid in full no later than two (2) business days after the event. _____ PAYMENTS: Private Functions: Payment in full is due two (2) working days after the event. Incidentals (i.e., hosted bars, extended time frames, changes to final contract, unauthorized décor, etc.) will be added the next business day. _____ SERVICES AND OTHER FEES: All events will incur a 20% service fee on food and drink items; Sunday Functions will incur an additional 5% fee; all off-site functions will incur anadditional 5% fee; special setups will incur individual fees on an as-needed basis (i.e. dance floor). PLEASE INITIAL BY EACH POLICY ABOVE TO SIGNIFY UNDERSTANDING AND AGREEMENT, THEN PLEASE PRINT, SIGN, AND DATE ON THE LINES BELOW. SIGNATURE OF THIS DOCUMENT SIGNIFIES UNDERSTANDING OF AND AGREEMENT WITH ALL POLICIES AND PRICES LAID OUT IN THIS BROCHURE. PRINT NAME: ____________________________ SIGNATURE: _______________________________ DATE: _______________ 2 Club Information: Catering to You We are happy you have chosen Club Eifel for your event. We are looking forward to making it special and memorable. Our menus include our most popular items and are priced at market value. Air Force Club Members will receive specified discounts on the listed pricing. If you prefer to customize a menu, our Catering Staff will be happy toassist with that. Our experienced staff will offer suggestions and recommendations for themed parties and/or packages that will make your event unique. Featured in this packet are our traditional and most popular menu items. For private functions, members receive the added benefit of a 10% “Members First” discount on all food purchases (minimum purchase amounts may apply). Our objective is to make this process easy for you and to stay within your budget. Our menu prices include: ❖ Complete menu ideas from start to finish ❖ Experienced wait staff to serve your guests ❖ Standard table and chair setups ❖ China, glasses, silverware, and appropriate chafers, sternos, and trays for chosen items ❖ House linens to compliment the banquet room and your color specifications ❖ Cocktail napkins ❖ Standing podium for your speaker ❖ Table for your registration, cake, or display ❖ American, German, and Air Force Flags when available Your Catering Manager will help you plan for additional items needed over and above the standard banquet needs. Please take time to review the Club Catering Brochure and General Information package to help you plan your next event. Our goal is to provide quality, consistent service, and exceptional, creative cuisine in a unique setting for you and your guests. We appreciate the opportunity to serve you! Thank you, Club Eifel Management and Staff 3 Getting Started In order to successfully begin planning your party, we will need some information from you, which you can provide either by telephone, email, or in person. Please provide the following: ❖ Host/sponsor's Name ❖ Grade ❖ Address and organization ❖ Home and office telephone numbers ❖ Name of group/organization hosting party ❖ Approximate number of attendees ❖ Serving time for cocktails and dinner Please make preliminary arrangements for date, time, and location as early as possible. Final menu arrangements should be made in person and the contract signed no later than seven (7) days prior the scheduled date or at the time the special function is booked (faxed/emailed copies are acceptable). The Club’s staff will follow up with you to ensure all arrangements are finalized. Our goal is to do this no later than fourteen (14) days prior to your party for events with 150 attendees or more and seven (7) days prior to other events. No guarantees to specific menu or room requests will be made if the contract is signed later than this specified deadline. PLEASE NOTE: All food and beverage items in this brochure will incur a 20% service charge that is NOT included in the listed prices. Please keep this in mind when planning the budget for your event. Additionally, prices listed in this brochure are based on non-member rates. Club Members will receive a $1.00 discount on all breakfast and lunch prices and a $2.00 discount on dinner prices. For private, non-official functions, Club members will be eligible to receive a 10% discount on the final value of the contract. 4 General Information Planning your next event with the Club is simple to do. Our Catering Staff will assist you in all aspects of your important event and will guide you through the easy procedures from start to finish. The general guidelines below will give you a better understanding of how we operate in order to provide our members with quality, consistent service and exceptional, creative cuisine. We look forward to working with you for an unforgettable event! NON-MILITARY EVENTS There are restrictions on the use of the Club by civic and civilian organizations. Should your organization fall into one of these categories and you would like to use the Club, please provide the Club Manager the information listed below. The Club Manager will work with the Commander for a final decision. ❖ Name of organization ❖ Type of organization, (i.e. civic, civilian, non-profit, etc.) ❖ Purpose of organization ❖ Type of event you wish to hold ❖ Approximate attendance If approved, please contact the Catering Department for details concerning available times and any applicable charges. Included in this document are room usage fees and guidelines to help you plan and stay within your event budget. PRO-RATA FORMS For your convenience, we have Pro-Rata forms you may use to prorate and charge individual event attendees. You must use a Pro-Rata sheet or a form that includes the same information, to include attendee names, credit card numbers, credit card expiration dates, contact information, and amount to be charged per person.