Policy Agreement NSA HAMPTON ROADS CATERED EVENTS POLICY AGREEMENT Please initial all fields to acknowledge that you have reviewed all of the information provided within this policy agreement package and accept the outlined regulations. Food/Beverage ____ No outside food or beverage is allowed on premises. Any special requests must be approved & noted on contract by catering sales representative. If unauthorized food is brought in a $300 fee will be assessed. All food MUST BE CONSUMED ON SITE. NO FOOD IS ALLOWED TO BE TAKEN OFF SITE AFTER EVENT (per CNIC 1710.3 Chapter 21). ____ Food service on buffets is for a maximum of two hours. Events are booked in 4-hour increments. Venue / Room Rental ____ Event cancellations must be submitted in writing at least 5 days prior to scheduled event date. ____ All deposits are NON-REFUNDABLE. EXCEPTION: Mission essential deployments, duty station changes. ____ Deposits must be paid within 5 business days of the catering contract initiation. ____ Additional incremental hours over the allotted 4 hours is an option for a fee of $150/per hour. EXCEPTION: All-day conferences are booked in 8 hour increments. ____ Sunday events will incur an additional fee of $250. ____ Host and Vendors will be allowed early access to decorate and set up, based on room availability. Please coordinate with your Catering Specialist. ____ MWR NSA HR is not responsible for any personal property or items left in banquet facilities. ____ No confetti of any kind is allowed to be used on site. No tape, tacks, staples, or nails may be used to hang decorations. If these prohibited items are discovered on-site after the fact, or there is any substantial damage to the room, there will be a $250 damage/clean up fee applied to the credit card on file. Event Timeline & Financials ____ All event contracts include a 20% service charge on food and beverage items, which covers the cost of event set up, break down, and staffing gratuity for event. EXCEPTIONS: Percentage may vary on some contracts for drop offs or cater-outs, depending on level of service/delivery needs. Fees will apply to any cater requests outside of our venue, charges may vary. We do not provide services for off-base locations. ____ Finalization of menu selections, guest count, and final payment must be submitted 7 days prior to contracted event date. Cash, credit, and command/business checks are the only accepted forms of payment. EXCEPTION: Unit Allocation Fund payments. This agreement is between the Sponsor and the Food and Beverage Division of the NSA HR MWR Department. Execution of this agreement by the Sponsor binds the Sponsor to the policies contained in this agreement and holds the Sponsor liable for the conduct of their guests and payment for goods and services ordered on the Catering Contract. The Catering Contract is an addendum to this agreement that also requires a signature of authorization by the Sponsor. Client: ___________________________________________________________ Date: _______________________ MWR Sales Representative: ________________________________________Date: _______________________ Headquarters: 237-3068 | Portsmouth: 953-5094 | Northwest: 421-8264 Return this form to your Catering Sales Specialist.
NSA Hampton Roads Catering Menu | Page 18
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