BANQUET GUIDELINES ~ BANQUET PLANNING
GROUP CONTACT PERSON
Please choose only one person to represent your group, to make all plans and conduct all business with our office. This keeps confusion at a minimum, therefore guaranteeing a successful function.
TIMING 
What time of day is your event? There are a number of options when deciding what kind of meal service you will need that depend on the time of day you hold your event. Timing is also very important to decide in advance so the banquet and kitchen staff can format a plan to make sure your event runs smoothly. You should allow approximately 1 ½ hours for a full service plated or buffet meal. If time is limited we recommend that the salad and/or dessert be preset prior to your guests being seated. If speed is of the essence, avoid choosing multiple entree service for your meal as it does take longer. Most importantly, if you only have limited time for your meal service, please indicate this on your contract so catering staff can be prepared. Any changes in the timing on the day of the event can create delays in service. Guests who arrive prior to the official start time and/or requests that your meal be served earlier or later than the agreed upon time can put a wrench in a well oiled machine and can spoil even the most simple of parties. Please discuss any changes prior to your event date and make sure to keep you catering coordinator up to date with ANY new information.
 FOOD STYLE
There are different styles of food, and a wide range of catering options to suit your needs. Think about whether you would like continental, regional, ethnic, or theme (such as “the beach” or “country-western”) foods. Do you want it to be served or buffet style? Our menus cover a range of options, but if you are looking for something special, discuss it with your catering coordinator. We enjoy coming up with new and special things. Are you offering a choice of entrees to your guests? Assigned seating is the easiest and most accurate method for serving multiple entrees. If you desire this service, we ask that each guest is assigned a table and a color or picture coded card that they put at their place setting indicating their entree selection, we also ask that you provide a list or floor plan indicating how many of each entrée will be served to each table. Your catering coordinator can you help you with your blank floor plan. Please allow additional service time for multiple entrees.
SPECIAL NEEDS CATERING
Consider the tastes and dietary restrictions of your guests. Will there be any vegetarians? What about food allergies or religious restrictions? All meat dishes will be cooked to medium (pinkish inside with clear pink juices) unless a different temperature is specified. We can only guarantee 1 temperature designation per meat dish. We are unable to cook meat to several different temperature requests at one banquet seating (i.e. some rare, some medium and some well). Although we try our best, when guests alert us to any special needs at the time of the event it is very difficult for us to accommodate them. Please ask your guests and let us know well in advance of your party so you can assist us in providing meals that all your guests can eat and enjoy.
ALCOHOL
Alcohol at parties can be expensive. There are several options to choose from to accommodate any budget. Here are some options: open bar, cash bar, beer and wine only, or champagne. You can discuss your options with your catering coordinator.
 ROOM SETUP
There are several ways to set up your banquet room. Some things to take into consideration are the type and style of food you are serving, if any and the number of guests. You will also need to let your catering coordinator know if you need your tables to be numbered or identified in a certain way. A floor plan is a sure fire plan to make sure everyone is on the same page.
Seating configuration descriptions:
Banquet = seated around a rectangular or round table for dining (there is a charge of $10/per table set up in the Café & at Palo Verde for rounds).
Classroom = seated on one side of a rectangular table
Theater = seated in rows of chairs facing platform or stage
Boardroom (U-shape) = seated around one large table or group of tables
TABLEWARE & LINENS
 We provide white and ivory linens at no cost to you as long as you are contracting food and beverage. The banquet price also includes our standard tableware, 12 x 12 mirrors, hurricane lamps and 10” taper or votive candle holders (you provide the candles). Please let us know in advance of your event if you would like to use any of these items. If you are looking for something different than what we have onsite (linens, tableware, centerpieces, etc.), we can order it for you for an additional charge. You may also bring in your own, but we cannot take responsibility for personal items brought in by customers.
DECOR
Sun Lakes HOA #2 is not responsible for any losses or damages of any décor items you bring into the facility. We will take reasonable precautions, but ultimately we cannot take the responsibility for personal items provided by the customer. No confetti is allowed in the building. Please do not tape, staple or nail anything to the walls without prior approval. We do not allow the hanging of any banners or signs of any kind without express written approval from the General Manager.
ENTERTAINMENT
We are more than happy to accommodate live bands or DJ's; however, certain restrictions apply and additional costs may be added. You are responsible for booking your own entertainment and notifying them of set up times and performance restrictions and are required to take any and all responsibility for any entertainment booked for your event.
Due to set up requirements, noise factors and the comfort of our other customers and homeowners Sun Lakes HOA #2 must be notified as soon as your musical arrangements have been made.
Entertainment including bands, DJ's, etc. may be scheduled until 10:30 pm. Our function rooms need to be vacated by 11:00 pm. These policies help ensure the comfort of our homeowners. Noise that is disturbing to other customers or homeowners will not be tolerated. Entertainment and guests are required to comply with requests made by Sun Lakes HOA #2 staff or the party will be asked to leave with no refund.
FINAL GUARANTEE
Five to seven business days before your event, we will need to have your final minimum number of guests to be served. This number will be used to purchase fresh ingredients, order equipment and arrange for the proper number of event personnel. Once you give us your final guarantee, you may increase your count by approximately 3% 24 hours before the event, but you will be charged for additional guests. You are not subject to reductions after the final guarantee is given. If you know that you will have a large number of additions to your count between the day you give us your guarantee and the day of the event, please call us to make sure we can accommodate your additional guests.
LEFTOVER FOOD
Since running out of food can be a traumatic experience, we usually carry more food than we expect to serve. We have also extended food temperatures and holding conditions to a point that, in cooperation with the health department, we will not release leftover food to you or your guests. Under certain circumstances, you may be allowed to take meals that haven’t been consumed. In that case, your meals will be provided to you in proper containers and given to you at the end of the event with advance notice.
THE CONTRACT
After final arrangements are made for set up, food, service and other miscellaneous items, a catering contract specifies the date, time and location of the event, menu, cost per person, estimated number of guests, mode of service and payment. This contract is a binding agreement between you and the Catering Sales Department. Be sure you fully and carefully read the agreement before signing it. This is also a good time to start a floor plan. It is very important that if you have any changes that you contact your catering coordinator immediately.
DEPOSITS
Deposits are required from any non-Sun Lakes Homeowner. Deposits are $500.00, and are refundable up to 120 days prior to your event. However they will be applied toward the final invoice.
MISC. CHARGES
An 18% service charge and 6.3% tax will be added on to your food total
- A linen charge ($4.00 for tablecloths & $0.20 for napkins ~basic colors only) will be added if you do not contract food & beverage
- Homeowner and local Sun Lakes groups and clubs are responsible for set up and cleaning fees if specific minimums are not met in the meeting room that they are requesting
- Non-homeowners are responsible for room rental fees dependent on the specific room rented; set up and cleaning fees are dependent on specific minimums to be met in individual banquet rooms
- All rooms are contracted for 5 hours maximum, additional hours are billed at $100.00 per hour
Non-homeowners are responsible for private security at $15.00 per hour for events with over 50 guests
POSTPONING / CANCELLING EVENTS
Many hours go into the planning of your event to ensure its success; we have most likely refused other events for that day and cannot recoup those we have turned away. If the cancellation or postponement occurs less than 10 days before your party you will be responsible for a percentage of the estimated event charges. As long as you reschedule within the next 6 months, you can use the penalty towards your new date.
BILLING
You will be charged for the guaranteed number of guests plus any additional guests served, and other charges all at the previously arranged price. Sun Lakes Phase II Homeowners may be billed in lieu of paying the day of the event. If you are paying the day of the event please make your payment with cash, credit card or check. We can no longer accept individual payments for banquets, all credit card or check payments must be made with only one (1) card or (1) check. Non-Homeowners must make their final payment on or before the day of the event in the form of cash, cashiers check or credit card; no personal checks will be accepted.
Cottonwood Palo Verde Catering Office 480-895-0339
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