A confirmed number of persons attending a catered function must be provided by 12 noon, 3 business days prior to the date of the function. Once final confirmation has been made, the number of attendees may not be reduced. Charges will be based upon your guarantee, or the actual attendance, whichever number is greater. We will prepare to serve 5% over the guaranteed number, up to a maximum of 10 meals.
FOOD AND BEVERAGE POLICIES
Should the final guarantee for catered meals fall below the publicized minimum number of guests, the client will be liable for the minimum number as indicated on the menu. A maximum of two entree selections can be offered for plated banquet functions and a guaranteed number of entrees needs to be given 3 business days prior to the event date. The Stoweflake specifically prohibits the removal of food from the function by the client or any of the client’s guests due to license restriction and liability.
The Stoweflake reserves the right to move any outdoor event inside for inclement weather or impending inclement weather predicted by the National Weather Service. Events will be moved inside due to wind, rain, or the forecast of rain. The decision to move such an event indoors will be made 5 hours in advance with the client’s approval. In the event that a delayed decision or change is necessary, both an indoor and outdoor set-up will be done and an appropriate service charge will be assessed according to party size and complexity of set up. All outdoor events must end no later than 10:00 p.m. due to noise and local ordinances.
The Stoweflake reserves the right to change function space or event locations based on final counts and hotel demands.
Appropriate labor charges will apply to events that require more than standard cleanup at the conclusion of the event (i.e. confetti, large boxes, excessive trash, etc.).
The client will be responsible for any damages incurred to the premises or any other area of the resort by the event guests, independent contractors, or other agents that are under the client’s control.
SHIPMENTS AND LABELING OF BOXES
Packages for events may be delivered to the Stoweflake 3 business days prior to the event date. Transportation and storage of boxes of heavy or excessive matter must be arranged in advance with your Conference Planner. All arriving shipments should be clearly marked with the name of the event, date of the function, and the package recipient’s name. Deliveries are subject to shipping and handling fees. Please see your contract for specific details.
DISPLAYS, DECORATIONS AND PERSONAL PROPERTY
Arrangements for set-ups or displays must be made through your Conference Planner prior to the function. All proposed displays or decorations shall be subject to the approval of the Stoweflake. For no reason may the Stoweflake name or trademark be covered, moved or altered without written permission from Management. All property of the patron or the patron’s guests brought in the hotel shall be at the sole risk of the patron. The hotel will not be liable for any loss or damage to any property for any reason. Arrangements may be made in advance for security of exhibits or merchandise set up prior to or during the planned event.
AUDIO VISUAL EQUIPMENT
Audio visual aids such as flipcharts, screens and projectors are available to suit any need. Please inquire with your Conference Planner for specific details and pricing.
The Vermont State Liquor Commission grants the Stoweflake’s license. The Stoweflake complies with all state regulations and laws. No patron or guest will be allowed to bring or depart with any alcoholic beverages.
All prices are subject to change without notice.
Please refer to your contract for specific terms. Typically, partial deposits are required to guarantee all functions. Full payment must be made 7 days prior to the date of the function. Payments are accepted in the form of cash, certified check or applicable credit card.
The Stoweflake offers guests a variety of special services including custom menu design. We encourage you to bring special suggestions and questions to the attention of your Conference Planner.
A service charge and Vermont tax in effect on the function date will be added to all final bills. See your contract for exact percentages.