Holiday Inn Hotel & Suites Catering Policies

Room and Rental
Function rooms are assigned to the anticipated number of guests. If the room reserved cannot be made available to the group, the Holiday Inn reserves the right to substitute a comparable room for the function.  The Hotel may adjust function assignments if it is determined in advance that the function will be smaller than originally planned.  The guest as full performance will deem such adjustments. All rooms will remain locked until the scheduled time. Only decorations will be allowed in early and must be coordinated with the Sales and Catering Department.

Menu Selection
The Sales and Catering Department, three (3) weeks prior to the scheduled function, must receive menu selections. Our Sales and Catering Department will be happy to work with you if you wish to order items not on the menu. Extra food that is left over may not be removed from the room. It is in direct violation of the Health Food Law.  The Hotel also does not allow any food and beverage to be brought in from the outside by guests, due to city and state laws. If Hotel staff finds food or beverage brought by outside sources, you will not be allowed to consume it on Holiday Inn property.

Guarantees
It is a requirement that the Sales and Catering Department knows the number of attendees at the time of booking. Three (3) weeks prior to the function, the Sales and Catering Department must receive a second count.  A final guarantee must be received no later that 72 hours prior to your function.  If no guarantee is received, the number estimated would be prepared and you will be billed for the greater of either the last estimate or the final number served.

Cancellations
Should your group find it necessary to cancel a function, expenses incurred by the Hotel in preparation for the function becomes the responsibility of the patron. A sixty (60) day cancellation notice is required or normal room rental charges will be non-refundable.
*Holiday Functions require a ninety (90) day cancellation notice.

Payment
Billing arrangements for all functions must be made in accordance with Hotel policies. Our credit department must authorize all requests for direct billing. In order to guarantee your space, all meeting room rental charges are to be paid in full within seventy-two (72) hours of signing the contract.  Within thirty (30) days of the event a non-refundable payment of fifty (50) percent of all food and beverage items is due with the remaining balance to be paid the day prior to the function.

Liability
The Hotel reserves the right to inspect and control all private functions. Liability for damage – the amount determined by the Hotel according to the function and security needs. The Hotel is not responsible for any loss of materials, equipment, or personal belongings left in unattended and / or unsecured areas.

Audio / Video Equipment
Audio / Video Equipment may be rented through the Sales and Catering Office. A price list is available upon request.

Security
If your group should need special guards or control of special events, your catering contact will be glad to arrange this service for you.
 

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