JBSA-Fort Sam Houston Special Event Planning Guide

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1 JBSA-Fort Sam Houston Special Event Planning Guide

2 Timeline 1 Year Before Event: Place a tentative hold on the function room you desire. Within 15 days of placing your room(s) on tentative hold, a $ non-refundable deposit must be paid. This deposit will guarantee your booking, and is applied to your minimum food and beverage purchase guarantee. Discuss decorating packages with your Caterer, such as chair covers, arches, etc., at the time of booking to ensure the availability of the items requested. 6 Months Before Event: Begin guest list Schedule meeting with your Caterer to develop a menu, select linen colors, and discuss special requirements. Pay additional $ of estimated contract total. 3 Months Before Event: Pay additional $ of estimated contract total. Confer with your Caterer on final menu selections, decorating plans, linen selections, table arrangements, and floor plan. Confirm entertainment contract, if applicable. Review guest list and RSVP file. Confer with florist and bakery for final plans and delivery times, if applicable. 7 Days Before Event: Provide your Caterer with final guest count (guaranteed number of guests), and last minute details. Additions made after this point are subject to a 10% Administrative Charge. Late additions may be made, however, the guaranteed count cannot be decreased. Day of Event: Pay function contract in full (cash, cashier check, or credit card only). Additional cost will be calculated and paid that day (cash, cashier check, or credit card only). Your Caterer will discuss a planning and payment schedule for events that are booked less than one (1) year in advance.

3 General Information Reservations: You may make reservations up to one year in advance. A tentative booking may be made either in person or by telephone. A reservation is tentative until a Catering Agreement is signed and a deposit is made. Tentative bookings will be cancelled 15 days after the initial booking if a deposit has not been made. Deposits: The initial non-refundable deposit is due within 15 days of reservation. The deposit is applied to the minimum food and beverage purchase guarantee. Planning: This is the key to the success of a special event. Please provide us with approximate number of expected guests at the time the Catering Agreement is signed. Event sponsors must provide the Caterer with a guarantee number of guests at least seven (7) days prior to the event. If no guarantee is received, the number provided on the original booking will be considered the guarantee. If there is a need to delay any portion of the special event, please advise your Caterer at the earliest possible time. Last minute arrangements will limit your options and our. In the event a lesser number of guests attend the function than is guaranteed, the unused food and beverage remains the sole property of the club. No food or beverage is permitted to enter or leave the facility. Cancellation of Event: The $ deposit is non-refundable. All other payments will be refunded provided cancellation is made a minimum of 90 days prior to the event. If your Caterer must cancel your event, you agree that your only recourse will be a full refund of all monies you have already paid toward your event. Payment: Deposits and final payments may be made in a number of ways: Paid in cash or by certified cashier's check Charged it to a major credit card. We accept VISA and MasterCard only. Final payment must be made seven (7) days prior to your event A credit card is required for all events. Any balance owed, to include damages and/or any additional charges incurred during your event, will be charged to the card. Service: Semi-Formal Service is available for seated luncheons and dinners. Semi-formal service provides for items such as salads, dressings, crackers, butter, condiments, and occasionally desserts to be pre-set. Occasionally, banquet carts are brought into the room where the event is being served. Formal Service is available, with each course served and removed in sequence. The required staffing to sustain the formal serving sequence is one server per fifteen guests. The additional cost for this service is $25.00 per hour for each additional server required. Service Charges: It is our desire to maintain a quality staff of well-trained service professionals, and to provide the best service possible. A service charge of 20% will be assessed against all food and beverage items used for your event.

4 Additional Charges: In addition to the Service Charge, there will be a 10% differential fee assessed on events held on Sundays, Holidays, and days our facilities are usually closed. There is a $ charge for each additional hour past the usual four hour booking period, plus a $ charge for any time an event runs past midnight. There is a $3.95 per person Reception Fee (minimum $500.00). If you plan to provide your own cake, there will be a fee of 50 per guest for our servers to cut and plate the cake. Cake Cutting Services are mandatory. Event Sponsor's Responsibilities The individual who arranges for an event and signs the Catering Agreement is designated as the event sponsor. There are certain important responsibilities that go with this position. The event sponsor is required to sign the Catering Agreement, and is responsible for all agreements made therein. The event sponsor is required to furnish the Caterer with an appropriate number of guests at the time the initial Catering Agreement is drawn up, and a guaranteed/final count seven (7) days prior to the event. The event sponsor must make final payment to the Caterer, cashier or manager for remaining balances seven (7) days prior to the event. Any additional sales made on the day of the event must be paid for with cash or credit card. The event sponsor is responsible for the conduct and appearance of their guests. Please provide your guests with your desired dress requirements or special policies in advance of the event to avoid embarrassment to all concerned. Children are not restricted by either time or age from attending any special event. However, to ensure their safety and welfare, they must be kept in the area of the event and have adult supervision at all times. Due to health and safety factors, food and beverages may not be brought into or taken out of our facilities for consumption, with the exception of specialty cakes, such as Wedding Cakes. Caterer's Responsibilities The Caterer is responsible for planning the event with the sponsor, and will provide what is contracted for in the

5 Catering Agreement in terms of food, beverages, set-ups, employees, etc. The Caterer also ensures that the proper employees are informed of the event, and is responsible for assisting the event sponsor with all event-related matters. The Caterer is not responsible to act as the event sponsor in such actions as collecting monies from participants, or assisting the sponsor with endeavors such as selling booklets, taking names, passing out literature or name tags, contracting props, or placing decorations. Other Guidelines Our staff will not serve alcoholic beverages to individuals under the age of 21 or persons who appear to be intoxicated. Ordering drinks for individuals who have already been refused alcoholic beverages is strictly prohibited. Any disturbance involving physical injury to another person, damage to property or décor, or verbal abuse by an attendee or guest, will result in notification of the proper authorities. To provide you with the best possible service, we recommend only one entrée for seated luncheons and dinners. If you desire more than one entrée, a color coded name tag or place card should be supplied by the event sponsor so our wait staff may distinguish which entrée is to be served to each guest. We do not provide more than two entrées. All accompaniments remain the same for both entrées. For split menus, the higher priced item will be the selling price for both entrée items. To guarantee you the best quality of food and service, we allow one hour for serving time. Delivery Fee for Off-Premise Catering: There is a $35.00 to $ fee for all food and beverages delivered offpremise. This fee is based on your needs and requirements. Prices: All associated costs will be inserted on the Catering Agreement for review by the event sponsor, prior to signing except when other arrangements are made. Special prices are not permitted for any particular group or individual. Prices will be guaranteed sixty () days prior to your special event or upon final payment, whichever comes first. Prices are subject to change based on market. Room Revenue Guarantee: There are required food and beverage minimum sales guarantee amounts established for individual rooms. Special function and meeting room charges are based on events lasting for four (4) hours. Additional Services Announcement Boards: If you desire, information on your event may be posted on our announcement board. Please provide your information to your Caterer. Audio/Visual Equipment: Please inquire with your Caterer for equipment availability.

6 Candles: Candles in assorted colors and hurricane lamps are available at an additional costs. No open flames are permitted on the tables; all candles must be in approved fire-resistant votives. Dance Floors: There is a placement fee of $7.00 per section for the use of a portable dance floor. Sections measure 3' x 3'; the most common sizes are 15' x 15' and 18' x 18'. For example, a dance floor measuring 15' x 15' will cost $175.00, one measuring 18' x 18' will cost $ A variety of sizes are available; your Caterer will be able to help determine the size most appropriate for your guest count. This is limited to in-house use only. Decorations: Your Caterer must approve decorations other than table decorations. We regret that we cannot allow anything to be attached to the walls or ceilings in any room, nor can fixed facility decorations on walls or ceilings be removed. Please remove all decorations immediately following your event. Caterer is not responsible for decorations left in the facility. Designer chair covers, centerpieces, and arches are available at your request. Ask your Caterer for details. Easels: We have a limited number of easels available for your use. If you desire the use of an easel, please notify your Caterer in advance of your event. Flags: An American flag is available for your use. The event sponsor must furnish all other flags. Floor Plans: There are floor plans designed for each of the rooms within our facilities. We will be delighted to suggest an arrangement that will meet your needs. If you desire a special seating arrangement or room layout, please ask your Caterer; we will accommodate you in the best way possible. Flowers: Flowers may be brought into the facility at no cost, however, we ask that you please arrange delivery time with your Caterer. Microphone & Podiums: A limited number of microphones and podiums are available for your use. Please discuss your requirements with your Caterer. Photographers: It is the responsibility of the event sponsor to make arrangements for a photographer. Music & Entertainment: If you require entertainment for your event, we recommend you contract with the entertainment directly. You should also provide your Caterer with the time of arrival, name of group, etc. We ask that entertainment conclude at least 15 minutes before the scheduled ending time of your event. Entertainers may not use flames or smoke, to include dry ice. Risers: Skirted risers are available on request. There is a placement fee of $25.00 per section, which measures 4' x 6'. Tablecloths & Napkins: Our facilities will provide white or ivory tablecloths and napkins. If a specific color of tablecloth or napkin is desired other than white or ivory, we will order them and add the rental cost to your contract. Please arrange with your Caterer for your selection. Minimum Room, Food & Beverage Usage Fees Minimum Room Usage Fees are based on events lasting up to four hours. Daytime hours are considered to be 8:00 a.m. to 4:00 p.m. Your Caterer can provide you with the additional fee information for events lasting more than four hours. JBSA-Fort Sam Houston Golf Club

7 Fiesta Room Evening (Monday through Friday) $ Evening (Saturday & Sunday) $ Loma Room* Daytime (Monday through Friday) $ Evening (Monday through Friday) $ Salado Room* Daytime (Monday through Sunday) $ Evening (Monday through Friday) $ Card Rooms Daytime $ Evening $ *Loma and Salado rooms may only be booked together on Saturday and Sunday, daytime or evening for a minimum of $ food and beverage purchase. JBSA-Fort Sam Houston Event Center Alamo Room Daytime (Monday through Saturday) $ Evening (Monday through Thursday) $ Evening (Friday, Saturday & Sunday) $2, Bexar Ballroom Daytime (Monday through Saturday) $ Evening (Monday through Thursday) $ Evening (Friday, Saturday & Sunday) $2, Bowie, Crockett & Travis Rooms Daytime (Monday through Saturday) $ Evening (Monday through Thursday) $ Evening (Friday, Saturday & Sunday) $ Meeting & Conference Fees Meeting Room Fees are based on events lasting up to four hours between 8:00 a.m. to 4:00 p.m. Fees include room setup, linens, table skirting, and ice water. Your Caterer can provide you with the additional fee information for events lasting more than four hours. JBSA-Fort Sam Houston Golf Club 4 Hour / 8 Hour Fiesta Room $250.00/$ Loma Room $250.00/$ Salado Room $250.00/$500.00

8 JBSA-Fort Sam Houston Event Center 4 Hour / 8 Hour Bowie, Crockett, Travis $100/00/$ Alamo Room & Bexar Ballroom $200.00/$ Room Capacity JBSA-Fort Sam Houston Golf Club Theater Style Classroom Style Rounds of Ten Salado Loma Fiesta Ladies' Card Room Man's Card Room 80 N/A N/A PM Only Fiesta Room 2,170 Square Feet Loma & Salado Rooms 1,364 Square Feet Each

9 JBSA-Fort Sam Houston Event Center Theater Style Classroom Style Rounds of Ten Bowie Crockett Alamo with Dance Floor Alamo without Dance Floor Travis Bexar Bexar Ballroom 3,136 Square Feet

10 Travis Room 1,500 Square Feet Alamo Room 2,014 Square Feet Crockett Room 1,500 Square Feet Bowie Room 1,150 Square Feet

11 Notes

12

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