Standardized Guidelines and Procedures

Standardized Guidelines and Procedures

Event Planning CATERING TO YOU Featured in this packet are our traditional and most popular menu items. On personal functions, members receive the added benefit of a 10 percent Member s First discount on all food purchases. FOOD AND BEVERAGE ORDER SPECIFICATIONS To ensure the proper planning of your event, we request that all food and beverage specifications be received in writing by our office no less than 30 days prior to the date of your first scheduled service for events larger than 200 guests. CONFIRMATION OF ORDERS Upon receipt of all written food and beverage specifications, your ARAMARK sales professional will review them and, in turn, provide you with written confirmation of the services you have ordered. The confirmation will be in the form of separate event orders for each individual service. For events larger than 200 guests, signed event orders must be received by ARAMARK no less than 30 days prior to the start of the first scheduled event. Customers booking short-term events (within 10 days of the event s start date) must review, sign, and return event orders upon their receipt. ARAMARK s Services Agreement (contract) outlines specific agreements between the customer and the caterer. For events larger than 200 guests, the signed Service Agreement, along with the required deposits, must be received by ARAMARK no less than 30 days in advance of the first scheduled event. The signed Service Agreement, along with the required deposits, must be received by ARAMARK no less than 30 days in advance of the first scheduled event. A 25 percent deposit is required. If the signed Service Agreement is not received at least 30 days prior to the first scheduled event, menu prices are subject to change. The Event Orders, when completed, will form part of your contract. SPECIAL EVENTS There are a number of special events that require attention to complex details. These include, but are not limited to, such events as weddings and other VIP events. These functions typically require customized menus due to the customer s desire for a unique event. In addition to logistical planning, specialty equipment and service/labor may be needed to successfully orchestrate such events. Due to these requirements, special events may be subject to earlier guarantee dates and deposits. Events requiring extraordinary use of equipment/china may incur rental charges. Please discuss this with your sales professional. Specifications for these events are to be received no less than 30 days prior to the event unless otherwise negotiated between the customer and ARAMARK. FLOOR PLANS FOR CATERING FUNCTIONS Your sales professional will review both the guest seating arrangements (floor plan) and the behind the scenes logistics to ensure ample space has been considered, making appropriate recommendations for both areas to create the best possible guest experience. Often, large events require catering (dishing, serving, clearing) to take place in areas that are not commonly dedicated to that purpose. In these instances, the customer and the ARAMARK sales professional will discuss effective solutions in order to meet your service expectations. The costs for additional equipment such as this, which may be provided by the customer s decorating company or through ARAMARK, will be the responsibility of the customer. Additionally, as safety is always important, ARAMARK reserves the right to specify floor plans and layouts of all set-ups, seating tables, serving stations, and like items to enable safe and efficient service for your event. This includes reserving necessary space dedicated to both back of house and front of house areas. This also includes service areas, breakdown areas, and front of house service aisle ways. These details will be reviewed with our facility and customers prior to developing final floor plans.

NON-MILITARY EVENTS There are restrictions on the use of the club by civic and civilian organizations. Should your organization fall into one of these categories and you would like to use the club, please provide the club manager the information listed below. The club manager will work with the commander for a final decision. Name of organization Type of organization, i.e., civic, civilian, nonprofit, etc. Purpose of organization The type of party you wish to hold and approximate attendance If approved, please contact the catering department for details concerning available times and any applicable charges. Included in this document are room usage fees and guidelines to help you plan and stay within your meeting budget. SPONSORED EVENTS It is the responsibility of the security forces to stop all vehicles without a base registration decal or pass. To help you and your guest through the main gate without delay and inconvenience, here are a few things you can do in advance of your function. Sponsored events: For security reasons, special event passes are required. Please request, by letter, base entry for non-base connected personnel for a specific sponsored event. The letter should have an alphabetized, by name, list of attendees. Please include in the letter time, date, place, approximate number of attendees, and a point of contact (with duty and home phone numbers). The host/sponsor may drop off at main gate pass area no later than three working days prior to the event, during normal duty hours. Payment and Credit ACCEPTABLE FORMS OF PAYMENT ARAMARK accepts, cash, checks, Master Card, Visa, Air Force Club Cards, and wire fund transfers as payment for products and services. If payment is received within less than five business days prior to the event, certified funds or a credit card payment will be required. If the customer prefers to pay by check or wire transfer, a credit card authorization form is required. PAYMENT POLICY ARAMARK s policy requires full payment in advance. If a function is paid for by the Air Force, an accompanying delivery order with proper purchase order is required. CLUB MEMBER/PRO RATA SHEETS For your convenience, we have pro rata forms you may use to prorate and charge individual club members accounts. When paying by cash or credit, members providing their club card number will receive a Members First Discount. Current club membership discounts will apply. Special functions payment will allow attendees to either pay by cash, with a check, or charge to their Air Force Club MasterCard or Visa. Club members and all other attendees using Visa or MasterCard must provide their entire 16-digit account number, card expiration date and signature. Pro rata sheets submitted without this information will be charged to the POC s account until the information is received. For customers who are paying in cash, or are members of another club, the last 10 digits of their club card account number is required for validation of membership.

If a customer prefers to charge an event on a card other than his/her Air Force Club Card, the customer must provide all 16 digits of the card being charged and 10 digits of the Air Force Club Card for membership validation purposes. For members of your local installation club(s), the clearly printed last name, first name, middle initial, and rank are required. After verifying the customer possesses a valid AF club card, the POC may write local club member in lieu of the 10 digits of the Air Force Club Card, indicating he/she has verified the customer s club membership. The club manager ensures the POC understands the club does not assume responsibility for individual attendee payments. The POC also understands that any funds not collected from individual attendees will be billed directly to the POC. The special function POC is responsible for collecting cash using the appropriate pro rata sheet. Checks must me made payable to ARAMARK and must include the name of the club and the date of the event. Pro rata sheets must be submitted before the function or by 10:00 am on the next workday after the function. The mandatory follow up procedures are: If the POC does not provide the pro rata sheets on the first business day after the function, the club manager/business flight chief will contact the POC NLT 48 hours after the function. This may be done with a letter, by email, or by phone. Allow three days for the POC to respond. Document the Special Function (SF) file with the information. If the POC has not provided the pro rata sheets within the three days allowed by the club manager/business flight chief, the RMFC will contact the POC and his or her commander within 48 hours, by letter, email, or phone. Allow three days for the POC and/or the commander to respond. Document the Special Function (SF) file with the information. If the POC has not provided the pro rata sheets within the three days allowed by the RMFC, the Services Commander or Division Chief will contact the POCs organization commander and the Mission Support Group Commander within 48 hours. Allow three days for the commanders to respond. Document the Special Function (SF) file with the information. If the POC still has not provided the pro rata sheets within 20 days after the function, the special function is charged to the POC s club card. ADVANCE DEPOSIT ARAMARK requires an advance deposit of 25 percent of the estimated total charges 30 days prior to the start date of the first event. ARAMARK reserves the right to request an additional deposit or payment in full prior to the first scheduled event based upon credit history. Taxes and Administrative Charges* All food and beverage sales are subject to 20 percent administrative charge and applicable sales tax. For all in-house parties, there is no administrative charge on pay-as-you-go bar sales, and for special function items ordered for take out. For tax exempt groups, we require proper tax exemption certificate. OFF-SITE DELIVERY FEES* While we are happy to accommodate any functions that are held off site, all catering orders or re-orders delivered to a building other than the primary catering facility/hall will result in a $50.00 delivery fee, while off-base deliveries will result in a $100.00 fee. Carry out service is also available. Please ask you catering coordinator for more details. There is no administrative charge applied to take-out orders. *Delivery fees and administrative charges are not intended to be a tip, gratuity, or service charge for the benefit of employees. No portion of this amount is distributed to employees.

Catering Guidelines GUARANTEES To ensure the success of your event(s) it is necessary we receive your final guarantee (confirmed attendance) for each meal function by the following schedule: Events up to 500 people require the final guarantee three business days prior to the first event. Events between 501 2,500 people require the final guarantee five business days prior to the first event. Events more than 2,501 people require the final guarantee seven business days prior to the first event. Please note the above schedule excludes weekends and holidays. Once the final guarantee is due, the count may not be decreased. For every event, ARAMARK shall be prepared to serve 5 percent over the final guarantee, up to 50 meals. The customer will be billed based on the final guarantee or the actual number of meals served whichever is greater. ARAMARK will make every attempt to accommodate increases in your count after the final guarantee is due; however, any increase exceeding 10 percent of the final guarantee will be subject to a to a 10 percent surcharge. If the count increases within the final guarantee timeline, the 5 percent overage will no longer apply. CANCELLATION POLICY Cancellation of any event must be sent in writing to your ARAMARK sales professional. Any cancellation received more than 30 days of the first scheduled event will result in a fee to ARAMARK equal to 25 percent of the estimated food and beverage charges. Any cancellation received less than 30 days in advance of the first scheduled event will result in a fee of 50 percent of the estimated food and beverage charges. Any cancellation received after the final guarantee has been provided will result in a fee equal to 100 percent of the charges on the affected event order(s). MINIMUM REQUIREMENT FOR MEAL FUNCTIONS There is a minimum guarantee of 25 people for all plated meal functions, and a minimum of 50 people for buffet meals. Specific guarantees, and additional details, will be listed within the catering menus. Outside Food and Beverage Policy ARAMARK is the exclusive provider of all food and beverages at the base. As such, any requests for importing food and beverages will be at ARAMARK s discretion and will be considered on a case-by-case basis. Please inquire with your ARAMARK sales professional. This includes requests for wedding cakes, military ceremonial cakes and special event pastries. For the safety of our members and attendees, all food and beverage is to be consumed or disposed of on property.

Room Usage Fees As a benefit of club membership, club members are not required to pay room usage fees or room deposits for authorized personal functions. All clubs on the base should maintain the same standard. Room usage fees are discounted or waived if food and beverage dollars exceed the room usage price. Room Setup Fees The standard room setup fee is $100 per room. For specialty events such as weddings and other VIP functions that require greater detail, additional room setup fees will apply. Please contact your ARAMARK Catering Sales Professional for details. Additionally, room setup fees can be waived if: * The room you booked for your event is accepted and left in as is condition. The organizer of the event understands that he/she will be charged additional fees if the room is not left in the original as is condition. ** The organizer of the event can arrange to set the room themselves, but must re-set the room according to the original diagram specified and provided by ARAMARK. The organizer of the event understands that he/she will be charged additional fees if the room is not re-set according to the original diagram and specifications. Audio/Visual Rental For your convenience microphones, podiums, and limited audiovisual equipment items may be available through the catering department to support your function. Identify your needs to the catering department well in advance of the function so we can reserve these items for you. If a specialty item is not available within the club, we may be able to assist you by providing a list of sources for the required item. If any outside vendor delivers items to the club, they must coordinate with the catering department to receive clearance to come onto the base. If display or conference support materials are being shipped into the club, clearly mark the boxes with the name of the function, host/sponsor name and date. Also mark the boxes Deliver to the Catering Department. Please notify the catering department of any special storage needs for rented or shipped items. Decorations All decorations other than those provided by the club are the responsibility of the host/sponsor. To preserve the beauty of the club for all members and their guests we request no nails, tacks, or tape on the walls, ceilings, or another part of the club without approval of club management. The host/sponsor is responsible for any damages to the facility resulting from misuse of decorations. No confetti, tinsel, mylar, clippings/shavings, or sparkle dust allowed for events. Please consult your catering manager for further details. Property, Liability, and Damages Neither the club, ARAMARK, nor the Air Force is liable for any loss or damage to merchandise, equipment or articles left in any facility prior to, during or following any event. The host/sponsor will be held responsible for any losses or damage to the building, equipment, house decorations, or fixtures belonging to the club/base caused by the host/sponsor or guest. Neither the club nor ARAMARK shall be liable for any loss of business, interruption, consequential, incidental, special, indirect or punitive damages. ARAMARK s liability hereunder is limited to the payment received from the host/sponsor for a given event.

Alcohol Service Beverages can be ordered from the enclosed menu or we can provide a private bar for your guests. We have a designated driver program that provides free coffee and soda to drivers you designate from your group. The club staff will stop serving alcoholic beverages to any individual they feel is intoxicated or nearing intoxication. PARTY BARS There are two types of bars: pay-as-you-go and an open bar. There is a $100 sales guarantee per bar for the first hour and a $50 sales guarantee per bar for each additional hour. If your party does not meet these minimums, a charge of $20 per bar, per hour will be applied to cover bar labor. The minimum sales guarantee is one hour. Bar setup fee is $150 per bar at event. Pay-as-you-go Bar: The guests order and pay for their drinks. Standard lounge drink prices apply. See enclosed menu page on beverage prices. There is no administrative charge added to this type of bar service. Open Bar: The host/sponsor agrees to pay for all drinks served. Drinks are dispensed to the guests free of charge with the host/sponsor assuming responsibility for payment. An open bar can be set up with a predetermined dollar amount or time limit. The dollar limit amount will be annotated in the contract. A register tab will be computed until the pre-set limit is reached. The 20 percent administrative charge applies to the bar total. The host/sponsor is responsible for assuring minors do not consume supervised or unsupervised alcoholic beverages. Table Standards The ARAMARK banquet minimum standard for a plated/seated meal is for service at tables of 10 guests with one server per 20 guests. And for buffet meals, the ARAMARK minimum standard is one server per 25 guests. China Service All seated meal functions (breakfast, lunch, and dinner) are served with china and glassware, unless otherwise specified by the customer. Continental breakfast, coffee services, buffets, and exhibitor hospitality catering are routinely accompanied by high-grade disposable serviceware. If china service is desired, however, on these functions a china charge will apply. Your catering coordinator can provide you with many affordable options on these rentals. Tablecloths/Linens All tables for meal functions are dressed with standard house linen and napkins. Your sales professional will be able to assist with any custom linen and décor details at additional charges. Events that require tablecloths for non-food functions may be clothed for $7.50 per standard house tablecloth. Specialty linens will be priced as fair market value. * Delivery fees and administrative charges are not intended to be a tip, gratuity, or service charge for the benefit of employees. No portion of this amount is distributed to employees.