Necessary Notes
GUARANTEES
For private functions, the attendance must be specified and communicated to the Catering Manager by 12:00 noon, a minimum of fourteen days prior to the event. This number will be considered the guarantee, not subject to reduction, and charges will be the guaranteed number or actual attendance, whichever is greater. If a guarantee is not given to the hotel by 12:00 noon on the day it is due, the number (or numbers) on the contract will become the guarantee
PAYMENT TERMS
Manor Vail Lodge requires all functions to be paid in full seven business days prior to event. This number will be based on the Catering Manager’s order estimates
FOOD AND BEVERAGE MINIMUMS
All contracted food and beverage minimums must be met. These minimums are to be met before factoring in taxes and service charges. If for any reason they are not met, the client is responsible for paying the difference
DIETARY RESTRICTIONS
We would be happy to accommodate any dietary requests within reason. Requests & restrictions must be provided at the time
of the final guarantee
PRICES
We make every attempt not to increase prices once your contract has been signed, however economic conditions dictate that we do have this flexibility. All prices are subject to change
TAX & SERVICE CHARGES
Menu prices do not include applicable taxes and a 23% service charge
COLORADO LAW
All food and beverage must be purchased from Manor Vail Lodge, in accordance with Colorado State Law. Wedding cakes are an exception to this rule. Our Colorado food and beverage license prohibits us from wrapping up any unused food or carrying food
over from one function to another
AUDIO VISUAL
A wide range of audio visual equipment and services are available for rent. Audio visual arrangements must be made three (3) days in advance of your function. Cancellation of audio visual equipment must be received at least two (2) business days prior to the scheduled function in order to avoid rental fees
MEETING SPACE
If the confirmed attendee figures are different than those stated in the contract, an adjustment to the meeting and function space may become necessary. Any changes requested after receipt of the signed contract are subject to space availability and room rental fees at that time
ENTERTAINMENT
All entertainment within Manor Vail Lodge must conclude no later than 10:00 pm. This is out of respect for other hotel guests. All entertainment outside of Manor Vail Lodge must conclude no later than 8:00 pm. This is in accordance with the Town of Vail ordinance
OUTSIDE RENTAL EQUIPMENT
If you choose to rent equipment outside of the hotel, our catering sales department will happily assist you with any arrangements and may be subject to a 25% administration fee
LAST MINUTE CHANGES
Changes in meeting room locations and setups after approval will incur a charge of $350. Changes to room setup during the event will incur a change fee of $150 at the end of the day and $250 during the middle of the day
FURNITURE REMOVAL
If a set up other than the existing set up is used, a furniture removal fee of $350 will be incurred
DAMAGE & CLEAN-UP
The customer agrees to be responsible for any damage done to the function room or any other part of the hotel by the customer, their guests, invitees, independent contractors or other agents under the customer’s control. If additional clean-up is necessary, a $250 per hour clean-up fee will be incurred
LOSS
The Manor Vail Lodge will not assume or accept any responsibility for damages to or loss of any merchandise or articles left in the hotel prior to, during or following the customer’s function.