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OUR GUIDELINES TO SUCCESSFUL EVENT PLANNING
DEPOSITS
The event is considered confirmed upon receipt of the signed contract and an initial deposit. For social/civic events, if the booking date is at least 6 months prior to the event, an initial non-refundable deposit of $ 500 is required to secure the space. For other events, the initial deposit may vary depending upon the duration and complexity of the event. For social/civic events, at 6 months, 25 % of the total contract value is required (including the initial $ 500) for a deposit. Sixty days prior to the scheduled event, an additional 25 % of the contract value will be required. Thirty days prior to the scheduled event, an additional 25 % of the contract value will be required. Seven days prior to the event the full remaining balance of the contracted amount is due and payable. Events other than social/civic events may secure their event with a credit card, company check, purchase order, or direct billing.
ROOM BLOCKS
Room blocks will be released 21 days prior to the event. After the cut-off date the rooms are for sale to the general public at prevailing rates.
GUARANTEE
FINAL GUARANTEE of the number of guests is due 7 DAYS PRIOR TO THE EVENT. The number of the final guarantee is what the event will be set for. Should the final guarantee not be received by the deadline, the expected attendance booked in the contract will be considered the guarantee and you will be charged accordingly.
At the conclusion of each catered function, or at an appropriate time before then, the person designated as your event's on-site representative must sign all banquet checks. Should you decide to waive the right to be present during the determination of charges, the charges will be considered valid and payable as per the contract and the liquor count will be final and binding.
CANCELLATION-POLICY
Should it become necessary to cancel your function, written notification 180 days prior to your arrival date is required and the initial deposit will be forfeited. If a credit card is in place as the deposit, the card will be charged the cost of the fees incurred as if it were cash or a check. Cancellations within 179 to 60 days prior to the event are subject to a cancellation fee of 25 % of the contract value, 30 to 59 days prior to the event are subject to a cancellation fee of 50 % of the contract value, 30 to 8 days prior to the event will be subject to 75 % cancellation fee, and with 7 or less days of notice, the charge will be 100 % of the contracted value. Should a cancelled group rebook an equivalent event/program within a six month period, the cancellation fee will be 50 % of the contract value.
AUDIO VISUAL
CHEROTEL can provide your event with a complete inventory of all audio/visual needs.
FOOD AND BEVERAGE
Due to strict health and safety regulations the hotel cannot permit food or beverages of any kind to be REMOVED FROM or BROUGHT INTO any banquet room on the property. This is a corporate policy requirement.
TAXES AND GRATUITIES
8.25 % sales tax and 17 % gratuity will be added to all food and beverages with the exception of alcoholic beverages.
FUNCTION SPECIFICATIONS
Any major change in the set up on the day of the event will have a reset fee of 50 % of the contracted room rental fee that will be charged to the bill. For social functions (weddings/parties) when you choose to arrange personalized decorations, you must schedule in advance.
BANQUET ROOMS / ASSIGNMENTS
WE DO NOT GUARANTEE any specific room for any event. We reserve the right to change banquet room assignments from a room originally shown or discussed if the basis of expected attendance should change. The hotel has the right to change room assignments based on the Final Guarantee.
CENTERPIECES
A centerpiece is available for your use through the catering department at no additional charge. Our staff will place them according to your specifications while completing set-up for your event. Centerpieces consist of 1 mirror tile, 1 clear hurricane globe, 1 crystal candle holder and a candle.
LINENS
The cost of room rental includes linen in our standard color (white). The catering department offers a wide variety of other colors from which you may choose.
CAKES
For WEDDINGS only, we will allow you to bring in your own cake. This delivery time must be confirmed with our staff 2 days prior to your function. The cake must be set up by the delivery person and will not be handled by our staff.
DECORATIONS
We welcome your additional decorations for any event. Please make arrangements to have all decorations removed at the end of each function, as this will not be the responsibility of our staff. The Hotel will not permit the affixing of anything to the walls, floor or ceiling of rooms with nails, staples, tape or any other substance unless approval is extended by the Sales & Catering Office. Cost of eventual repairs of damages will be billed to the patron. The hotel cannot take responsibility for decorations left on the premises after an event. The hotel reserves the right to approve any and all decorations.
SECURITY
The Hotel may request that the customer obtain and pay for bonded security personnel when valuable merchandise or exhibits are displayed or held overnight in the Hotel. At the same token, the Hotel may request security for social functions, i.e. weddings, parties, prom's, etc.
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