Event Guidlines & Policies
The Crown Room of Rogers works hard to ensure your event is a success. Below is our event guidlines and polices. Please review them and we're happy to answer any questions you may have regarding them, just contact us.
Agreement & Cancellation Policy
All cancellation notices must be in writing. The Crown Room at the Wellstead of Rogers enforces the following cancellation policy: More than 6 months prior to the function - 30% of the current food & beverage minimum will be due & payable; Less than 6 months to 3 months prior to the function - 50% of the current food & beverage minimum will be due & payable; Less than 3 months to 1 month prior to the function - 80% of the current food & beverage minimum will be due & payable; Less that one (1) month prior to the function - 100%of the current food & beverage minimum will be due and payable. Cancellation of the event within the seventy two (72) hour guarantee period, barring acts of God, will result in charges for staff wages for shifts that were cancelled and the cost of perishable food for your event which we can not cancel or return to our suppliers. The Crown Room at the Wellstead of Rogers agrees to be fair and reasonable if the cause of the cancellation is an Act of God, death or other similar action beyond the reasonable control of the Responsible Party.
Food & Beverage Minimum & Room Rental Fees
A food and beverage minimum and room rental fee is required for all functions at The Crown Room at the Wellstead of Rogers. The Responsible Party (ies) agrees to purchase the Food & Beverage minimum and room rental fee amount listed on your contract for this function. This minimum does not include tax, service charge, room rental fee, cash bar sales, valet parking, or additional rental items. Space is reserved for the times indicated on your Event Contract and is not on a 24-hour basis unless otherwise stated. The Crown Room at the Wellstead of Rogers reserves the right to move your event to a room that is appropriate for the final number of guarantees. In the event that your function is cancelled for whatever reason by the Responsible Party or its representatives within 30 days before the function date, the food and beverage minimum will be due and payable in full on the date of the cancellation. Service charges and Minnesota State sales tax will also be added to this invoice.
Payment Policy
To guarantee the availability of your scheduled function, a payment of 20% of the projected food and beverage minimum is required at the time this Catering Contract is signed. If the desired function date is available, The Crown at The Wellstead of Rogers agrees to place a “temporary hold” on this date for a period of seven to fourteen (7-14) days to allow the Responsible Party sufficient time to finalize and reconsider their booking options. However, failure to make the required 20% payment within this seven to fourteen (7-14) day period may result in this date being awarded to another interested party. The 20% payment is non-refundable. The payment can be paid in the form of cash or check.
An estimated bill for the food and beverage amount will be presented for pre-payment within one week of the scheduled function. Payment of the projected food and beverage amount is due in cash or check at least 96 hours prior to the function. Overpayment will be refunded within 7 days after the scheduled function by The Crown Room at the Wellstead of Rogers accounting department. Direct billing is available for a business event with prior approval.
Service Charge, Gratuities and Applicable Taxes
A service charge of 18% on all food, beverage, rental and service items will be applied to your final invoice. The entire service charge is the property of The Crown Room at the Wellstead of Rogers and The Crown Room at the Wellstead of Rogers can disperse the service charge at its sole discretion. The service charge is also subject to a 6.65% sales tax, as is food and non-alcoholic beverages. All alcoholic beverages are subject to a 9.15% tax. Service charges and all applicable taxes do not count towards the agreed upon food and beverage minimums.
Food & Beverage Selection
Food & Beverage selection for a wedding reception must be submitted to the Banquet Sales Manager sixty (60) to ninety (90) days prior to your scheduled event date. All other event menu selections are due thirty (30) days prior to your scheduled event date. All events booked less than thirty (30) days prior to the event must provide menu selection at the time of booking. The menu prices quoted and listed in the banquet menus are subject to change without notice. Definite prices will be confirmed sixty (60) days prior to the event. You may choose up to two (2) separate entrees for the event; however each guest will be served the same plated appetizer, salad, starch, vegetable and dessert. If you would like to offer more than two (2) entrée choices to your guests, a fee of $1.00 per person based on your final confirmed head count will be charged. Multiple entree choices require a color-coded place/tent card for each guest, which the host is responsible for providing. All color coded cards must be viewed, pre-approved, and signed off on by the Banquet Sales Manager.
Guarantees
Client must notify the Banquet Sales Manager of a Meal Count Guarantee no later than seventy-two (72) hours or three (3) business days, excluding weekends, prior to your event by 11:00 am. (See your contract for specific date & time)
Day of Event Day Guarantee is Due (excluding holidays)
- Monday Preceding Wednesday
- Tuesday Preceding Thursday,
- Wednesday Preceding Friday
- Thursday, Friday, Saturday, and Sunday Preceding Monday
Otherwise, we will bill based on the preliminary number or the number actually served, whichever is greater.
Complimentary Amenities
- The set-up and take down of all tables and chairs
- Ivory linen table cloths
- Glassware, silverware, and china
- Ivory or black linen napkins
- One (1) mirror tile per dining table
- Buffet serving pieces
- Arrangement and placement of favors and/or centerpiece
- Table skirting
- Two (2) votive candles per dining table
- Door Greeters
Decorations
If the space is available prior to your scheduled event, you may decorate the room for your event. All decorations must be preapproved by the Banquet Sales Manager. Any supplies may be dropped off three (3) business days prior to the event. See your contract for specific date & time. The use of staples, tape, nails, or other substance to affix items to the wall or ceiling is not permitted. Confetti, glitter, bird seed, silly string, potpourri, river rock, and open flame are not permitted on the premise. Violation to this policy will result in a $300.00 clean-up charge per offense. All items must be removed from the facility at the conclusion of the event. The Crown Room at the Wellstead of Rogers is not responsible for any items left after an event. The Crown Room at the Wellstead of Rogers reserves the right to charge an appropriate set-up and/or cleaning charge if the condition of the room requires an unusual amount of work before, or after the event. The minimum charge is $50.00 per hour. The Responsible Party is responsible for any and all damages done to The Crown Room at the Wellstead of Rogers’ premises by their guests at the function.
Elevated Stage and/or Portable Dance Floor Options
The Crown Room at the Wellstead of Rogers can provide an elevated stage for the wedding party of similar applications, in addition to providing the portable dance floor. These are optional features and the agreed upon additional fees for these amenities are listed on your Service and Rental Equipment sheet in your packet. The rental of these items do not count towards your food and beverage minimum.
Valet Service
The Crown Room at the Wellstead of Rogers offers valet parking service as an optional amenity for events that occur during the months of April-October. Valet parking service is mandatory for events that occur during the months of November-March. Complimentary coat check will accompany all valet services the months of November-March.
Food & Beverage Regulations
All food & beverage served or consumed must be purchased, served and prepared by our food service staff. Wedding cakes can only be provided by licensed bakeries and is subject to a two dollar ($2.00) cake cutting and serving fee per guest based on the confirmed headcount; this fee does not count toward the food and beverage minimum. There is no cake cutting fee when the wedding cake is purchased through our pastry department. The MN Department of Health prohibits removal of food and beverages from the premises. Any remaining cake may leave the building. At the conclusion of the function such food and beverage become the property of the Crown Room at the Wellstead of Rogers.
Security Guard
Alcoholic beverages will not be served to minors. All guests will be required to provide proof of age prior to being served alcoholic beverages. Predicated upon the average age of the scheduling party and/or guests, the Crown Room at the Wellstead of Rogers reserves the right to demand that a security officer be on the premises to assure under-age drinking does not occur. The cost for providing a security/police officer would be $50.00 per hour and payable by the responsible party of the function. The serving of alcoholic beverages will terminate by 11:45 PM, or earlier if directed by the function’s Responsible Party. All guests must vacate the premises by at least 1:00 AM. The Crown Room reserves the right to close the bar at any time.
No Smoking Policy
The “Crown Room” and all of the adjoining interior premises are Smoke Free, and we request and solicit your cooperation and assistance to enforce this policy. Smoking is permitted on the east exterior patio of the “Crown Room” or anywhere on the exterior (outside) of the banquet facilities. The Rogers Police Department will prosecute all violators of this smoke-free policy.
The above terms and conditions of this Catering Contract & Event Guidelines and Policies have been read and agreed by both.
NOTE: The Crown Room at the Wellstead of Rogers will have no responsibility to perform under this Agreement when prevented by reasons of Acts of God, strikes or any reasons beyond its control.