Welcome
Hope Haven Inc. Catering prides itself on the services it provides the community. Our services include served dinners, buffets, receptions, coffee breaks, boxed lunches and a la carte menu planning. Our trained catering staff will work with you to design a menu to suit your guests’ needs. We offer china and equipment rental as well as helping with special linen and floral arrangements to make your event one your guests will not soon forget. Our experience, knowledge, and facilities will enable us to provide you with all of the necessary ingredients to ensure the success of your event.

To contact Hope Haven Catering please call: 704-372-8809

Event Check List

• Determine details of your event
• Date
• Time
• Location
• Number of guests
• Call to book a space for the proposed event
• Plan a contingency plan for all outdoor events
• Meet with the Catering Manager
• Decide what type of service you prefer (Buffet, Plated, Coffee Break, Take Out…)
• Determine if you have special needs (host, gift or award table, podium, microphone, head table, etc.)
• Confirm table arrangements and final guest count
• Ask your guests to confirm that all dietary needs are met and inform them of the event location and time; remit that information to the Catering Manager
• Get all special tabletop arrangements finalized (reserved seating, centerpiece)
• Set up your method of bill payment
• Finalize your event plans with the Catering Coordinator

Guidelines
Buffets, Luncheons, and Dinner- Prices are based on china service in the Hope Haven Banquet Hall. For service outside the Hope Haven Banquet Hall, add $1.00 per person for paper ware and $3.00 per person for china.

Pick Up and Delivery
Arrangements for pick up or delivery should be made with the Catering Manager.

An Off-site delivery fee of $25.00 will be charged for every event. Equipment is available for rent at a nominal charge. The individual signing for any equipment will be held responsible for its return.

Deposits
All organizations are asked for a 50% deposit to secure the date requested. Final Payments are due 1 week prior to the event. If an event is cancelled within 5 business days from the confirmed date, a 50% fee of the balance due will be charged for services already rendered.

Guaranteed Counts
It is imperative that we have your guaranteed count 5 business days in advance of the event. This enables us to properly provide enough food and services for your event. You will be invoiced on the guaranteed amount. We will be prepared to seat and serve 5% above the guaranteed number. Our policy is to provide enough food to satisfy the guaranteed count. An event that exceeds 100 guests will need to make arrangements 7 business days in advance.

Minimums
Buffet meals must have a minimum of 25 people or a minimum $200.00 value. The minimum for a delivered catering is a minimum of 25 people or a minimum $200.00 value.

Tax
NC State sales tax of 8.25% will be charged to all events. Payments made through Non-Profits with tax exemption status will not incur state tax charges (with valid tax exempt ID).

Facility Charges
Hope Haven Inc. functions and in house calendar will take priority in the booking of the facility. The prices quoted in this brochure allow for a one and a half-hour service period that starts at the designated service time. If the event exceeds the time allotted, there will be a $50.00 service charge per half-hour.

Facility charges for the Hope Haven Inc. Banquet Hall are as follows:
Podium / PA System ....... $35.00
Projector / Screen............ $35.00
Station Attendant (Stir-Fry, Carving, Pasta, etc.) ............$25.00 per attendant
Servers for event………………..$25.00 per server

Security
Hope Haven Inc. requires security personnel onsite for events held at Hope Haven. Security will be provided by the Mecklenburg County Sheriffs Department. The customer will be charged $27.00 per guard, per hour, with a 2 guard and 3 hour minimum (as quoted & required by MCSD). Larger events will require additional security personnel at the above stated rate.

During the event, all guests will be required to stay within the Conference Center building. Guests who are found wandering around the property, away from the conference center, will be asked to leave Hope Haven Inc. property.

Please contact the catering manager with any questions.

GUARANTEE:
All final arrangements, including menu selection, are necessary at least two weeks prior to the scheduled function date. This number is considered a guarantee and not subject to reduction. Charges on guaranteed number attending will also be incurred if cancellation occurs. Generally, Hope Haven Catering will prepare 5% more than the guaranteed attendance for plated sit-down meals and buffets. There will be a service charge of 18% added to all food and beverage functions that are attended, plus applicable state and local taxes. There will be no service charge added to “drop off” caterings. Tax exempt organizations must provide a tax exempt certificate or letter to Hope Haven Catering at time of contract. If tax exempt documents are not provided, taxes will be included on the final invoice. If changes are needed within 7 days of the event, you must speak with the catering manager to confirm changes.

DAMAGES / LIABILITIES:
The customer shall be responsible for any and all damages and/or losses to the premises which are caused by the customer or any other person attending the function. The Caterer does not assume any responsibility for and is not liable for any damages to or losses of any merchandise, samples, equipment, or any goods or personal property exhibited, displayed, or left in the facility prior to or following the function. Hope Haven reserves the right to charge for damages to equipment or property up to full retail value.

The function shall be conducted by the customer in an orderly manner and with all applicable laws, ordinances and regulations. Hope Haven Catering reserves the right to inspect and control all functions held on premises. Remember we do not cater to parties consuming alcohol or other controlled substances.

METHOD OF PAYMENT
Hope Haven Catering accepts payments in the form of Visa, Master Card, Cashier’s Check, Money Order, Personal Checks or Cash.

Upon receipt of this signed contract, function details such as banquet menus, facility location, color scheme, set up time, etc. must be finalized with catering manager. An additional charge will be included on off-site events if caterer is required to set room for the guaranteed number of guests. The set number is not to exceed 5% over the guarantee. In the event that the guarantee is not received at least 7 working days prior to the event, the caterer will assume the guarantee to be the maximum number originally expected.

DEPOSIT:
A non-refundable deposit equal to 50% of total anticipated charges will be required at the time the agreement is signed.

CANCELLATION:
Hope Haven Catering, Inc. in good faith has reserved time for use of the banquet facility and/or to cater the event. By signing this contract, the customer is making a firm, binding agreement with Hope Haven Catering. If the customer is forced to cancel the event, the customer will forfeit the non-refundable deposit. The following provisions represent a reasonable effort on behalf of Hope Haven Catering to establish the actual damages to be paid by the customer for cancellation of this agreement.

Once written notification of cancellation is given, the caterer shall immediately return the reserve time and/or facility to inventory for resell.

Hope Haven catering does not assume or accept any responsibility for you or your guests.

(Because certain musical groups have proven to be overpowering, we reserve the right to review your choice of entertainment. The Catering Manager must approve all music.)

Alcohol Policy
Alcohol is not permitted on the campus of Hope Haven Inc. at any time. If alcohol or other illegal substances are discovered during the event the event will be stopped and all persons will be required to leave the property with no refund.