Catering Policies &  Arrangements

All reservations for private functions are made upon and subject to the policies and regulations of  The Historic Del Monte Building and the following conditions:

Payment schedule
An initial non-refundable deposit based on ½ the room rental will be required with the signed “Event Agreement” contract.  Six months prior to your event, a second deposit will be required: when and how much is indicated in your contract and it is your responsibility to be aware of these requirements. All payments go towards your final balance. Payments not received by 5 working days following the contracted date may be considered in breach of contract and will be subject to cancellation. 

Cancellations
Your deposits will not be refunded in the event you should cancel or change your date. In the event that you should cancel less than 4 months prior, 50% of the estimated costs will be due. If your function is canceled within four weeks prior, the entire amount of the function will be due. 

Food & beverage
The Historic Del Monte Building is the sole provider of food and beverages with the exception of wine brought in with an appropriate handling fee and wedding cake. Due to insurance liabilities, remaining food items cannot be removed from the premises (other than wedding cake). This policy applies to all perishable food, including entrees for guaranteed guests unable to attend; at the conclusion of the function, such food becomes the property of the Historic Del Monte Building. Prices, along with menus, are often provided well in advance of an event. Menu choices are subject to change without notice. Due to fluctuating market prices, our menu prices can be subject to change. The Historic Del Monte Building will gladly lock in and guarantee menu pricing 4 months prior to your event. Alcoholic beverages may not be served to anyone less than twenty-one (21) years of age.  The Historic Del Monte Building reserves the right to refuse the sale of alcoholic beverages at any time. Alcoholic “favors” are not allowed. 

Minimums
Saturday evening bookings require a food and beverage minimum that must be met.  Your contract also requires a minimum guest count.  Minimum counts are not open to reduction. There is no special pricing for children.  Children under 4 are not charged unless a plated meal is ordered.   

Service charge & sales Tax
Packages designated “Inclusive” have all charges included in that pricing. Unless indicated inclusive, there is a 19% service charge and the applicable California sales tax (currently 8.25%) on all food, beverage, service and labor. (California Regulation 1603.f Taxable Sales of Food Products: “Amounts designated as service charges, added to the price of meals, are part of the selling price of meals, and accordingly must be included in the retailer’s gross receipts subject to tax even though such service charges are made in lieu of tips and are paid over the retailer to the employees.”) 

Contract for food & beverage
After the “Banquet Event Order” is completed to your specifications, we will mail it to you for your signature of approval.  If you do not return a signed contract, we will assume you are in agreement with the details and pricing and all such details will be followed. Final payments not received by the contracted due date may be paid only by cashiers check. 

Credit card on file
We may require a Visa or MasterCard (only) on file to guarantee any additional charges incurred should your costs exceed the estimated bill, or for payment of any bar tabs, or for “on consumption” packages. If the attendance should exceed the final number of guaranteed guests, the client will be responsible for the additional meals, which will be charged to the credit card on file. 

Multiple entrée service
A multiple entrée is two or more different entrées offered on a plated menu. Assigned seating is the easiest and most accurate method for serving multiple entrées. If you desire this service, we recommend that each guest is assigned a place and a color-coded dot is put on the front of the place card indicating each guest's entrée selection. A less accurate alternative to assigned seating is for each guest to be given a color-coded ticket to indicate their entrée selection when they arrive at the sign-in table. The guest must place the colored ticket at the top of their place setting to indicate the entrée selection to the wait staff. Because this is less accurate (guests forget to place their ticket and/or forget what they ordered), please allow additional service time for multiple entrées. 

Guarantee  
Confirmation of the number of guests attending will be due five working days prior to the event. Guaranteed counts are not subject to reduction once given.  If no guaranteed count is received by the Banquet Office by the contracted due date, we will assume the number of the guests attending is the estimated as stated on your catering contract and your final bill will be based on that number. There is no guaranteed meal overage – we will prepare based on your guaranteed count and while additional meals may be available, these will be at the chef’s discretion.  Additions to the meal count given after the guarantee may be different from the contracted item. 

Event setup & breakdown
Event setup may occur 1 to 1-1/2 hours prior to the event.  Please schedule this with The Historic Del Monte Banquet Office. Guests and vendors will be given 30 minutes for departure immediately following the contracted end time before an additional fee is incurred:  $100.00 will be charged for every 15-minute period after that.

Decor
All signage and decorations must be approved and must meet with City of Sunnyvale Fire Codes.  No signs or decorations are to be taped, stapled or pinned to walls, ceilings, etc. NO glitter , confetti , rice or birdseed is allowed: a $150.00 clean-up fee will automatically be charged to your credit card if it is used. It is your responsibility to make sure everyone involved in your event is aware of this restriction. If helium balloons are used, they must be completely removed after the event: a $150.00 removal fee will be charged.  All items brought in must be removed immediately following the conclusion of the event.  The Historic Del Monte Building is not responsible for lost or stolen items. 

Children
Children are required to remain in the designated function room. For the safety of your guests and our staff, children should be asked not to run or play during your event. For groups with 10 or more children, a refundable deposit of $250.00 may apply.  If Del Monte staff is required to watch children at any point in the event , your deposit may not be returned. 

Event schedule
Please adhere to the time schedule of your event. Once you are off your contracted schedule by 30 minutes, staffing overtime charges of $30.00 per server will automatically apply. Room overtime must be approved in advance.  It is your responsibility to make sure all your vendors understand the need to follow the contracted schedule.  

Vendors
All vendors not on our “preferred” list are required to sign a “Vendor Guideline” agreement in order to work in The Historic Del Monte Building.  Copies will be given to you to give your various vendors.  Signed agreements must be on file by one week prior or your vendor will not be allowed access to the building.  It is your responsibility to make sure agreements are signed and returned to the banquet office.  This does not include your photographer or videographer, but would include a coordinator for a reception.

Damage to equipment or facilities
You are responsible for reimbursement to The Historic Del Monte Building for any damages done to the building during the event, including costs for excessive clean-up made necessary by guests, attendees, florists, decorators, or other outside agencies retained by the client.  Please note: a refundable $250.00 deposit may be required. In the event it is required, it will be returned within one week following your event minus any charges, if necessary. 

Liability
The organization/group/individual scheduling an event agrees to assume full responsibility for the conduct of its members/guests.  Any expenses incurred for damages to The Historic Del Monte Building caused by the client, attendees, or outside contractors hired by client will be the responsibility of the client.  The Historic Del Monte Building reserves the right to terminate a definite contract, with return of appropriate deposits, due to unforeseen circumstances such as acts of God, declared war, government regulations, disaster, civil disorder and/or other emergencies making it impossible to provide the facilities or to hold the function.  

Indemnification
Guests shall indemnify and hold The Historic Del Monte Building harmless from any and all claims and suits, losses, damages and/or expenses on account of injury to any party in connection with the event or resulting from damage or destruction of any property by guests or any attendee of the event on the building’s premises.

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