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Wedding Coordinator/Planner

Sundance will assign a Conference/Catering Manager for your wedding function to assist you in planning all the Sundance aspects of your event (schedule of events, room set up, menus, audio visual requirements, lodging and guest activities). Your Catering Manager can also assist in working with vendors for the wedding cake, flowers, décor and entertainment and can refer you to our preferred vendors to make your own arrangements.

Your Catering Manager will ensure that all the menus, room design and facilities are set up and serviced to your specifications. Sundance’s Catering Managers do not act as wedding coordinators and are not responsible for the ceremony or procession, managing vendors arranged by the bridal party, the timing of the toast, cake cutting, etc. Sundance recommends brides work with a professional wedding planner if you require someone to coordinate the timing and all the details of your wedding day. Please ask your Catering Manager for Sundance’s recommended wedding planners.

Charges

A service charge and Utah State sales tax will be added to all function related charges (food, beverage, AV, rentals, etc.). Current service charge is 20%. Utah State food & beverage sales tax is 7.5%, all other items 6.25%. Rates are subject to change without notice. All groups are required to meet a contracted food and beverage minimum for their event(s) (please see your contractual agreement). This minimum does not include alcohol, audio visual, set up charges, service charge, tax or any other miscellaneous charges.

All weddings at Sundance are pre-paid in full based upon estimated/expected charges. Please refer to your schedule of deposits in your contractual agreement. Final prepayment must be made 10 days prior to your event. Sundance reserves the right to cancel your function if full prepayment has not been received. Any remaining balance at the conclusion of the event can be paid by check or credit card the day after the event. If payment is not presented within 24 hours of the conclusion of the function, the credit card on file will be billed for any outstanding charges.

Guarantees

The final guaranteed attendance for all functions is due three (3) business days (Monday thru Friday, 8:00 AM – 5:00 PM) prior to the first scheduled event. The guarantee is to be called into the catering office no later than 10:00 AM. If updated information is not received, the catering office will consider the last number given as the guarantee. Sundance will prepare for 3% over the guaranteed number. The client is financially responsible for the guaranteed number of guests or the actual number of guests in attendance, whichever is greater. There will be a 10% surcharge assessed for any guests in attendance more than 3% over the guarantee.

Menus & Details

Our printed menus are a guide for planning your wedding; we are happy to customize a unique menu for your special day.

All food and beverage items served in Sundance catering facilities must be provided through Sundance with the exception of the wedding cake and (traditional) table favors. Any other outside food brought into a catering space will be assessed a minimum charge which is equivalent to current Sundance prices for the same items.

Menu prices will be guaranteed 60 days prior to your function. All prices are subject to change without notice.

Your menu and event details are due no later than twenty-one (21) days prior to your function. If menus are not received fourteen (14) days prior to the function, the Banquet Chef will determine the menus and additional fees may apply.

Your Catering Manager will fax you banquet event orders (BEOs) which confirm your event details of schedule, set up, food and beverage and audio visual. Signed BEOs and the Event Resume (for groups with lodging rooms) must be signed and faxed back to your Catering Manager seven (7) business days prior to the start of your function.

All food items may be served or displayed for a maximum of two (2) hours. At the conclusion of a function, all food served by Sundance becomes the property of Sundance and may not be removed from the premises.

Sundance will do its best to accommodate special dietary requests with advance notice. Kosher meal requests must be received at least ten (10) days in advance as the food is ordered from out of state.

Plated dinners may be either single or double entrée only with all guests receiving the same entrée(s). Pricing for plated double entrée menus is the highest price of the two selections plus the additional fee as noted on the menu. Buffet dinners are the listed entrée price for a single entrée. Pricing for buffets with multiple entrees is the highest price of the selections plus an additional $7.00 per additional entrée per person.

For hors d’oeuvres style receptions, a minimum of $25.00 per person must be spent in food and beverage.

Children ages 11 and under are 50% off the selected menu or a children’s menu can be provided upon request.

Wedding Cakes

Sundance does not provide wedding cakes. Your Catering Manager can assist you in making arrangements and provide you our list of preferred vendors. Please ask your baker to provide you with cake boxes to take home any leftovers as Sundance does not have cake containers. If you would like Sundance banquet staff to cut/serve your wedding cake a $2.50 per person charge will apply. You will need to provide your own cake cutting/serving set. Please indicate to your Catering Manager if you would like to keep the top layer of your cake and not have it cut.

Bar Service

All alcohol and beverages must be purchased/provided through Sundance and served by Sundance bartenders. Sundance requires minimum sales of $250.00 per bar. Beverage prices are not guaranteed and are subject to availability from the UDABC. As hosts, Sundance is responsible to monitor the potential intoxication of our guests and will regulate bar service when necessary to insure the safety of our guests.

One bartender (and cashier when applicable) is required for every 50 guests. Bartenders, cocktail servers and cashiers (for cash bars) are billed at $25.00 per hour, 2 hours minimum.

Sundance bartenders keep a bar tab/inventory sheet for each event recording a group’s consumption. A representative for the bride/bridal party or wedding planner may review and sign-off on the inventory sheet at the conclusion of the function. If the group chooses not to have someone review the bar control sheet at the conclusion of the function, the beverage quantities and billing may not be disputed.

Décor & Entertainment

Your Catering Manager can assist you with arrangements for centerpieces, flowers, decorations and entertainment needs. All outside vendors must be approved in advance if not on the Sundance preferred vendor list.

Access to the space(s) you are using for set up and decorating will be available 2 hours prior to your function unless additional time is contracted in advance. Please let your Catering Manager know when all vendors (musicians, florists, decorators) are arriving. All décor must be removed at the conclusion of the function unless prior arrangements are made in advance.

Sundance will charge a minimum $100.00 clean up fee for throwing confetti, rice, flowers or birdseed. Clean up fees may also be assessed for any and all damages or extra clean up at the conclusion of your event (due to décor, outside vendors, guests, etc.)

Linen

Sundance will provide you with a choice of linen held in our inventory (cream, white, dark green, burgundy, red/white checked table lines and white or cream napkins). Our table linens are not floor length. Special orders are available at the client’s expense with a minimum one week notice.

Staffing

Sundance will provide staffing for your events based upon the following: 1 server per 50 guests for buffet meals. 1 server per 20 guests for plated meals. Additional banquet servers, staff or attendants may be requested at $25.00 per hour, 2 hour minimum. Chef attendants/carvers are $100.00 each (for 2 hour event).

Changes/Delays

Changes to set-up, food, beverage, or guaranteed numbers made within forty-eight (48) hours of the function are subject to additional fees. Minimum fee: $50.00. If the group delays an event more than 30 minutes past the start time of the function, Sundance will not be responsible for the quality of the food or for preparing additional food as replacement. The group will be responsible for the payment of any additional labor hours associated with the delayed starting time. Minimum fee is $100.00.

Audio Visual

Sundance requires that all audio visual equipment and services be provided through our in-house provider, Cornerstone (excluding photographers, videographers, DJs or entertainment). In the event that any AV is used from another AV vendor, there will be a minimum charge of $200.00 per function assessed.

Outdoor Events

Sundance requires indoor back-up weather function space for all outdoor functions. Room rentals for the back-up location will be charged regardless of the usage of the space.

Sundance reserves the right to make the decision to move any outdoor function to an indoor facility in the event of inclement weather or predicted inclement weather. The decision by Sundance to move the function will be made eight (8) hours prior to the start of the function.

Security/Liability

Sundance will not assume responsibility for damage to, or loss of any merchandise or articles left in any catering space prior to, during, or following an event. The guests accept full responsibility for any and all damages or losses incurred.

Shipping

Sundance must be notified in advance of shipping arrangements to ensure proper acceptance of these items upon arrival at Sundance. All items should be addressed to the wedding party and marked “hold for guest.” Any freight or shipping charges incurred as a result of material (e.g. literature, equipment, etc.) being shipped to or from Sundance remain the sole responsibility of the guest. Freight or shipping requiring additional labor will be charged accordingly. A fee of $3.00 per box will be charged for return shipment through the Sundance PBX office.

Subcontractors

Client agrees to have any subcontracted companies (e.g. musicians, decorators, florists, production companies, wedding planners etc.) to adhere to all Sundance policies and regulations. It is understood that the premises will be left in a neat and orderly condition, free of debris or display refuse. The bridal party is liable for any charges associated with damage to the premises.

Smoking is not allowed in any of Sundance’s conference spaces or guest rooms. Please let your Catering Manager know if ash trays outside the buildings will be required for your guests.

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