OTHER CHARGES

Additional charges apply when your event is scheduled at certain locations:

Facilities Fees:

Cambridge Winery - 15%
East Side Club - 12%

The Fields Reserves - 10%

Madison Turner Hall - 10%
Monona Community Center - 10%
Olbrich Gardens - 10%
The Round Table - 11%
Warner Park Community Recreation Center - 10%
Waunakee Village Center - 10%

 

These are mandatory fees set forth by each location. These fees will be added to your final bill. The fees are passed directly to the respective location. Additional charges may apply at other facilities.

For events outside the Madison area, there is an additional mileage charge of $1 per mile to and from your location. Additional staff travel charges may apply.

Final Guaranteed Numbers: We need an estimated number of guests at the time you reserve the date. We require your final guaranteed number one week before your event. Your guaranteed number can be increased, but not lowered, up to 72 hours before the event. After this time, no changes will be permitted. We are always prepared to serve 5% more than your guaranteed number of guests. If we serve more meals than what you guaranteed, we will bill you for a mutually agreed upon number of additional meals.

PAYMENTS AND DEPOSITS

Reunion Deposits: We need an initial payment of $500 to reserve your date for receptions and class reunions. The $500 deposit is welcome anytime but should be received in our office at least four months before your reception or class reunion. Your initial payment is non refundable if you cancel your reception for any reason. We will apply the initial payment to your final bill. We will mail a contract confirming your menu and costs once you have decided your menu and we can confirm the price (within 90 days of the event). Your signed contract should be received in our office at least two months before your event.

Payment for Other Events: We will mail an invoice the day following your event and payment is due in ten days, unless you have made prior arrangements. Payments can be made by check, cash or credit card (MasterCard, VISA, American Express or Discover). We accept credit cards with prior approval and the transaction must be completed through our office. There will be a 3% surcharge for credit card payments over $1000.

MISCELLANEOUS

Alcoholic Beverages:  If your location does not provide alcoholic beverages, please call Gaylord Catering Service for further assistance. We can cater hosted bars. We will only serve alcohol to your guests if you have purchased the alcohol from us. If your event is at a location that has an exclusive alcohol provider, they should serve it to your guests upon request. They are the ones who have the liquor license and thus the liability.

Food Allergies: All food is prepared in a commercial kitchen that handles nuts, shellfish, raw eggs and other allergens regularly. If food allergies exist, you are responsible for making alternative eating arrangements. If a guest has specific dietary requirements (gluten free, dairy free, vegetarian, vegan, etc.), we will do our best to accommodate the request.

Left Over Food: We will donate any acceptable leftovers to local homeless shelters and/or missions. The customer is entitled to take all meals which are billed for, but not consumed and have not been held too long. Said meals will be made available to the customer, in proper containers, at the conclusion of the event. The customer is not entitled to the 5% amount of food that the caterer prepares over the customer's guaranteed number. Upon acceptance of leftover meals, the customer assumes full responsibility for their transportation and proper storage. The customer agrees that upon customers’ acceptance of said meals at the conclusion of the event, Gaylord Catering Service, Inc. is released from all claims, damages, causes of action or liabilities which may arise as a result of the consumption of said meals.

Other Information: We provide our staff (and some times facilities on-site staff) with a meal while working. Extra food is included to feed them and we do not bill you for the food.  You will have to include your vendors in the guest count if you intend for them to eat. We are not responsible for any table or chair arranging or dining room lay out. That is your responsibility or that of the hall. We can help you with this if you need some direction.