Chapter 8-02 BANQUET FACILITY USE GUIDELINES

Sun Lakes HOA #2 Policy Manual Chapter 8-02 BANQUET FACILITY USE GUIDELINES This Board Policy on Banquet Facility usage addresses events held in the ...
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Sun Lakes HOA #2 Policy Manual

Chapter 8-02 BANQUET FACILITY USE GUIDELINES This Board Policy on Banquet Facility usage addresses events held in the San Tan Ballroom, Cottonwood Grill, Saguaro Room, Palo Verde Clubhouse and adjacent patio areas. This Board Policy covers only these areas. I. DEFINITIONS OF EVENTS & REQUIRED SPONSORSHIP There are three types of events that may be hosted in Cottonwood Palo Verde banquet facilities. Any of the following events must have a sponsor before being booked. Depending on the type event, the sponsor shall be a Sun Lakes resident or a Cottonwood Palo Verde homeowner. Food and Beverage Management determines if an event is Sponsored or Homeowner at the time arrangements are made for booking the event and a contract is prepared. A. Sponsored Event Any Sun Lakes resident may sponsor an event or provide sponsorship for a group or organization that does not hold a Cottonwood Palo Verde recognized charter or is not made up of primarily Cottonwood Palo Verde members. B. Homeowner/Group Event A Cottonwood Palo Verde homeowner sponsors and/or hosts a personal event or a group event (e.g., anniversary party; birthday party; unit party for a Cottonwood Palo Verde unit; state dinner; dance clubs, etc.). C. Employee Hosted Event Cottonwood Palo Verde Association employees may utilize facilities for private parties or banquet events, with the written approval of the General Manager and a Cottonwood Palo Verde homeowner sponsor. If no alcoholic beverages are served, a homeowner sponsor is not required. The Board of Directors or General Manager has the right to approve or disapprove any request with/without cause. II. FACILITY USAGE FEES AND PAYMENT POLICIES There are different fee structures for use of banquet facilities and Food & Beverage services depending on the type event. The Room/Facility fee is actually a “minimum charge” fee for the use of the facility. If Food and Beverage services are provided that exceed the “minimum charge” fee, there is no separate “room or facility” fee and prior payments will be applied to the total charge of the event. A.

Room/Facility Fees

Facility San Tan PV Dining CW Grill Saguaro Rm PV Patio

Sponsor $800 $800 $500 $500 $300

Homeowner $500 $500 $300 $300 $300

Employee $500 $500 $300 $300 $300 -1-

Approved 06/27/12 Approved 01/24/07 Approved 10/29/08 Approved 11/24/09 Approved 10/27/10

Sun Lakes HOA #2 Policy Manual

The allotted time for a given event may not exceed five (5) hours. A banquet facility may be booked for an event that exceeds five (5) hours if it does not interfere with other scheduled events, and the additional time over the initial five hours is charged in whole hour increments. The rate of $100 per hour for each additional hour or portion thereof is charged for all banquet venues and will be charged regardless of meeting or exceeding the minimum charge for the facility. Any commercial use of rooms for personal financial gain require a Sun Lakes resident sponsor; venues for such events are limited to specific rooms (i.e., San Tan Ballroom, Palo Verde, Cottonwood Grill or Saguaro Room); and the full minimum charge fee and all other extra charges apply. B. Setup/Cleanup Fees (for Reserved Functions) Setup Fees -- If minimum charge fees are met for an event, normally the setup fees will be waived. If minimum charge fees are not met, or if special setup arrangements are required, charges will be at the discretion of the Food & Beverage Management. Exceptions are the Palo Verde and Cottonwood Pro Shop patios, which always require a $100 setup fee per event. Cleanup Fees – All banquet venues require a $50 deposit to cover extra cleanup work or damages. This may be deducted from the final bill at the discretion of Food & Beverage Management. For a series of events scheduled by a group or individual (e.g., monthly luncheons; weekly breakfasts; etc.), a $50 Cleanup/Damage fee is paid upfront and if unused, may be forwarded from event to event. C. Food & Beverage Banquet Fees The fees for all food and beverages served at an event are set by Food & Beverage Management. Taxes and gratuity are automatically added to the total food & beverage cost, with the gratuity rate being in accordance with the Food & Beverage policy. Food & Beverage Management determines the number of staff members necessary to support an event. There are standard banquet fee schedules for the various types of events. Changes to menus, with prior approval of the Food & Beverage Coordinator and Management, may allow the sponsor to vary from the published prices. Minimum headcount for food & beverage services are due to the Banquet Coordinator seven (7) calendar days in advance of the event. This number is the minimum number to be served and billed. This number may not be reduced after the seven (7) day advance cutoff date. D. Patrol Fees At the discretion of Management, Cottonwood Palo Verde Patrol may be required to be in attendance at banquets or private parties, particularly at events where alcohol is served or the number of attendees is anticipated to exceed 100. The charge for patrol is a minimum rate of $20 per hour or at such rate as may be set by the Association from time to time. Following an event, the Patrol Manager notifies the Banquet Coordinator of the number of hours to be charged to the account. For Palo Verde events, the Banquet Coordinator provides the name of -2-

Approved 06/27/12 Approved 01/24/07 Approved 10/29/08 Approved 11/24/09 Approved 10/27/10

Sun Lakes HOA #2 Policy Manual the party to the San Tan gate to permit access to the clubhouse by nonhomeowner guests. E. Additional Banquet Fees Miscellaneous costs may arise due to the size and nature of a particular private event. These additional fees are the responsibility of the sponsor, and may include but are not limited to: special request linens; decorations; cake cutting; chafing dishes; special serving platters; special table setups; etc. Use of the sound and video system and/or additional spot lighting is charged at such rates as may be set by the Association from time to time. Extraordinary cleanup and/or damages are covered by the $50 advance deposit. If the clean-up or damages exceed this amount, additional fees will be charged to the sponsor. F. Reservation Payment Procedures At the time of booking an event, the sponsor is required to provide certain reservation payments. Management has up to ten (10) working days to accept or reject the contract. A non-Cottonwood Palo Verde sponsor is required to provide a room deposit fee of $150 and the $50 clean-up/damage deposit. A Cottonwood Palo Verde homeowner sponsor booking an individual event is required to provide a room deposit fee of $50 and the $50 clean-up/damage deposit. Bookings for a series of events scheduled by a Cottonwood Palo Verde homeowner or group requires a contract for each individual event. A single deposit, clean-up/damage fee and possibly setup fee is provided at the beginning of the series of events. Any unused fees may be forwarded to the next scheduled event at the discretion of the Banquet Coordinator. G. Intermediate and Final Payment Procedures An intermediate payment is due and payable one month prior to the event. This payment is the facility minimum charge fee after the deposit fee (room fee only – NOT the clean-up/damage deposit) has been deducted and applies to Cottonwood Palo Verde sponsors, non-Cottonwood Palo Verde sponsors, groups or employees. One month prior to the event, all deposits are nonrefundable. Seven (7) days prior to the event sponsors or groups are required to provide the minimum headcount to the Banquet Coordinator who will prepare billing for that number. At this time, seven (7) days prior to the event, the total estimated cost of the event is due and payable. Final payments will be required if the numbers served exceed the minimums provided seven (7) days prior to the event and if there are any additional charges for set-up, clean-up, Security (patrol) or damages. The final payments are due at the conclusion of the event. Unpaid bills for non-Cottonwood Palo Verde sponsors will be pursued using legal means if normal collection procedures fail. Cottonwood Palo Verde sponsors that have not paid for an event billing will have the unpaid amounts added to their Homeowner Association Account. Unpaid employee hosted events will result in automatic payroll deductions.

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Approved 06/27/12 Approved 01/24/07 Approved 10/29/08 Approved 11/24/09 Approved 10/27/10

Sun Lakes HOA #2 Policy Manual III. BANQUET PROCEDURES & POLICIES A. General Banquet requirements 1.

The Banquet Coordinator must get pre-approval from Food & Beverage Management and the General Manager or their designees prior to entering into any contract for a banquet event or facility rental. A contract for an event will be approved or rejected within 10 working days of the request. The Board of Directors or General Manager may approve or disapprove any contract for any event, at any time, with or without cause or justification.

2.

Unless specified in writing, each of the banquet facilities is strictly confined to their immediate floor plan. The San Tan Ballroom is confined to the Ballroom only and does not include the stage area, entrance hall to the Ballroom or the pool area (except the area designated for smoking). The Cottonwood Grill does not include the bar area, the entrance to the clubhouse or the patio area in front of the Cottonwood Grill. The Saguaro Room does not include the adjacent patio area. The Palo Verde dining room does not include the patio, pool area, bar area or the entrance to the clubhouse. Special arrangements may be made on occasion to reserve the Saguaro Room or Palo Verde patio areas for events.

3.

On occasion, there may be items in rooms being rented that are difficult to remove (e.g., piano, sound & lighting system; extra chairs & tables; decorative pillars; plants; etc.). Management and Staff make every effort to accommodate the needs and requests of the sponsor; however, the sponsor may not claim a breach of contract due to the presence of nonessential items located in the room.

4.

No personal alcoholic beverages may be brought into Cottonwood Palo Verde facilities as per the Association’s liquor license. Only Sun Lakes residents and their guests may consume alcohol on Cottonwood Palo Verde property, and liquor consumption is only permitted in areas specifically designated under the liquor license. Liquor purchased at Cottonwood Palo Verde venues may not be removed or consumed beyond the boundaries designated by the liquor license. Consumption of alcoholic beverages in the parking areas is strictly prohibited.

5.

Food & Beverage Management, Banquet Coordinator, Banquet Captain and/or Security (Patrol) are the on-site management representatives with the responsibility and authority to assure that Association policies, regulations, and standards are enforced. The sponsor in attendance must comply with the requests of the on-site Manager(s) to ensure the safety and decorum of the event.

6.

No bird seed, rice or confetti may be thrown on Association property at any event, including weddings. Weddings on the golf course are not allowed. -4-

Approved 06/27/12 Approved 01/24/07 Approved 10/29/08 Approved 11/24/09 Approved 10/27/10

Sun Lakes HOA #2 Policy Manual

B.

7.

Music and ceremonies must be in keeping with the standards of the community. Music may not be disruptive or so loud that other events or homeowners are disturbed. The on-site Management and/or Patrol is the final authority for any such decision.

8.

All rented or sponsor-provided equipment is the sole responsibility of the sponsor. Association staff is not responsible for the set up, tear down or the suitability of any non-Association items. All outside-provided equipment must be removed from the premises at the conclusion of the event. Weekend events may have rented equipment which must be removed by 12 PM on the Monday following the event.

9.

Any requirements for setup or other event arrangements must be coordinated with the Banquet Coordinator whose decisions will be final and binding. Any harassment or abuse of Association employees will not be tolerated and may result in the cancellation of an event and/or future events, with any deposits or payments being non-refundable.

10.

The Cottonwood Palo Verde Homeowner Code of Conduct and Association dress code applies to all event attendees. These requirements must be adhered to and will be strictly enforced. Any breach of banquet room rules, as determined by on-site Management and/or Security (Patrol), will not be tolerated.

11.

No outside catering is permitted in Food & Beverage banquet and/or restaurant facilities. Due to health code restrictions and financial considerations, personal food or beverage items are only allowed to be brought to an event with written permission from Food & Beverage Management and may/may not be approved with/without cause. No clubs, groups, organizations or homeowners may store any type of food or beverages in any Association facility.

Sponsor Requirements and Responsibilities Whether a Cottonwood Palo Verde homeowner or a Sun Lakes resident, the sponsor must attend the entire event. If the sponsor cannot attend or stay for the entire event, an alternate sponsor may be named but must be identified to the Cottonwood Palo Verde Manager or Banquet Captain that is in charge of the event. When named, the alternate sponsor assumes all responsibilities of the sponsor. The sponsor must be in good standing with their Association before being permitted to book an event in Cottonwood Palo Verde facilities. The sponsor is responsible for the conduct of attendees and all costs (including damages by attendees) incurred.

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Approved 06/27/12 Approved 01/24/07 Approved 10/29/08 Approved 11/24/09 Approved 10/27/10