Catering Policies

Terms & Conditions

In order to best serve you and your guests, please review the following terms and conditions as you plan your special event.

Guarantees

The person making arrangements for private functions must notify the catering director at the Green Leafe Gourmet & Catering (GLGC) no later than 12:00 pm five (5) working days prior to the scheduled function, of the exact number of guests to attend all private functions schedule.  Such number shall constitute a guarantee, not subject to reductions, and charges will be made accordingly.  If the said patron fails to notify the GLGC by the stated time, the GLGC will assume the indicated anticipated attendance discussed beforehand will apply, and the patron agrees to pay said charges.

Food and Beverage

Neither the patron nor his/her guests will be permitted to bring food and/or beverages of any type without the expressed written permission of the GLC.  In the event that such permission is granted, the GLC is hereby authorized to charge for the service of said food and/or beverage.  All functions are held in accordance with the regulations dictated by the Virginia State  Alcohol Beverage Control Commission.  Food may not be removed in accordance with Virginia State Health Regulations.

Menu Pricing

All prices are subject to increase in order to meet rising costs of food and beverage as well as operational expenses in existence at the time when the GLC is to perform its obligations.  Such increases may result from food and/or beverage prices, labor costs, taxes, etc.  The GLC is granted the right to increase the applicable prices hereunder when necessary in accordance with the aforementioned.  The GLC will inform the patrol prior to finalization of menu and beverage selections if any price changes have occurred, and the patron hereby agrees to pay such increased prices.  Pricing is guaranteed three (3) months prior to any scheduled event.   We would be pleased to accommodate all dietary restrictions, but these restrictions need to be finalized one (1) month prior to the scheduled event.

Fees

Patron agrees to pay, in addition to the prices agreed upon and separate and apart there from, a Virginia state tax (5%) and a local sales tax (5%) on all applicable items.  A gratuity charge equal to 18% will be charged on all items.  A $300.00 set up and breakdown fee is applied to every staffed event.  A linen fee of $9.99 per table unless linens are to be provided by the client will be charged.  If client chooses to provide their own alcoholic/non-alcoholic beverages a fee of $1.00 per type of glass per guest will be added.  If the event runs longer than 4 hours, a service charge of $25 per hour per staff member present will be added.

Deposit

Patron agrees to pay upon execution of this agreement a non-refundable advance deposit of $250.00 in order to confirm the date reserved for the catered event.  The date will not be held without a signed agreement and said deposit.  Deposits are deducted from the patron's account balance upon billing or prepayment of the event.  Approximately one (1) month prior to the event, a second agreement will be sent to you called the “BANQUET EVENT ORDER”.  This agreement will be created delineating all details of your event.  This contract must be returned to the GLC no later than two (2) weeks prior to your event.  If the BEO is not received at this time, the GLC will assume the items discussed in the BEO will apply, and patron agrees to pay for said charges.

Payment

Fifty percent (50%) of the balance is due two (2) weeks before the event.  The remainder of the balance, minus the deposit will be paid on a credit card authorization to be charged the day of your event.

Cancellations

If cancellation is made after the $250.00 non-refundable deposit has been made the deposit is forfeited.  If cancellation is made after the 50% balance due two (2) weeks before the event has been paid, this money will be forfeited.  If cancellation is made after the five (5) day guarantee has been made, you will be responsible for the remaining balance due.

Miscellaneous

The GLC is not responsible for any materials remaining in the banquet room at time of our clean up service.  Please make arrangements to have all items removed at the conclusion of an event (ex: center pieces, cake, etc.).

Indemnity Clause

Each party agrees to indemnity and hold the other party, its officers, agents and employees harmless from any and all liability damages, suits, claims, costs and expenses including attorney's fees arising by reason of injury to person or property occurring on hotel's premises and occasioned in whole or in part by any act or omission in the part of either party, their officers, agents and employees or of any breach of any obligation under this agreement by any party. 

The Loft by Green Leafe Catering


The Loft by Green Leafe is available for hosting a variety of events.

For persons seeking to host events in The Loft, please be advised that private functions are to be by invitation only. Green Leafe reserves the right to request a guest list for all events held. It it is deemed necessary, security staff is available for your event. No open invite or open to the public events will be held without prior written consent of Green Leafe Catering, payment of security deposit, and receipt of all necessary paperwork from Virginia Department of Health and affiliated organizations as needed.

Green Leafe Catering is the exclusive provider of food and beverage for all Loft events. No outside food or beverage may be brought in without prior written approval of catering director. **INSERT ABC language

Exclusive use of loft contingent upon contract with Green Leafe Catering. Maximum occupancy not to exceed 150 by order of James City County Fire Marshall. For smaller events, Green Leafe reserves the right to convert space into semi-private dining. If client prefers exclusive use of facility a non-refundable $300 deposit is required for use.

Rental agreement includes use of facility for six hours, including 1 hour of setup time prior to event and 1 hour of breakdown at event close. Green Leafe is not responsible for lost or stolen articles. GLC will provide necessary service staff related to food and beverage. GLC staff will handle all basic setup and breakdown related to service of food and beverage as outlined in catering contract, including maintenance of restrooms during event, general cleaning for duration of event, and removal of debris related to food and beverage at end of event. Client is responsible for all decorative items provided by client, including floral, outside linens, etc.

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