Policies

Pricing

There are minimum Food and Beverage Spending Requirements to reserve your event in our main ballroom. The Spending requirement stated on this contract is based on food and beverage items only. Please note that a 22% service charge and applicable sales tax will be added to all food, beverage and package charges. Any cancellations will result in the full forfeiture of any monies paid/deposited.

Deposits (applies to all non-corporate events)

25% of the contract minimum guarantee quote is required to secure any event date. Payment schedule will apply.

4 Weeks Out

Food and beverage choices must be finalized, as well as any other final issues regarding room setup. In addition, special needs such as audiovisual equipment, specialty beverages, dietary restrictions, linens, and rental needs must be finalized.

No Later Than 10 Days from the Event

Final guest counts are required. This is the number of guests for which you will be charged unless the guest count is greater at the time of your event (in which case you will be charged an additional fee for each additional guest). Additionally, if menu choices and firm numbers are not provided at this time, we cannot guarantee the availability of your menu selections. Event clients are also required to submit final guest count and menu selections at this time, when applicable for plated or coursed meal service.

Day of Your Event

Beginning with your contracted window of time, the event space will be available for you and/or your agents to begin the process of setting additional decor. During this time, Elements staff may continue work on setting up the event space in order to start at the appointed time. This may include various activities related to preparing for the start of your event. Charges will be assessed for any additional clean-up or damages.

Policies

  • All room decor or any added decoration must be approved by Elements management.
  • In the interest of the client and guests, Elements will not allow any food or beverage to leave the premises under any circumstances.
  • All outside vendors must provide a current Certificate of Insurance no less than two weeks prior to the event. Vendors without current and approved Certificates of Insurance will not be allowed on the premises.
  • The client agrees to be responsible for any damage done by the client, his or her guests, members, employees, or other agents under the client’s control. Elements will not assume or accept any responsibility for damage or loss of any merchandise or articles prior to, during, or following the client’s function.
  • Charges will be assessed for any additional cleanup or damages. Absolutely no smoking is allowed on any balcony space of the building.
  • Elements will only serve alcoholic beverages to guests 21 years of age or older. No alcohol may be brought on the premises. All guests are required to have appropriate identification on them in order to be served liquor. Any guest over 21 aiding minors in the purchase or consumption of alcohol will be asked to leave the facility.

Compliance with Laws

Client shall comply with all applicable local, state, and federal laws while on Hotel property for the event decoration.

Cancellations

The Client acknowledges that cancelling or abandoning its planned use of Elements function space along with food and beverage commitment would constitute a breach of the Client’s obligation to Elements at Water Street and Element Events LLC would be harmed. Because Element Events LLC’s harm (and the Client’s obligation to compensate Elements for that harm) is likely to increase if there is a delay in notifying of any cancellation, the Client agrees to notify Elements in writing within ten (10) business days of a decision to cancel. Cancelled events are NON-TRANSFERABLE.

Food & Beverage Minimums

Packaged food and beverage minimums are required depending on your desired event space. Food and beverage minimums may apply to per person charges or per event space booked. All minimums are prior to 22% service gratuity and current applicable taxes.

Applies to Main Ballroom

Friday P.M. $14,000
Saturday P.M. $17,000
Sunday P.M. $10,000
Holiday P.M. $16,000

Final Payment Terms

Your catering agreement requires full and total payment on your event no less than 10 days prior to your contracted event date. Final payment will be based upon your final event and menu contract due no less than 10 days from your scheduled event date. A credit card on file is required for any last minute requests and additional charges.
Final payments must be made by cash, cashier check or money order only. A maximum of $5,000 may be charged per event on a credit card. Requests exceeding $5,000 per event by credit card are subject to a 3% processing and convenience charge. Any balance not paid when due shall incur interest at the rate of 1.5% per month. The client will pay and reimburse any and all costs incurred by Elements to enforce the terms of this agreement, including but not limited to court costs and attorney’s fees.

Event Minimum Details

Meeting the package price minimums includes the following: room set up as per a pre-determined floor plan, round tables seating up to 10 guests, chairs, floor length linens, full table place settings as required by menu selections, station equipment, table numbers.

Event floor manager and professional service wait staff accommodating 1 server per 22 guests. Gourmet coffee service or set station style coffee, dinner selection up to two separate entrée choices, scheduled menu tasting for up to four people.

Valet Parking

Upon request, and at additional fees, on-site valet parking service is available for all of your guests. Inquire with your sales coordinator for details and package rates.

Displays of Decorations & Patron’s Property

All displays and exhibits must be done by an approved Elements vendor(s) and must conform to all applicable government and local fire ordinances. Displays and exhibits cannot be tacked or taped to walls or ceilings. Any personal property of the Client or the Client’s guests or invitees brought onto the premises of the Hotel Indigo and left herein, either prior to, during or following the event, shall be at the sole risk of the Client. Element Events LLC shall not be liable for any loss of or damage to any such property for any reason.

Indemnity

The Client agrees to be responsible for and pay for any damage, liability, cost or injury caused by them, their guests or invitees, including but not limited to any attorney fees or court costs incurred by Element Events LLC as a result of such damage, liability, cost or injury.

Impossibility

The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance beyond the control of either party – such as acts of God, war, government regulations, disaster, strikes (except those involving the employees of agents of the party seeking the protection of this clause), civil disorder, or curtailment of transportation facilities – to the extent that such circumstances make it illegal or impossible to provide or use the Elements facilities. The ability to terminate this Agreement without liability pursuant to this paragraph is conditional upon delivery of written notice to the other party setting forth the basis for such termination as soon as reasonably practical – but in no event longer than ten (10) days – after learning of such basis. Any such non-performance shall be excused and either party may terminate this Agreement without further liability of any nature, upon return of the Client’s deposit.

Acceptance

Prior to execution by both parties, this document represents an offer by Element Events LLC. Unless Elements otherwise notifies the Client at any time prior to execution of this document, the outlined format and dates will be held by Elements for the Client on a first option tentative basis until (DATE). If the Client cannot make a commitment prior to that date, Elements has the option to release all arrangements, in which case neither party will have any further obligations. Upon receipt by Elements of a fully executed version of this Agreement prior to (DATE) or upon Elements acceptance of a fully executed version of this Agreement after such date, all arrangements outlined above will be placed on a definite basis and will be binding upon Element Events LLC and the Client.