Delectables Fine Catering, Inc.
Sales Contract & Finalization Form
Phone 727-781-1200 Fax 727-789-3401
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This Contract Corresponds to Invoice Number: __________ Date of Event:____/_____ / 20_____
Emergency Contact-Day of Event: ______________ Phone: (______)-_______-__________(Cell)
Guest/Minimum Count: If your count should drop substantially, the price per person may increase. Final counts are due 1 week prior to your event and cannot be lowered or changed after that time. This policy is strictly enforced since our Chefs must order food one week prior to a function. Any add-ons after the one-week deadline can be accommodated, but may be subject to delivery and overtime charges.
Final Count/Times/Payment: (This information required one week prior to event)
1. What is your total final count? ___________ (including Vendors and Children).
2. How many children ages 3-8 years are in this count?_____ (2 and under are free, 8 + are adult rate).
3. How many vendors meals are in this count? ______ (this is for the band, DJ, photographer, etc. These meal do not include hors d’ oeuvre, dessert or alcohol).
4. Please confirm that the times and address of event are correct on your proposal. If not, list correct times/address here:
5. Appetizers Start Time: _______:__________ Dinner Start Time: _________:____________
6. Is the guest arrival the same as the posted Appetizer time (circle one): Yes/No. If no: ____:_______
7. Please confirm all of your menu items no later than two weeks prior to the event. Is everything on the menu complete? Yes/No (if Nno, please call and confirm with your coordinator).
8. How will you be paying? (circle): Cash Check Credit Card (with a 3% surcharge for credit cards).
Deposit: A non-refundable deposit of $500.00 for events under 500 people is required to reserve your date. Ask your Event Coordinator for deposit amounts for events expected to exceed 500 people. Deposits are deducted from the amount due. No surcharges on deposits.
Final Payment: The final payment is due seven days prior to your event unless you have an established business account with Delectables. We accept VISA, American Express, and MasterCard® for all Delivery and Pick up orders as well as $500 deposits for full service events. For full service events we accept cash or check as payment. Clients failing to pay in advance without prior exceptions will be subject to attorney fees, court costs and interest charges at 5%. Client will be responsible for all legal costs incurred by Delectables Fine Catering, Inc. to recoup owed monies. Returned checks are subject to a $35.00 fee.
Menu Changes: Menu changes can be made until two weeks prior to the event. If you should have more guests than your final count, you will be responsible to pay for those guests the day of the event.
Gratuity: For your convenience, an optional gratuity is automatically added at 15% of the taxable total of your bill. Additional gratuity for excellent service is always appreciated, but not expected. Gratuity is split between service staff, supervisors, and some chefs. Labor charges are taxable, the gratuity is not.
Tax: 7% tax is applicable unless you are a tax-exempt organization, or if the event is for “resale”. In either case, you must supply us with an up-dated tax-exempt certificate, or re-sale tax-exempt certificate.
All payments for tax-exempt events must be paid with company checks. No personal checks will be accepted for tax exemptions.
Unforeseen Market Increases: All prices are subject to adjustment due to unusual market increase. If an item were to skyrocket in cost, alternatives may be offered or substituted. Such items typically include seafood and seasonal produce.
Long Distance Labor Charge: For events over 35 miles or 1 hour drive away from our office, there is an additional labor charge of $20 per server.
Table Skirting and Décor: Auxiliary tables (i.e. cake, place card, gift, etc.) and guest seating tables for package events will have your choice of white, black, or ivory linen tablecloths with white, black, or ivory skirting. If you wish we will decorate the buffet (if applicable) with appropriate props and decor to fit the theme of the event. For wedding receptions we offer elegant pillars, silk ivy, nature theme props, cherubs, topiaries, and coordinating accent material with contrasting height, etc. For home and holiday parties, we have a variety of theme props. You may request special décor preference with your Event Coordinator.
Linens: Your linen info must be finalized one month prior to your event so we can place the linen order. There is a $65 charge to change linen color after that point since it will require our linen company to make an additional order and/or delivery.
For round tables, choose your floor-length cloth color: Black / White / Ivory.
Napkins Color: ___________________ (most color varieties are included)
(Linens for 72” rounds are an additional $6.00 per table, while linens for extra seating or bistro tables are $12 each additional.)
Buffet Décor: (Two-three colors are required to give a nice contrast to the buffet décor). Please list 2-3 accent colors for your buffet, and any specific requests you might have:
Color:__________________ Color: _________________ Color (optional): ___________
Floor plan: We need the floor plan at least 7 days before your event. If you are having a sit-down dinner with multiple entrées, we need to know how many of each entrée are at each table. The guests also must have this noted on their place card so they don’t change their pre-ordered entrée and prevent other guests from receiving their ordered meals. We have found that color coding the cards (pink for beef, green for vegetarian, white for chicken, etc.) works best for this.
Server Attire: Our servers wear white tux shirts, black pants or skirts, and black vests with bowties. More casual attire, such as tropical or Delectables t-shirts with black pants or khaki shorts is available.
Furniture Moving and Cleanup: Our servers will set-up, serve and clean all kitchen work areas. However, vacuum cleaning is the responsibility of the client or facility. Furniture moving is also the responsibility of the client or facility for liability issues.
Overtime: Our Staff is contracted for a maximum of five hours event time (there is no charge for setup and breakdown time). Overtime rate is $15.00 per server or bartender per hour. If entertainment or bar is contracted past the five hour time limit, overtime charges apply. A minimum of two staff are required. Will your event require overtime?___________.
Location of Event: Is the event inside or outside? Indoors / Outdoors / Both.
Will we have a minimum of 10’x10’ enclosed & covered work area with truck access available? Yes/No. This is required, but arrangements can be made if it is not an option-as long as we know ahead of time.
Is running water available on-site in or near the kitchen area? Yes / No
Is electricity and lighting available on-site in the kitchen area? Yes / No .
Who is the contact person at the event location: ________________________________________
Their phone Number: (______)_______-_______________
Staff Arrival: Our staff generally arrives 3 hours prior to the event start time for events with china or 2.5 hours prior for events with disposables. Contact your event coordinator for an exact time if needed.
Hurricane Policy: Event changes due to hurricanes or other acts of nature only are allowed based on the following :
A. Event moved to different available date with three days or more notice: No loss of deposit or penalty. Pay any additional facility fees.
B. Event moved to different date with less than three days notice: No loss of deposit. Pay food costs. Pay any additional facility fees.
C. Event cancelled with three days or more notice. Loss of deposit only.
D. Event cancelled with less than three days notice. Pay full costs of food and loss of deposit
Liquor Catering: For your convenience we can subcontract licensed and insured liquor catering for your event. There is a minimum of 50 people and prices typically ranges from $6-$12 per person. Delectables Fine Catering Inc. assumes no liability for liquor catering.
1. What are your bar needs? (choose one)
a) ______ The reception site will be handling all alcohol needs
b) ______ This is a non-alcoholic party
c) ______ Client will be providing all alcohol
d) ______ Delectables to recommend a bartender (client to pay direct at $100 plus gratuity)
e) ______ Delectables will be subcontracting a license and insured liquor catering company.
Be advised that we assume no liability for liquor catering. We do not have a liquor license but offer this service as a convenience to our customers. You will need to pay them directly.
2. Do you need Delectables to provide the bar mixers (you provide the alcohol)? Yes/No. The price is $2.50 per person with plastic cups or $4.00 per person with glasses. Yes/No (These prices include ice, soda, juices, tonic, seltzer, and garnishes).
3. Will you need ice only? Yes/No. We strongly urge 1 pound per person, at $1.00 per pound.
4. Will you only need Bar Glassware? Yes/No (The price is $1.50 per person plus a barback @ $100.00 and includes 4 glasses per person).
5. Will you need Wine Glasses preset at the tables? Yes/No (The price is $.35 per person).
6. Will you need Champagne Glasses preset? Yes/No (The price is $.35 for sherbet or .50 per flute).
7. Will you need Punch at your reception? Yes/No (The price is $0.85 pp) If you would like a Punch Fountain in addition, the rental price is $50.00. Select one: Yes/No.
Liability: Our company is fully licensed and insured. We recommend that all food items be presented on commercial banquet tables, which are appropriately skirted and decorated. If you would like your food presented on your own tables, we cannot be liable for damage to these tables. We recommend custom padding if using your own tables. Pasta bars, stations, and ice sculptures MUST be placed on commercial banquet tables, no exceptions.
Centerpieces: Are not included in our price. They can be ordered from a local florist or a few select centerpieces are available through us. If you would like us to place your centerpieces on the tables, we are happy to do so. Note: They must be completely assembled prior to placement.
Kitchen and Facility Fees: Are not included in our price and are additional. Ask your sales consultant if this pertains to your location and what the amount will be. The following locations are subject to facility or kitchen fees: Sunken Gardens, Mahaffey Theater, St. Petersburg Coliseum, Ybor Italian Club, Mirror Lake Lyceum, Higgin’s Hall, Matheos Hall, Bayanihan Philippine Cultural Arts Center, Hampton Inn, Italian American Club, St. Petersburg Museum of History, Little Everglades Steeple Chase, Kapok Pavilion, Dali Museum, Holiday In Clearwater, St. Nicholas Church Tarpon Springs, Ruth Eckerd Hall, Tampa Garden Club, Tampa Woman’s Club, and Our Lady of Lourdes Catholic Church, Lange Farms, Botanical Gardens, Cuban Club Ybor, St Nicholas Pappas Spanos Activity Center, The Regent, Clearwater Sailing Center, Powell-Crosley Museum and possibly others. Is your event being held at a location with a facility fee? Yes/No.
Tables and Chairs: Our prices do not include the price of table or chair rental. We do not bring buffet tables for the food or bars unless they are ordered by the client. We are happy to supply any items needed for you. See table rental sheet for prices. All tables and chairs MUST be set up and in place PRIOR to our arrival. We Cannot Emphasize This Enough! Set-up of all tables and chairs is the responsibility of the facility, client or rental company. If we have to set up tables and/or chairs, the fee is $1.50 per table, and $0.50 per chair.
Will you need to rent tables and chairs? Yes/No (see contract or rental sheet for current prices).
We have 60” rounds (require a 10X10’ area and 120” round cloth), 48” rounds (require and 8X8’ area and 108” cloths), 36” rounds (require a 6X6’ and 90” round cloth), 36” round bistro high tops require a 120” round cloth (or 132” round cloth if they are being wrapped with a tie in the center). We do not recommend using 60” rounds in homes for space and liability reasons unless they are going outside in a tent. We also have White Garden Chairs and Brown Vinyl Chairs.
Be sure that you have the following tables accounted for if you are having a wedding: Buffet table(s), Head or Feasting table, Sign In and Place Card table, Gift table, DJ table, Bar table, Hors d’oeuvre table, Bistro (high top cocktail tables), Ice carving table.
Leftovers and Client-Provided Food: Preservation of leftovers or food provided by the client is not the responsibility of Delectables Fine Catering, Inc. As a courtesy, Delectables will wrap up leftovers upon the client’s request if the client provides appropriate containers, such as Baggies or Tupperware. Any food provided by the client must be pre-cooked, ready-made and ready-to-serve on stationary platters. Our staff is not responsible for preparing or cooking client provided food.
Client:_______________________________ Caterer: ________________________________
Date: ________________________________ Date:__________________________________
Client Name:_________________________ Event Date: _____________________________
Note: Consuming raw or undercooked meats, poultry, seafood, shellfish, or eggs may increase the consumer’s risk of food-borne illness.
Wedding and Event Details
Updated Address: If you will have a different address after your event, please write it here: (for thank you or other notes): Street: ____________________________________________________
City: ___________________________________, State:______________ ZIP:___________
Place Cards: Will you be using place cards or a seating poster chart? Place Cards/Seating Chart.
Table Numbers: Will you need table numbers? Yes/No.
And just a reminder that we will need a seating chart showing which table will be which number. We strongly recommend the use of place cards (best) and/or a poster to ensure adequate and correct seating. The most important people to you are usually the last to sit down. By not having place cards, you risk having them spread out at separate or the least desirable locations. Our staff can put out your place cards for you if they are in alphabetical order. Do not put them in table number order, this confuses guests looking for their name.
Note: If you choose not to use place cards, we strongly recommend you reserve tables for immediate family. If you have place cards for the head table, be sure to clarify the order for our supervisor on a diagram and the total number of people at the head table.
Wedding Cakes: We charge $3.50 per person for a professionally made and decorated standard flavor cake with filling, and slightly more for premium flavors. We contract with the following bakeries: Chef Nelson Cake Studio, Chantilly, Cakes by Carolyn, Celebration Cakes, and A Better Cheesecake. The delivery fee will need to be paid direct to the cake vendor. If you wish to provide your own cake and have us cut it there is a $0.50 per person cake cutting fee to cover the cost of china and utensils. This fee can be waived if you would like to provide your own disposable plates. Please remind your baker to provide a cake box to wrap-up any leftover cake.
1. Do you want Delectables staff to distribute favors for you? Yes/No
Please describe: _______________ and details (ex. 1 per person or 1 per couple?)_____________
2. Will you need us to provide a cake knife or will you be providing one? Yours/Ours
Will you be providing special toasting goblets? Yes/No.
Place cards, toasting goblets, favors, cake knife, sign-in book, etc. should be gathered together and left on-site for the supervisor to place. The items should be marked with bride’s name and date. They will be cleaned and placed with your gifts at the end of the reception.
1. What cake bakery will you be using?________________________________
2. Will the cake be billed to Delectables in order to waive the cake-cutting fee? Yes/No.
(Cake Delivery fees should be paid to the bakery directly by the customer in advance)
3. Will you be using a bridal coordinator? If so, please specify:
Name ______________________________ Phone (______)________-___________
4. What time is the wedding being held? ____:_____Location:____________________
5. Name of DJ or Band? _________________________________________________
6. What photographer are you using? _______________________________________
7. What Videographer are you using? _______________________________________
8. What Florist are you using? _____________________________________________
Wedding and Event Options
Viennese Dessert Table: An elegant array of mini Gourmet Pastries, Cookies, Pies, Cannolies and Chocolate Dipped Strawberries artistically displayed can be added upon request @ $3.50 per person additional.
Gourmet Coffee Bar: Add $2.10 per person (or $1.50 per person additional if coffee is already included in the package price). Gourmet Coffee served with Chocolate Shavings, Whipped Cream, Cinnamon Sticks, Brown Sugar, Orange Zest, Cherries and Monin Flavorings.
Gourmet Coffee Cart with Umbrella, Ornate Coffee Urns, and a Barista. See our Vendors Page for vendors that provide this service.
Gold Chargers: Gold chargers for use under Dinner Plates are available for $2.50 each.
Hors d’ Oeuvre Additions/Deletions: Add or deduct $1.25 per person per hors d’oeuvre omitted or added.
Bar Mixers and Glassware: We can provide you with bar mixers for your event; the price for bar mixers is $2.50 per person with plastic cups or $4.00 per person with glassware instead of plastic.
This includes a variety of sodas, juices, tonic, seltzer, and ice. Sodas only are $2.50 per person with ice and plastic cups. Bar glassware is $1.50 per person (four glasses per person) plus $100.00 barback.
Preset wine and champagne glasses are $0.35-0.50 per person. Note: Some locations provide these glasses for you as part of your package-check with your event location.
Fountains: We rent punch fountains at $50.00 each. Punch is $10.00 per gallon or $0.85 per person, and you need approximately one gallon for every ten people (possibly more in summer and less in winter). Buffet display fountains can be rented at $50.00 each.
Chocolate Fountains: See our Vendors Page for vendors that provide this service.
Overlays: A variety of printed and colored overlays are available at an additional charge ranging from $12.00 to $25.00 per table.
Chair Covers: Available in white, black or ivory with a variety of colorful bows. Price range is $5.50 and up each (includes set-up and bow). Delivery charges are extra.
Ice Sculptures: $225.00 per block and includes lighting and drip pan.
Table, Chair, and Tent Rental: Tables are $10 each, and White Garden Chairs are $3.50 each (including set up) plus delivery (approx. $25―$75, depending on distance, with a $100 minimum for same day pick up. Ask our Event Coordinators for a quote on Tents, Lighting and Dance Floors.
Wedding and Event Coordinators: Price varies on needs. See our Wedding and Event Sales Reps for recommendations.