The Crown Room of Rogers works hard to ensure your event is a success. Below is our event guidelines and polices. Please review them and we're happy to answer any questions you may have regarding them, just contact us.
Agreement & Cancellation Policy
This document will serve as an Agreement between The Crown Room at the Wellstead of Rogers and the undersigned herein (the “Responsible Party(ies)”). All cancellation notices must be in writing. The Crown Room at the Wellstead of Rogers enforces the following cancellation policy: More than six (6) months prior to the function - 50% of the current food & beverage minimum will be due & payable; Less than six (6) months to three (3) months prior to the function - 70% of the current food & beverage minimum will be due & payable; Less than three (3) months to one (1) month prior to the function - 90% of the current food & beverage minimum will be due & payable; Less than one (1) month prior to the function - 100% of the current food & beverage minimum will be due and payable. Cancellation of the event within the seventy two (72) hour guarantee period (as noted further below), barring acts of God, will result in charges for staff wages for shifts that were cancelled and the cost of perishable food for your event which we cannot cancel or return to our suppliers. The Crown Room at the Wellstead of Rogers agrees to be fair and reasonable if the cause of the cancellation is an Act of God, death or other similar action beyond the reasonable control of the Responsible Party.
Food & Beverage Minimum & Room Rental Fees
A food and beverage minimum and room rental fee is required for all functions at The Crown Room at the Wellstead of Rogers. The above Responsible Party(ies) agrees to purchase the Food & Beverage minimum and room rental fee amount listed on your contract for this function. This minimum does not include tax, service charge, room rental fee, cash bar sales, valet parking, or additional rental items. Space is reserved for the times indicated on your Event Contract and is not on a 24-hour basis unless otherwise stated. The Crown Room at the Wellstead of Rogers reserves the right to move your event to a room that is appropriate for the final number of guarantees. In the event that your function is cancelled for whatever reason by the Responsible Party or its representatives within 30 days before the function date, the food and beverage minimum will be due and payable in full on the date of the cancellation. Service charges and Minnesota State sales tax will also be added to this invoice.
Payment Policy
To guarantee the availability of your scheduled function, a payment of 20% of the projected food and beverage minimum is required at the time the Catering Contract is signed. If the desired function date is available, The Crown Room at the Wellstead of Rogers agrees to place a "temporary hold" on this date for a period of seven to fourteen (7-14) days to allow the Responsible Party sufficient time to finalize and reconsider their booking options. However, failure to make the required 20% payment within this seven to fourteen (7-14) day period may result in this date being awarded to another interested party. The 20% payment is non-refundable. The payment can be paid in the form of check, credit card or a combination of both. The deposit will count toward your final invoice total.
An estimated bill for the food and beverage amount will be presented for pre-payment within one week of the scheduled function. Payment of the projected food and beverage amount is due in check or credit card at least 96-hours prior to the function. Overpayment will be refunded within 90 days after the scheduled function by the Wellstead of Rogers accounting department. Direct billing is available for a business event with prior approval.
Any hosted alcohol, reserved alcohol, special bar tabs or additional entrees and charges above and beyond your final invoice prior to your event date will be billed following the conclusion of your event. The amount billed following your event will be due and payable in the form of check or credit card within 30 days of the invoice date.
Service Charge, Gratuities and Applicable Taxes
A service charge of 22% on all food, beverage, rental, and service items will be applied to your final invoice. The entire service charge is the property of The Crown Room at the Wellstead of Rogers and The Crown Room at the Wellstead of Rogers can disperse the service charge at its sole discretion. The service charge is also subject to a 8.78% sales tax, as is food, non-alcoholic beverages, and room rental fee. All alcoholic beverages are subject to a 11.28% tax. Service charges and all applicable taxes do not count towards the agreed upon food and beverage minimums.
Final Details Appointment
You will want to schedule your Final Details Appointment for your event details a minimum of 120 days prior to your event date. These appointments are generally 1.5-2.0 hours in length and occur Tuesday-Friday during the hours of 9:00am-4:30pm CST. During this appointment you will detail all of your event specifics including but not limited to; Timeline Specifics, Pre-Event Appetizers, First Course Soup or Salad, Dinner Entrée Choices, Dessert/Cake, Late Night Snacks, Alcoholic & Non-Alcoholic Beverages, Event Room Layout, Event Décor and Centerpiece Details, Entertainment, Invitations and RSVP’s, Vendors and Contact Information, etc. You will want to use your Catering Contract as a checklist of items we will discuss during this appointment. Please do not print your programs, flyers, or event invitations/RSVP’s prior to this appointment without contacting the Banquet Sales Manager.
If you desire a food tasting, you will be invited to one based on the day of your event. Food Tastings are $35 per person with a maximum of six (6) people total. This fee will be applied towards your event Function Bill and event Food & Beverage Minimum. Food Tastings will occur 2-3 times yearly.
Food & Beverage Selection
All Food and Beverage must be purchased through the facility (with the exception of your wedding cake or approved dessert). Outside Food or Beverages are not allowed in the facility or on the premises. Food and Beverage selection for a wedding reception must be submitted to the Banquet Sales Manager sixty (60) to ninety (90) days prior to your scheduled event date. All other event menu selections are due thirty (30) days prior to your scheduled event date. All events booked less than thirty (30) days prior to the event must provide menu selection at the time of booking. The menu prices quoted and listed in the banquet menus are subject to change without notice. Definite prices will be confirmed sixty (60) days prior to the event. You may choose up to two (2) separate entrees for the event as well as offer a vegetarian option and a children's meal option; however each guest will be served the same plated appetizer, salad, starch, vegetable, and dessert. If you would like to offer more than the two (2) separate entree choices to your guests, then a fee of $1.00 per person based on your final confirmed head count will be charged for the additional entrée option. Multiple entree choices require a color-coded place/tent card for each guest, which the host is responsible for providing. All color coded cards must be viewed, pre-approved, and signed off on by the Banquet Sales Manager.
Food & Beverage Regulations
All food & beverage served or consumed must be purchased, served and prepared by our food service staff. All food & beverage must also be consumed on the campus of the Crown Room at the Wellstead of Rogers and served by the Crown Room staff. Wedding cakes, cheesecakes and any other outside desserts that require cutting are subject to a two dollar ($2.00) service fee per guest based on the confirmed headcount and must be prepared by a licensed bakery. The Crown Room at the Wellstead of Rogers prohibits removal of food and beverages from the premises. If such is taken The Crown Room at The Wellstead of Rogers no longer assumes liability for items removed. Any remaining wedding cake or desserts at the end of the event may leave the building. At the conclusion of the function all other remaining food and beverage become the property of The Crown Room at the Wellstead of Rogers.
Guarantees
Client must notify the Banquet Sales Manager of a Meal Count Guarantee no later than seventy-two (72) hours or three (3) business days, excluding weekends, prior to your event by 12:00 noon. This number will be considered a guarantee and is not subject to reduction. Increase to your guarantee are subject to approval and maybe subject to surcharge.
Day of Event Day Guarantee is Due (excluding holidays)
Monday Preceding Monday
Tuesday Preceding Tuesday
Wednesday Preceding Wednesday
Thursday Preceding Thursday
Friday Preceding Friday
Saturday & Sunday Preceding Monday
Otherwise, we will bill based on the preliminary number or the number actually served, whichever is greater. Please see your contract for exact date and time.
* You will need to provide the total number of Guests in attendance as well as a Final Meal Breakdown in Each Category (if you have more than one entree selection) by the due date indicated in your Banquet Event Order & Contract via phone or email.
Complimentary Amenities
The set-up and take down of all tables and chairs
Ivory, Black, or White linen table cloths
Glassware, silverware, and china
Ivory, white or black linen napkins
Buffet serving pieces
Arrangement and placement of assembled favors and/or completed centerpieces
Table Skirting: Black or Ivory, other colors may be available upon request.
Function Room Diagrams
To ensure proper set up, service and execution of the events, The Crown Room at The Wellstead of Rogers provides up to two complimentary diagrams. The first diagram must be signed by the client a minimum of 14 days prior and the final diagram will be provided 4 days prior to the event.
Liability
The Crown Room at The Wellstead of Rogers reserves the right to inspect and control all private functions. Liability damages to the premises will be charged accordingly. The Crown Room is not responsible for any loss of materials, equipment, or personal belongings left in unattended and/or unsecured areas.
Indemnification
Responsible Party(ies) shall indemnify, defend and hold harmless the Crown Room at the Wellstead of Rogers, its affiliates, and each of their respective directors, officers, shareholders, employees, and agents from and against any and all claims, fines, liabilities, causes of action, losses, costs, damages, penalties, and expenses (including reasonable attorneys’ fees) to the extent arising out of or resulting from any act or omission by Responsible Party(ies) and/or its guests at the function or any of their respective agents (collectively, the “Indemnifying Parties”) or any breach by any Indemnifying Party of its obligations under this Catering Contract.
Décor & Rental
If the space is available prior to your scheduled event, you may decorate the room for your event within a scheduled time frame through the Crown Room Management at least one week prior to your event. All outside vendors (florists, DJ's, Specialty Linen Crews, Bands etc.) may arrive three hours prior to your contracted guest arrival time. If they need to arrive sooner, they must contact the Crown Room Banquet Center. Vendor deliveries must be scheduled one week prior to your event. The vendor must contact the facility directly to schedule their delivery/set-up time. A fee of $30.00 per hour will be charged for deliveries not during the scheduled times.
All decorations must be pre-approved by the Banquet Sales Manager. Any supplies may be dropped off three (3) business days prior to the event and listed in your Banquet Event Order. See your Banquet Event Order for specific day and time. The use of staples, tape, nails, 3M strips, tacks, or other substance to affix items to the wall or ceiling or Crown Room furniture is not permitted. Confetti, glitter, feather boas, bird seed, silly string, potpourri, river rock, and open flame are not permitted on the premises. Violation to this policy will result in a $300.00 clean-up charge per offense.
All candles must be enclosed and have a mirror or some object underneath them to protect the table linens. Our Crown Room Staff will light the candles just prior to guest arrival, if needed. Please provide two long-handled lighters.
All items (gifts, decorations, centerpieces, etc) must be removed from the facility at the conclusion of the event. The Crown Room at the Wellstead of Rogers is not responsible for any items damaged during set up or tear down or after an event. Any items left behind will be kept for two weeks or a shorter period as determined by the Crown Room at the Wellstead of Rogers and then disposed of. The Crown Room at the Wellstead of Rogers reserves the right in its sole discretion to charge an appropriate set-up and/or cleaning charge if the condition of the room requires an unusual amount of work before or after the event. The minimum charge is $50.00 per hour. The Responsible Party(ies) is responsible for any and all damages done to The Crown Room at the Wellstead of Rogers' premises by their guests at the function.
Elevated Stage and/or Portable Dance Floor Options
The Crown Room at the Wellstead of Rogers can provide an elevated stage for the wedding party or similar applications, in addition to providing the portable dance floor. These are optional features and the agreed upon additional fees for these amenities will be listed in your Banquet Event Order. The rental of these items do not count toward your Food and Beverage Minimum.
Valet Service
The Crown Room at the Wellstead of Rogers offers valet parking service through an outside vendor as an optional amenity for events. The cost for valet parking is based on your volume, number of guests, and length of time. Complimentary coat check will accompany all valet services for the months of November-March. The use of this service does not count towards your Food and Beverage Minimum. The Crown Room at the Wellstead of Rogers is not responsible for any acts or omissions related to services provided by the valet parking service.
Security Guard
Alcoholic beverages will not be served to minors. All guests, including the entire wedding party, must have proper identification. We do check I.D's on your event day. We will not serve alcohol to anyone under the age of 21. Minor consumption will not be tolerated. All questionable guests will be required to provide proof of age prior to being served alcoholic beverages. Predicated upon the average age of the scheduling party and/or guests, The Crown Room at the Wellstead of Rogers reserves the right to demand that a security officer be on the premises to assure under-age drinking does not occur.
The cost for providing a security officer would be $50.00 per hour and payable by the responsible party of the function. The serving of alcoholic beverages will terminate by 11:15 P.M., or earlier if directed by the function's Responsible Party. The Crown Room reserves the right to close the bar at anytime. All guests must vacate the premises by at least 1:00 A.M. All entertainment, DJ's, or bands may play until 12:00 A.M.
No Smoking Policy
The "Crown Room" and all of the adjoining interior premises are Smoke Free, and we request and solicit your cooperation and assistance to enforce this policy. Smoking is only permitted on the east exterior patio of the "Crown Room". Violation to this policy will result in a $300.00 clean-up charge per offense. The Rogers Police Department will prosecute all violators of this smoke-free policy.
The above terms and conditions of this Catering Contract & Event Guidelines and Policies have been read and agreed upon by both.
Force Majeure
The Crown Room at the Wellstead of Rogers will not be liable to Responsible Party(ies) for any delays or failure in performance of any obligation under this Agreement resulting from circumstances beyond its reasonable control, including, without limitation, acts of God, riot, war, terrorism, civil unrest, labor disputes, outbreak of illness or other public health event, natural or man-made disasters, declaration by the United States of America of a national emergency, or any law, order, or requirement of any other governmental agency or authority, and for so long as the performance of any such obligation is prevented or delayed by such cause; provided that the Crown Room at the Wellstead of Rogers notifies the Responsible Party(ies) of such disability and resumes performance as soon as possible following removal of the delay.
The above terms and conditions of this Catering Contract & Event Guidelines and Policies have been read and agreed by both.
NOTE: The Crown Room at the Wellstead of Rogers will have no responsibility to perform under this Agreement when prevented by reasons of Acts of God, strikes or any reasons beyond its control.