Meeting & Event Hotel Policy:
Please take the time to carefully review our policies and procedures. These are in place to ensure your event runs as smoothly as possible.
DEPOSITS, PAYMENTS, BILLING & SERVICE CHARGES
All Banquet prices are subject to a 25% gratuity/administrative fee. Hotel Vintage Seattle requires a valid Credit Card on file for all groups and events. Deposits are non-refundable and applied to the total charges for your event. All Final Payments are due (5) business days prior to the group event start date. If payment is being handled by a check, then payment must be received (10) business days prior. Final Payment will reflect estimated charges based on final count or food and beverage minimum, whichever is greater. Final billing invoices will be provided no later than 72 hours for catering only events or within 7 business days for events with catering and guest rooms.
GUARANTEE AGREEMENT
A guarantee of attendance is due by 12:00 PM five (5) business days prior to any function. This policy is applicable to any function regardless of expected attendance. The client is responsible to pay for the guaranteed amount and any overage served. Hotel Vintage Seattle accounts for 5% more than the guaranteed amount in the event you have additional guests. Vegetarian meals and special meal requests should be brought to the attention of your Catering or Conference Services Manager when you place your guarantee. Last minute requests will be honored based upon availability.
FOOD & BEVERAGE TERMS
BEVERAGES
All Banquet prices are subject to a 25% gratuity/administrative fee. Hotel Vintage Seattle requires a valid Credit Card on file for all groups and events. Deposits are non-refundable and applied to the total charges for your event. All Final Payments are due (5) business days prior to the group event start date. If payment is being handled by a check, then payment must be received (10) business days prior. Final Payment will reflect estimated charges based on final count or food and beverage minimum, whichever is greater. Final billing invoices will be provided no later than 72 hours for catering only events or within 7 business days for events with catering and guest rooms.
BEVERAGE BAR SERVICE
- Bartender per 75 guests required
- $150 bartender fee applies per bartender
BUFFETS
All buffet menus are designed and priced for 60-90 minutes of service and/or replenishing.
Minimum order of (10) per hot buffet, break package, or reception station.
- For orders less than (10) guests a $100 surcharge will apply.
- For health and safety reasons food cannot be taken from events for future consumption.
DIETARY RESTRICTIONS & RAW ITEMS
Items May Contain nuts and nut by products. Consuming raw or undercooked meats, poultry, seafood, shellfish or eggs may increase your risk of food borne illness, especially if you have certain medical conditions.
FOOD AND BEVERAGE MINIMUM
A Food and Beverage Minimum will apply, based on food and beverage revenue exclusive of service, administrative, and tax fee. In the event the Food and Beverage Minimum is not met, the difference plus service charge & tax will be charged to the final bill.
MENUS
Menu pricing subject to change. All food and beverage charges are subject to 18% gratuity and 7% administrative fee for total service charge fee of 25%. Please advise catering of any food allergies prior to event.
- If menus are not received 14 business days before your event, a late fee of $25 per day may be incurred.
- If menus are changed within 7 business days of your event, a menu change fee of $500 may be incurred.
REQUEST FOR MULTIPLE ENTRÉES
Multiple entrée selections are permitted with proper notice. A group may choose up to three (3) entrées with a guarantee of each entrée count five (5) business days prior to the event. All meals will be charged based upon the highest priced entrée. You must also provide a method in which our wait staff can determine each guests selection. The client is responsible for providing entrée coded place cards indicating each guest’s selection.
TASTINGS
Food tastings can be conducted at the request of the contact or client. We recommend scheduling tastings at least 3-4 months prior to your event date. Please contact your catering representative for scheduling and guidelines regarding food tastings. All tastings require at least 2 weeks prior notice.
OUTSIDE FOOD & BEVERAGE
Due to licensing requirements and quality control issues, all food and beverage served on our property must be supplied, served and prepared by us.
SIGNAGE AND DÉCOR
Signs, banners or other decorations are not allowed in public areas. Any signage in private areas must be professionally made and approved by us and may not be affixed to the walls, floor or ceiling with push pins, nails, staples, carpet tape or other like materials. Candles with open flame, confetti, bird seed, rice and glitter may not be used at Hotel. We shall not be responsible for damage or loss of any items brought into the Hotel, or for any items left unattended.
AUDIO VISUAL
We use Seamless Events as our preferred Audio Visual provider. Should you opt to employ an outside Audio Visual company or bring in your own audio visual, the vendor must be approved by the Hotel.
MUSIC LICENSING
We are not responsible for obtaining licenses that may be required by your use of music during any part of your stay at Hotel. You hereby promise to obtain all such required licenses and to indemnify, defend and hold harmless Hotel and Kimpton from any claims or liabilities in this regard.
SMOKING
Kimpton Hotel Vintage Seattle is a 100% non-smoking establishment – this includes event spaces and terraces. A $350 daily smoking fee will be applied to any guestroom rooms, event space or terrace with evidence of smoking.
UTILITIES
Kimpton Hotel Vintage Seattle is a 100% non-smoking establishment – this includes event spaces and terraces. A $350 daily smoAll electrical services and utilities, including phone and riggings, are contracted through the Hotel’s Sales Department.
ROOM SETUP FEE
Function Rooms are assigned according to the anticipated guaranteed number of guests. If there is a fluctuation in the number of attendees, the Hotel reserves the right to assign accordingly the banquet function room. The Hotel reserves the right to charge a service fee for set-up of the meeting rooms with extraordinary requirements. A room set-up fee of $500 will be charged when set-up is changed within 24 hours of event - when applicable.
ROOM RENTAL
Food & beverage minimums will apply for all banquet space reserved. Rates are determined by the length of the event, the estimated attendance, day of the week and season. Please refer to your contract.
SECURITY
The Hotel will not be responsible for the damage or loss of any equipment or articles left in the hotel prior to, during, or following a private function. Arrangements must be made in advance for security of exhibits, merchandise, valuables, or articles set up for display. The hotel will not be responsible for items left unattended in any function room or perfection/foyer area.