Banquet/Reception Policies
The Cypress Columns is a full service catering banquet facility centrally located in Gray, Louisiana. The following policies are listed for your information and to ensure successful planning of your function. Attached you will find a variety of suggested menus and beverages. If you have ideas of your own or wish a more “tailor-made” function, we would be happy to assist you. All bookings and function plans are made with The Cypress Columns consultants, please feel free to call our staff for more information at 580-1500.
Catering Information
Thank you for considering The Cypress Columns for your special event, we look forward to providing you with our outstanding hospitality, service and fine food. Our three and four-hour Reception Packages are prepared for a buffet style function hosting a minimum of one hundred or more guests. The Event Package is designed to provide you with a wide variety of traditional and non-traditional food and allows you to customize your package to suit your special needs. Our event coordinator is available to assist you with this task to insure that your party will become one to remember. Buffet remains open for the course of the event although certain items may not be replenished.
Alcoholic Beverage Service
Each Reception Package can be combined with the bar package that best suits your needs. Our event packages include an open House Brand Bar Package, which includes a great selection of house brand liquors, wines, imported & domestic beer (On Tap), assorted soft drinks and juices. This House Brand Package may be upgraded to Call Brand Liquors or Premium Brand Liquors. A complete listing of bar package information is located in this package for your review.
The Cypress Columns does not allow self-serve bar packages at any function. No glassware is allowed out of the building and alcoholic beverages obtained from The Cypress Columns must be consumed on premises. Minors will not be allowed to be in the possession of or consume alcohol at any function held at The Cypress Columns. The Cypress Columns does not allow any staff member to violate Louisiana State Liquor Law at any time. Functions including alcohol service will receive a last call (15) minutes prior to bar closing time. Bars based on consumption will have last call at planned appropriate times. All alcoholic beverages must be purchased from The Cypress Columns. We offer several plans for alcoholic beverages which should meet your needs.
Guarantees
A 14-day guarantee is required for any function. This guarantee is the final number provided to The Cypress Columns by the client and confirms the number of guests that will be attending the function. This information will be provided to the Executive Chef so that he may assure the appropriate food preparation for your functions. The Cypress Columns will be prepared to serve at least 10% over the guaranteed final number.
Tax and Gratuity
The current sales tax of 8.5% will be added to all packages booked at The Cypress Columns and will be included in the contract. If you are a tax-exempt organization you will be required to provide a copy of your tax-exempt certification prior to your function. Gratuity is also added on packages at the rate of 18% (food & beverage only) for a seated event and 10% for buffet style events.
Deposits and Payments
The Cypress Columns operates on a standard payment schedule. A booking deposit of 1/3 of the total package price is required to hold the date for any event. The remaining balance is due in monthly installments as indicated in the contract. Alternate payment plans will be at the discretion of the facility and should be agreed upon at the time the services are contracted. Failure to comply with payment plan or make alternate arrangements may result in the loss of all money paid to The Cypress Columns. Payment forms accepted by The Cypress Columns include cash, personal checks or money orders and credit cards (certain fees apply). Clients will be responsible for any fees incurred by returned checks. Since events are booked at a per person charge additional charges will apply if the event has a per person overage. All overage payments are due in full within fifteen days of the event. Children under the age of 6 will not be counted towards the guarantee. In certain instances a $500.00 security deposit may be required, when deemed necessary by staff this deposit will be included in the contractual agreement. Once the event is completed and the facility is checked by staff the deposit will be returned in full to the client within five working days.
Refund Policy
In the event that the client must cancel the scheduled event the following refund policy applies. Client acknowledges, that upon reservation of the event date and receipt of the initial payment referred to above, The Cypress Columns will no longer market its facilities and services for the date and time reserved and will commence preparing for client’s event. As a result, Client agrees that should it be necessary to cancel the event for any reason, all moneys paid to The Cypress Columns shall be forfeited and shall, in their entirety belong to The Cypress Columns.
Liability Event Insurance
The Cypress Columns requires that the client obtain event insurance that list The Cypress Columns as the location of coverage when booking an event in our facility. The standard coverage of $300,000 may be added to most homeowner policies for the day of the event at little or no expense. In the event that the parties involved cannot secure the coverage in this manner we will be happy to assist in securing an event policy for the day. It is the responsibility of the client to provide The Cypress Columns with a copy of this insurance policy when obtained and must submitted with the final installment payment.
Transfer of Date Policy
In the event that the client deems it necessary to change the date of the event the following policy applies. Prior to six months from the event date the date is transferable with no penalty if the new date has not been previously reserved for another event. If it is necessary to move a date within six months of the original event date a $1,000.00 rebooking fee will be assessed to the client.
Terms and Conditions
It is understood that The Cypress Columns should in no way be held liable for any breach of contract by the client or outside vendor on any agreements reached between said client and vendors other than The Cypress Columns. The client should notify the facility of any discrepancies or cancellations with vendors within two weeks of said cancellations. The Cypress Columns consultant agrees to attempt to locate a satisfactory substitute as directed by the client or at the consultant’s best discretion. Any changes made to this original agreement should be in writing and signed by all parties involved. In the event that this agreement is terminated by the client (in writing) fees will be assessed as per above stated policy.
The success of your function and your continued patronage is very important to The Cypress Columns. It is our hope that the provided policies and menus assist you in working with us and will ensure a function that will please you and your guests.
