1. MENU SELECTION: Menu selections for meal functions must be submitted to the banquet offices one month prior to date of the function. A single entree is strongly recommended for all functions particulary for a group with over 150 guests in order to maximize speed of service and eliminate pre-order confusion. Should a second choice become essential, no more than two entrees can be provided and the following conditions must be met:
A. The exact number of each entree must be reported to the banquet office at least five working days prior to the function as a "final count." If the function is scheduled on a Tuesday thru Friday then Friday 3 the deadline.
B. Identification for each particular entree in form of color coded place cards must be provided by the guest organizing the party so that the waitstaff can serve properly without delay or intrusion at the time of serving.
C. When two choices are offered, the exact number of each entree must be prepared in advance. Therefore, the group will be charged for the "Final Count" plus any last minute changes. We are happy to prepare any vegetarian or restricted diet meals with proper advanced notice. The kitchen will, as a rule, prepare an additional three percent above the guaranteed count, however, any additional to the final guaranteed count will result in a 20 percent up charge to each additional served entree.
2. GUARANTEE: A guaranteed number of guests in attendance as a "Final Count" is required five working days prior to the function before 3 PM. THIS NUMBER CANNOT BE REDUCED ONCE MADE. This is the amount Sam's will prepare for, staff for, and charge for. If attendance is greater than the guaranteed, charges will be made for the additional number served with the previously described 20 percent up charge. If no guarantee is recieved within five working days prior to the function, the banquet office will assume the "Final Count" is the initial number of people given on the original reservation order. The chef cannot guarantee identical meals for overages therefore substitutions of available entrees may occur. Sam's Ristorante buffets are not all you can eat.
3. DEPOSIT/PAYMENT/CREDIT TERMS: A deposit of $3.00 per guest or $100.00, whichever is greater is required to hold the date of your given event or a $250.00 per room whichever is required. Deposits must be paid in either cash or check. Deposits are refundable for cancellations made no less than 6 months prior to the event. All payments made before the function will be considered a deposit. A refund is made providing we can rebook the enitire banquet facility in full & will be issued after the date of the banquet. A 25% cancellation charge will apply for any deposits refunded. Payment is due and payable in one of two ways: 1. If the total value of the banquet is $1000.00 or less payment is due at the conclusion of the function. 2. If the value of the banquet is over $1000.00 the payment is due at the time the "Final Count" is received (five working days prior to the function). All payments must be made in either cash, travelers check, or cashiers check. A five percent room charge will be waived if payment is made with cash, cashiers check, travelers check, or pre-approved personal or business check.
4. PRICES: Prices are guaranteed 60 days prior to the function. Said prices are subject to a standard 18.5 percent gratuity and 8.25 percent sales tax on the total cost. All prices are subject to change due to market price flucuations. Groups requesting State Excemptions must submit a copy of the Tax Excemption Certificate to Sam's Accounting Office prior to the function. If no Tax Excemption Certificate is presented prior to the event then appropriate sales tax will be charged.
5. PROHIBITED ITEMS: The Winnebage County Liquor Code Sec. 18 prohibits patrons from bringing their own alcoholic beverages onto a licensed property. Winnebage County Health Department expressly prohibits guests from bringing in food from a non sanitation certified kitchen. Illinois law prohibits sale and service of alcoholic beverages to anyone under the age of 21 years. All patrons must possess a legitimate proof of identification. Drinks and illegal identification will be confiscated by the Restaurant representative and the guest will be asked to leave if they are found to be under age. We reserve the right to refuse service to anyone who has over-indulged. In compliance with Winnebago County Health Department Regulations, unconsumed food will not be packaged for the take home purposes.
6. RESPONSIBILITY: Sam's does not permit the fixing of anything to the walls, floors, or ceilings of rooms with nails, staples, transparent of carpet tape or any other substance, unless written approval has been established prior to function. The person or patrons will accept responsibility for and agree to pay appropriate charges for any damages of theft to the property or equipment. Sam's will not tolerate inappropriate or disruptive behavior at the expense of their guests in the establishment. The person hosting the function is ultimately responsible for any under age drinking. In the event Sams' incurs legal fees and costs in enforcing the terms of this agreement, the customer shall pay Sams' reasonable attorneys fees and costs. Absolutely NO confetti allowed. A $125.00 charge will be applied to any banquet leaving excessive amount of garbage.
7. ROOM GUARANTEE AND LIABILITY: Once a deposit has been made you are absolutely guaranteed a space for your function at Sam's. Sam's reserves the right to change scheduled room locations based on an increase or decrease from the original seating count given by the guest function at the time of booking. Preferences for special rooms will be taken on a non-guaranteed basis, and will not be guaranteed until all final seating counts have been established. Sam's will only offer an absolute guarantee for any specific room(s) a guest paying (in advance and prior to the function) or minimum seating standard set for the specific room. This would eliminate the possibility of being moved based on a final seating count different than the minimum seating occupancy performed under this agreement. Sam's will not be responsible if for reasons beyond it's control, acts of God, ect., it is unable to fulfill the terms and conditions of this agreement.
8. MUSIC: All music, bands, or D.J.'s must stop performing at twelve midnight. Sam's Ristorante reserves the right to control or define the tolerance of music level.