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Banquet Terms and Conditions
 

Meal Service
Continental Breakfast is based on 1 Hour serve time.
Plated meal service is based on a two (2) hour serve time.
Breaks are based upon a 1 hour serve time.
Buffets (breakfast, lunch, reception and dinner) are served for one and a half hours.
Buffets have a minimum of twenty (20) guests. If your guarantee is less than thirty (30), you will be charged an additional $95.00 small group fee. Due to health regulations and quality concerns, perishable items from the buffet cannot be served during mid-morning, afternoon or evening breaks. If you would like to leave out any non-perishable items for a break a $5.00 per person fee will apply to cover additional labor costs.
An extension of actual service times is subject to additional labor fees.
Meal service beginning after 10:00pm will be assessed a 10% menu surcharge.

Additional Charges
All buffets have a minumum of twenty (20) guests. If your guarantee is less than thirty (30), you will be charged an additional $95.00 small group fee.
Carvers, Made to Order, Station Attendants: $140.00 each per two (2) hour shift.
Butler Service is $30 per hour per server,
1 server per fifty (50) guests.
Bartenders: $140.00 ~1 per seventy-five (75) guests, per four (4) hour shift
Cashiers: $120.00 ~1 per seventy-five(75) guests, per four (4) hour shift
Room Re-Sets: If a room set-up is changed within 24 hours of the event, there will be a minimum additional fee of $350.00 for the re-set. Fee subject to increase depending on the room size and complexity of the changes.
On National Holidays an additional labor fee may be added for meals.
 
Service Charge, Gratuities, Administrative Fee, Taxes
All prices are subject to 14% Gratuity, 8% Administrative Fee & current 10% State Tax. Gratuity is fully distributed to servers, bussers and/or bartenders assigned to the Event. Administrative Fee is not a gratuity and is the property of the Hotel to cover discretionary costs of the Event. (Percentages are subject to change.)
 
Guarantees
Final attendance must be specified three (3) business days prior to the event by noon. This number will be considered your minimum guarantee and is not subject to reduction. Should a final guarantee not be received, your expected attendance on your banquet event order will be considered the final guarantee. You will be charged for your final guarantee or the number in attendance, whichever is greater.

Dietary restriction numbers are required when guarantee is provided. If there are no dietary selections listed on the original arrangements the hotel will charge for any specialty meals made onsite in addition to the guarantee.
 
Payment
Payment shall be made in advance of the function unless credit has been established with the hotel. In such case, the complete account is due and payable no later than 30 days from the date of the function.
 
Signage
The hotel does not permit affixing anything to the walls, doors, or ceilings that would leave damage. Pre-approved signage is permitted in the registration area and in private function areas only. No signs are permitted on the building exterior. The Hotel reserves the right to approve all signage. All signs must be professionally printed and should be free standing or on an easel. The hotel will provide (1) easel for each meeting room plus (3) directional signs. Any additional easels must be rented.
The Hotel will assist in placing all signs and banners. A $75.00 rigging charge per hanging banner will apply.
 
Audio Visual
 
Lost and Found
 
Menu Selections
In addition to our published menu suggestions our culinary, catering and events teams are specialists in creating customized solutions. Let your imagination be your guide knowing that we understand special requests, budget wants and dietary requirements. We are committed to all of our guest needs including those who have special dietary restrictions (such as a food allergy, intolerance or other medically restricted diet) and are also aware that some may also adhere to a vegetarian or vegan diet. Our goal is to deliver a memorable experience through culinary skill.

• Our menus are subject to change and ingredients may vary based on seasonality or availability.
• Bread is available upon request.
• Consuming raw or undercooked meats, poultry seafood, shellfish or eggs may increase your risk of foodborne illness
• All Food & Beverage, including alcohol, must be purchased through the Hotel and served by Hotel Staff.
• All pricing is guaranteed ninety (90) days prior to your event date.
 
Room Assignment and Seating
Function rooms are assigned by the hotel according to the anticipated guests count and set up requirements. The hotel reserves the right to make room changes to a more suitable room should the initial requirements change.
The Hotel will set tables and chairs 3% over the guarantee based upon space availability.
 
Linen
White linens and napkins are available through the hotel at no extra charge. Specialty linens and napkins are available through outside sources. Your Catering/Event Manager will be happy to assist you.
 
Florals, Décor, Entertainment
The hotel has a list of recommended vendors and are happy to facilitate needs. Proper advance notification is required when scheduling entertainment and the use of volume enhancing equipment. The Hotel reserves the right to control the volume on all functions. Insurance riders are required for all outside vendors.

Additionally we can do the billing keeping your master account clean and simple. Should you make your own arrangements all deliveries should be coordinated with your Catering/Event manager.
 
Shipping and Packages
Package handling fee of $5 per box will be assessed. (up to 41 lbs). If boxes are larger than normal or over 41 lbs pricing will vary.

For your convenience and safety, we ask that all deliveries made on your behalf to our conference center be made through our loading and unloading area. This includes all outside contractors such as musicians, florists, design companies etc.

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Doubletree by Hilton Crystal City | 300 Army Navy Drive, Arlington, Virginia 22202-2891