Catering Policies

Guaranteed Attendance

Travelodge Hotel & Conference Centre requires seventy-two (72) business hours advance notice of the guaranteed number of guests attending your function. In the event we do not receive a guaranteed number, we will use the last number given to us or the actual number in attendance, (whichever is greater), and you will be billed accordingly.

Special Meals and Vegetarian Requests

Please note that for our vegetarian guests, we will design a special plated meal for their needs and will ensure their entire meal is vegetarian. For our guests with allergies, we will do our best to ensure their allergic needs are taken care of, but some items we use come from outside suppliers and we have no control over cross contamination issues. This is particularly important for our guests with nut and fish allergies. For those guests who have inhalation or contact allergies, we must remind them that we cannot guarantee that their event will ever be 100% nut free.

Method of Payment

All new accounts must apply for credit to establish billing privileges prior to the event, otherwise an alternate form of payment is required. Private and social events are required to pay an initial deposit and 100% of the estimated charges 72 business hours prior to the event. A valid credit card number is required for incidentals, and the final payment settled the day of the event. Sorry, we do not accept personal cheques. Deposits are non-refundable. Once the contract(s) are signed by the credit card holder, it authorizes the hotel to charge the credit card number for payment.

Cancellation Policy

A $150.00 cancellation fee will be assessed if cancellation of a meeting room (30 people or less) occurs within 7 days of the function. Cancellation of larger functions involving meals and guestroom bookings will be subject to a cancellation fee amounting to the retail value of the space held for you.

Service Charge, Taxes and Prices

A 15% Service Charge (gratuity), plus applicable taxes, will be applied to your total bill. All prices are subject to change without notice. An additional labour surcharge will apply to functions held on statutory holidays.

Catering Exclusivity

For the protection of our guests and in accordance with the Saskatchewan Health and Safety Act, the Travelodge Hotel & Conference Centre Regina will be the sole provider of all food and beverage items. For these same reasons, no food and beverage items may be removed from the function room or stored on your behalf for a later function.

Entertainment/SOCAN and Re:Sound Fees

When music is played in our function rooms (either live or recorded), we are legally obligated to collect licensing fees on behalf of SOCAN and Re:Sound. SOCAN represents the rights of composers and music publishers and Re:Sound represents the rights of artists and record companies (please visit www.socan.ca and www.resound.ca for more information). The current SOCAN fees are $59.17 for functions with dancing, $29.56 without dancing. The current Re:Sound fees are $26.63 with dancing, $13.30 without dancing. These two fees are based on function size 101- 300 guests. Fees are lower for smaller functions. Both fees are subject to GST and will be added to your bill if you have any type of music at your function. Please ensure that your DJ or band contract ends at 1:00 a.m. as that is the absolute latest music services can play in our facility.

Function Room Assignment

The Travelodge Hotel & Conference Centre reserves the right to provide alternate function space if changes in number, setup requirements or time occur. Locations of rooms are subject to change. Please do not distribute specific room names. Function room assignments are posted daily on the electronic reader board in the lobby.

Start and Finish Times/Room Set-up

We request that you adhere to the start and finish times of your function. The space is only booked for the time indicated. Set-up and dismantle times are to be specified at time of booking. One style set-up is provided in a 24-hour period. If room style setting requires changing within this period, a labour fee may be assessed. All personal materials must be removed from the banquet room at the end of each day unless reserved on a 24-hour basis.

Shipping, Receiving and Storage

Material shipped to the Travelodge Hotel & Conference Centre will be directed to the appropriate rooms. However, no responsibility is accepted for loss, damage, shipping or movement of heavy items. Insurance, arrangements and payment for customs clearance and labour/equipment for movement of heavy items must be provided by the convener.

Catering Policy Pages are an extension of all Banquet Event Orders (BEOs). BEOs are the documents from which all our departments work in order to successfully execute your function. Once you receive the BEOs from your Catering representative, please review them carefully, make a note of any changes, sign and return to our office. BEO contracts are legally binding.

All prices are subject to 5% GST and a 15% service charge. Prices are subject to change without notice.

A guaranteed number of guests attending must be received 72 hours prior to your function. Menu selection to be finalized 21 days in advance.

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2014 Meeting Planners Package