Polices & Procedures
CONDITIONS OF AGREEMENT:
Member/Client agrees to begin the event at its scheduled time and to have guests vacate the designated function space at the designated vacate time. If the Member/Client goes over the times noted there will be a $350.00 fee per hour until guests vacate the function space. Member/Client further agrees to reimburse the Club for expenses or damages incurred by the Club for the group’s failure to comply with Club regulations.
*Please note-By mid-November “Holiday Decorations” will be installed in preparation for the Clubs annual Tree Trim Lighting over Thanksgiving weekend. Holiday Décor maybe displayed in all Club common areas, Dining Rooms, Ballrooms and Meeting Space. Please contact your Catering Sales Manager for further details. Complimentary Coat Check will also be available on the 1st Floor.
SERVICE CHARGES AND SALES TAX:
Twenty percent (20%) will be added to the patron’s bill for food and beverage service. Indianapolis has a nine percent (9%) sales tax which is added to all food and beverage as well as service charges. The Indiana Department of Revenue takes the position that only fundraising events are tax exempt, with respect to food and beverage. All groups that are tax exempt must turn in the tax exempt form ST-105 as well as a copy of the event invitation fourteen (14) business days prior to the event date.
ROOM RENTAL AND SERVICE FEES:
Room rental will be assigned according to requested room and length of use. Rooms will be assigned according to anticipated number of guests. If the number of guests fluctuates it may be necessary for us to reassign the room accordingly. Please note that should your program change significantly, this may warrant a re-evaluation of the room rental charges. Room charges are waived when rooms are used for meal functions. A meal function consists of a served breakfast, lunch, dinner, buffet or $20.00 per person before tax & gratuity for hors d’oeuvres.
Amen Corner Rental
Ballroom Foyer Rental
Columbian Suite- 502 Rental
Crystal Terrace Rental
Grand Lobby Rental
Tea Room Rental
FOOD AND BEVERAGE PURCHASE:
All food and beverage served in our meeting, banquet, & overnight rooms must be purchased from our Catering Department. No food or beverage is permitted to be brought in or carried out of the Club except for cakes. All Food and Beverage Choices must be made at least fourteen (14) business days in advance of function date. Changes on the Food Choices may not occur 7 (seven) business days prior to the function date. Pricing is guaranteed up to ninety (90) days in advance of function date. Menu Selections are limited to one (1) item per group. Menu Selections may increase to two (2) items per group, but will be billed upon the highest entrée price. Substitutions due to dietary restrictions can be arranged. All prices and menu selections are subject to change without notice. All Sunday events have a food minimum of $2500.00++.
A taste-testing fee of the full menu price is charged in the event a taste-test is requested. Tastings will be scheduled Tuesday through Thursday in a private room between the hours of 11:00 a.m. and 5:00 p.m. Tastings will not be scheduled on a Friday, Saturday, Sunday or Monday. Taste- tests are not available for Prime Rib, Buffets, Appetizers or Hors d’oeuvre items.
BEVERAGE ALCOHOL SERVICE:
The Club’s liquor license requires that alcoholic beverages only be dispensed by Club employees. The Club does not permit the serving of alcoholic beverages to anyone under the age of twenty-one (21), or anyone under the influence of alcohol, in accordance with Indiana State liquor laws. Member/Client understands and agrees to abide by this policy.
A $100 charge is made for each bar if total sales, excluding tax and service charges, do not exceed $300. Cash bars require a cashier and will be charged a $100.00 cashier fee. A host bar is charged based on an opening and closing inventory of all items consumed during the function. The host or a designated representative is permitted and encouraged to observe the bar inventory at the beginning and end of the function. If the host or designated representative is not present, the calculated bar charges are not subject to dispute. If the Member/Client decides to add a 2nd Bar to their event, there will be an additional $300.00 set up fee for the additional bar. All events requesting a bar for 20 guests or less will be provided with a Cocktail Server for $40.00 for the event.
VENDORS & ENTERTAINMENT:
All musical entertainment must end no later than 11:00 p.m. Sunday through Thursday and 12:00 a.m. on Friday and Saturday. Fourteen (14) business days prior to the event date, the Columbia Club must have a Liability Insurance Form on file for all Entertainment.
All Vendors & Entertainment Groups may only set up items the day of the event. Vendors & Entertainment Groups will have access to the Banquet Space 1 (one) hour prior to the function unless specified by Catering Manager. If the Columbia Club staff has to set up items, there will be an additional $200.00 fee. All items must be picked up from the Columbia Club no later than next day after your event by 9:30am. All items must be unloaded & loaded in the alley by our loading dock.
To ensure your important packages are handled properly, we suggest that you ship them to arrive no more than one (1) business day prior to your scheduled function. Please have all packages clearly labeled with your on-site contact’s name, the name of your group, the date of your function, and the name of your Catering Sales Manager handling your arrangements. Following these simple guidelines will help us to direct your packages to the proper area. All outside vendors must make arrangements through the Sales Manager for deliveries & set-ups.
Directions for loading dock- Take the first right after the intersection of Ohio and Pennsylvania between the Chase Tower and Chase Parking Garage. As you drive out from under the Chase Parking Garage the Club’s loading dock will be located on the left side of the alley.
DRESS CODE POLICY:
Smart Business-Casual Attire: All persons are required to wear neat and clean smart business-casual attire in all common areas of the Clubhouse. Appropriate attire includes: Coat and/or tie, pantsuit, dress, collared shirt, golf shirt, turtleneck sweaters, sweaters, slacks, denim and dress shorts.
Apparel NOT permitted: Torn or worn clothing, tee shirts, tank/tube/halter tops, overalls or work clothes, bare midriff garments and clothes designed for the fitness area. No hats or caps in the Clubhouse, except when appropriate for a club event.
The President, General Manager or a House Committee member may grant an exception to the dress code policy for special club events.
RECIPROCAL CLUB MEMBERS:
All Reciprocal Clubs that the Columbia Club has an agreement with may use the Club as their own. The Reciprocal Club must send over a Letter of Introduction informing the Columbia Club that the member is in good standing with their Club. All Reciprocal Members must pay all charges by Credit Card prior to departure for all charges accrued during their stay at the Columbia Club.
A final guarantee, no less than the agreed upon minimum of your attendance, will be required three (3) business days by noon prior to each catered function. This number will be considered your billing minimum, and we will be prepared to serve 5% over this figure. If fewer persons are served than are designated in the guarantee, you will be charged based on the number of persons designated in the guarantee. All charges will be based on your guarantee or actual attendance, whichever is larger. If no guarantee is received by noon, you will be charged for the original estimated attendance figure; or the number of actual guests in attendance, whichever is higher. If your guaranteed number goes up the date of the event, there will be an additional $5.00 added per person to each additional person’s entrée. A $75.00 Set up Fee will apply if you exceed your guaranteed number & additional set up must be done the day of your event.
If the Member/Client cancels its scheduled events within a certain time period, the Member/Client agrees to pay the Club as liquidated damages and not as a penalty, the following amounts, based on the terms of cancellation and which percentage is determined by the date the Client cancels this Agreement, as follows:
Termination by Client Estimated Revenue
72-48 Hours 50%
48-24 Hours 75%
24 Hours-Day of Event 100%
If your group is a No Show, you will be charged for the estimated revenue. If you are ordering off of the menu for breakfast, lunch or dinner you will be charged the Room Fee as well as the Off the Menu $50.00 fee. This is based on all expected revenues based on your minimum guarantee guest count and our minimum per person menu price applicable to your meal period including food and beverage and room rental.