Wedding Contact Information: Nicole Lakatos Director of Sales & Special Events Ph: 313-463-4215 firstname.lastname@example.org Allison Vanhala Assistant to Sales & Special Events Ph: 313-463-6248 email@example.com Day of Wedding Event Managers: Gem Theatre Box Office: (313)-963-9800 Bertha Crane Head Banquet Manager Cell: (313) 736-6078 firstname.lastname@example.org Please only use cell phone numbers for day of event. Planning a Wedding – Sequence of Events 1. Touring the Venue Please contact Nicole to schedule an appointment. Site visits are scheduled Mon-Friday from 9-5:00pm with evening appointments either on Wednesday or Thursday. Our office is at The Gem Theatre. We do not have an office at the Colony Club. Contact Allison for a Saturday appointment. 2. Booking a Date Please call Nicole or Allison to check available dates & pricing. (Saturdays fill up fast!) We can only Hold a Date with a $2000 Deposit. We offer Discounts for Friday & Sunday Weddings and Off –Season months. Please ask Nicole about any current Specials or Discounts. Please fill out the Questionaire included in this packet and email to Nicole for a Proposal/Contract. To confirm your date we need the Deposit and the signed Contract. 3. Tasting To book your tasting, please fill out the tasting form found in the back of this packet. Please mail, e-mail, or fax your tasting document to The Special Events Department. Reservations are not guaranteed until they have been received and confirmed. Tasting reservations are limited to availability. Colony Club offers ONE complimentary tasting. We have one date per month scheduled for tastings at the Century Grille located at the Gem Theatre. The tasting is just that, a tasting not a full meal service. The tasting is complimentary for up to 6 guests including the bride and groom. Parking in the Gem Theatre garage is complimentary. Please bring in your parking ticket for your server to validate. After you tasting, the next step is to confirm your menu choices and Wedding Package with Allison. 4. Six Months Prior to the Date of the Wedding Your 50% deposit is due 6 months prior to the date of the wedding. You will also need to confirm your Wedding Package at this time. 5. Two months prior to the date of the Wedding – Mailing out your invitations Please contact Allison prior to mailing out your invitations. Please let us know how many invitations/ passes you need. We will print and mail your parking passes. If your guest has misplaced, does not have a parking pass, or you have decided to go without, Guests only need to identify themselves as guests of the wedding at Colony Club. Upgraded valet service does not require parking passes. 6. One month prior to the date of the Wedding Your final counts should be coming in. You will need to select a floor plan that you want use from our web site. You may contact Allison to discuss your floor plan. You will need to select the style and system for your place cards. Your place cards must have your guest’s name or names (Mr. & Mrs. Smith,) their table number and a symbol of their entrée selection on the front of the card. We prefer D= Duos, C=Chicken, B=Beef, V=Vegetarian, K=Kids, T=Teens. 7. Two Weeks prior to the Date of the Wedding Your final count is due. Please call or email Nicole your Final Count. You are contracted to confirm no less than 80% of the amount of guests on your signed contract. The count that you confirm is your minimum. You can add on but you can not deduct guests from your guaranteed count. Please account for all confirmed guests that have RSVP’d to your reception. The house prepares 5% overage for emergencies (changed orders…etc.) However, any additional guests above your confirmed guest count will be billed to you the night of the event. Your final count is the total amount of guests broken down by the number of Adults, Children & Teens. Your vendors are separate and not part of your guest count. You will also need to breakdown the meal selections, how many duos, beef, chicken, fish or vegetarian entrées. Nicole will then prepare your final invoice for your final meeting 8. Final Meeting You will need to bring your Final Payment in the form of a Cashiers Check to the final meeting. You will also need the completed meal Breakdown Sheet & Vendor Sheet (available in this packet.) Mock up your chosen floor plan to your specifications. Do not change the table numbers. For the most prompt service, our servers respond best to the table numbers listed on our floor plans. Bring your mocked up Floor Plan to your final meeting to review with Nicole. Have all of your questions prepared. Nicole will walk you thru the day of your wedding and ask you a series of questions about the set-up, your vendors, flow of the evening, and any specialty items. After your meeting, Nicole will then update your BEO (Banquet Event Order) and email you the final revisions for the day of the Wedding. 9. Schedule your Drop Off You will need to schedule the drop off of the items our house staff will set up for you, place cards in alphabetical order, cake server, special toasting flutes, bathroom baskets, card box, guest book & family photos. Please make an inventory list of what you are dropping off, which will help you at the end of the night to load-out. In addition, please clearly label the items you drop off. Drop off days are usually Thursday or Friday between 12-5:00pm. 10. Set –Up of the Venue- Guidelines Nothing is allowed on the wall or wall sconces. Your florist and all other vendors can come in anytime after 2:00pm. All specialty linen must be at the venue 48 hours prior to the event and must go out with you the night of the event. You are welcome to bring in candles. All candles must be contained in glass containers or hurricanes. No tapers. (Too many candles can eat air conditioning. We do not recommend more than three per table.) No tape on the wood floors. All vendors must use the freight elevators and not the guest elevators. 11. Wedding Day & Load-Out Enjoy your day!! No alcohol is allowed into the building. Any coolers will be held until the end of the event. During the Summer months we keep the drapes closed in the ballroom in an effort to keep the room nice and cool. House staff will then open the drapes after the sun goes down after dinner. All your vendors have one hour after the bar closes to load-out. If you go over the one hour a $300 labor fee applies to each hour over. (This is hardest for bands – please remind the band of the timeline.) You or your vendors are responsible for the install and tear down of all items brought in. All items brought into the building MUST be taken out the night of the event. We are not responsible for any items left overnight. The Fox Garage & The Gem Garage are not locked after events. However- if you leave a car in the garage overnight it is at your own liability. We do not recommend leaving cars in the garage overnight. Have a Great Wedding!!! We look forward to your big day!!! Please email us after you return from your honeymoon and tell us how we did!!! Questions for a Wedding Contract/Proposal (Colony Club) 1. Bride & Groom Contact Information (Home address, cell phone and E-mail address): 2. Wedding Planner or Vendor Contact Information: 3. Ceremony on-Site or off-Site: 4. Estimated amount of guests (RSVP’d guests): 5. 1st and 2nd Choice for a Wedding Date: 6. Madison or Grand Wedding Package: 7. Any upgrades: valet, rentals, additional hour of bar, etc.: 8. Anticipated Start Time: 9. Anticipated End Time (Midnight being the latest): 10. Preliminary Floor Plan preference (see website): 11. Use of First Floor or Ballroom Lobbies for cocktail hour: 12. How did you hear about us? Event Name: __________________________________________________________ Event Date: __________________________________________________________ Venue: ________________________________________________________________ Odd Tables Meal Breakdown Table # Duo Beef Chicken Vegetarian Fish Kids Special Total Head Table 1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 TOTAL: Duo Beef Chicken Vegetarian Fish Vendor Meals *Vendor meals are provided in the mezzanine Event Name: __________________________________________________________ Event Date: __________________________________________________________ Venue: ________________________________________________________________ Even Tables Meal Breakdown Table # Duo Beef Chicken Vegetarian Fish Kids Special Total 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 TOTAL: Instructions: Please fill out the number of entrée selection totals at each table. Then, total up each row and column and write the number in the space provided. Thank you! *Please only fill in meal options previously selected. Event Name: _____________________________________________ Event Date: _____________________________________________ Venue: ___________________________________________________ Ceremony (On/Off Site): _______________________________ Contact Sheet Estimated Vendor Arrival Vendor Category Vendor Name Mobile # Office # Time Meal? Coordinator Florist N/A Cake N/A Specialty Linen N/A Photographer Videographer DJ Band Photobooth Officiate N/A Outside Caterer N/A Other Notes: ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Tasting Request Gem Theatre and Colony Club Receptions We are flattered you have selected The Gem Theatre or Colony Club as the venue for your wedding reception! After you have secured your date with your deposit, the next step is scheduling your tasting. Please arrive at The Gem Theatre’s Century Grille Dining Room in time for your scheduled seating. Seatings are offered at 5:30pm or 6:30pm. Please coordinate your seating time with the Sales and Special Events Department. Schedule 5:30 – 6:30pm First Seating Century Grille Dining Room at The Gem Theatre 6:30 – 7:30pm Second Seating Century Grille Dining Room at The Gem Theatre A complimentary tasting is offered to provide samples of some of the many appetizers and entrées we offer in our Madison and Grand Wedding Packages. ONE tasting is complimentary for up to 6 guests (including the bride and groom). Any additional guests are $20 per person. Your tasting is just that – a tasting – not a full service meal. 2011 Tasting Dates: Thursday, May 12 Thursday, September 15 Thursday, June 23 Thursday, October 20 Thursday, July 7 Wednesday, November 23 Thursday, August 11 Thursday, December 29 Tasting Request Gem Theatre and Colony Club Receptions Reception Date: __________________________________________________________ Venue (please select): Gem Theatre or Colony Club Reservation Name: _________________________________ # Guests: ________ Cell Phone: ________________________ E-mail: ______________________________ Tasting Date: _______________________ Seating: 5:30pm or 6:30pm Please Circle or Highlight (3) entrées to taste from one of the appropriate lists below: Madison Package Grand Package Prime Filet Mignon (8 oz.) Chef’s Signature Century Crab Cakes (2) An 8oz. char-grilled filet topped with a demi-glace topped with Chipotle sauce paired with Prime mushroom sauce Filet Mignon (5 oz.) Chicken Spiedini Chicken Spiedini lightly breaded and served in a Breaded boneless chicken breast flash sautéed and light lemon basil sauce topped with capered olives served with lemon-basil cream and capered olives paired with Prime Filet Mignon (5 oz.) Salmon Filet Roasted Salmon Filet served with capered Roasted salmon served with capered Champagne Champagne Sauce paired with Prime Filet sauce Mignon (5 oz.) Parmesan Crusted Halibut Parmesan Crusted Halibut rubbed with Dijon Fresh halibut rubbed with Dijon and crusted with and crusted with Parmesan, herbs and crispy fried Parmesan, herbs and crispy friend onions, baked onions paired with Prime Filet Mignon (5 oz.) until golden brown Prime Rib Jumbo Shrimp Scampi in light lemon butter Served with natural au jus paired with Prime Filet Mignon (5 oz.) Vegetarian Stuffed Shell Vegetarian Stuffed Shell Stuffed with a vegetable medley of zucchini, Stuffed with a vegetable medley of zucchini, squash, asparagus, broccoli, Parmesan cheese, squash, asparagus, broccoli, Parmesan cheese, garlic and onion topped with roasted tomato sauce garlic and onion topped with roasted tomato sauce The following appetizers will be available to sample at your tasting: Madison Package Grand Package Chilled Appetizers Chilled Appetizers Roulade of Beef Tenderloin with Wild Mushroom Martini Jumbo Shrimp Cocktail, Cucumbers with Cream Cheese, Roulade of Beef Tenderloin with Hickory Smoked Salmon, Proscuitto and Fontinella Chipotle and Cilantro Filling Wrapped Asparagus Warm Appetizers Warm Appetizers Pesto Stuffed Mushrooms, Asian Chicken Lollipops, Miniature Chicago Style Pizza, Spanokopita (similar to Coconut Shrimp, Spring Rolls with Apricot-Pineapple Spinach Pie), Miniature Quiche, Miniature Chicken Sauce, Miniature Century Crab Cakes Wellington, Miniature Beef Wellington *Brides that have selected our Madison Package will sample all Madison Package appetizers. *Brides that have selected our Grand Package will sample all Grand Package appetizers and may select (2) additional Madison Package appetizers to sample.