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Catering Policies

Menu

To insure availability of chosen items and delivery of

products by our vendors, menus must be finalized three (3)

weeks in advance of function.

Entrée selections for all plated banquet menus will be

limited to two choices unless dietary needs exist. Limited

dietary substitutions may be made in advance. There will be

a $2.00 surcharge per entrée for plated banquets with more

than one entrée choice. Exact counts for pre-selected menu

items must be given 72 hours (3 business days) in advance.

The event host or hostess must provide place cards for

meal selections. Place cards can be provided for an additional fee.

Buffet menus are available for parties of 50 or more. If a

buffet presentation is preferred for groups of less than one

hundred (100) an additional surcharge will be applied.

Food and Beverage

All food and beverages must be purchased through  Soaring Eagle

Inn and Conference Center with the exception of special

event cakes (service fees for these items will be applied).

No food will be brought in or taken off the premises.

All alcoholic beverages must be purchased from  Soaring Eagle Inn and

Conference Center as it is a law of the State of Michigan.

All buffets are designed to provide service for up to 1 ½

hours.

Special Items

Our Executive Chef works with the event coordinators to

assist you in planning any special menu if the enclosed

menus are not entirely to your specifications.

Additional services are available for an additional fee. Ask

your coordinator for details on the services that you may

require. Soaring Eagle Inn and Conference Center

 will provide additional staff, per your request,

for an additional fee.

A room re-set fee will be charged for any set-up changes

made less than 24 hours prior to the event.

Guarantee

A final guarantee is required 72 hours (3 business days)

prior to function. You will be charged for the actual number

served or the guarantee, whichever is greater. If no guarantee

is received by Soaring Eagle Inn and Conference Center

 Sales and Catering staff within the 72 hour period,

Soaring Eagle Inn and Conference Center will use the last indication

of the number of attendees and this will be considered

the guarantee and charges will be made accordingly.

 Soaring Eagle Inn and Conference Center reserves the right to

renegotiate the contract in the event the guarantee decreases more than 15%.

Once we have a guaranteed number, we will be prepared to

serve this guest count plus an additional 5%. The  Soaring Eagle Inn and Conference

Center reserves the right to substitute other available food and

services if necessary when the actual number of attendees

exceeds the guarantee plus 5%, or when the guaranteed

number is received less than 72 hours prior to the event.

Pricing

Prices are guaranteed 90 days prior to the date of the event.

All prices are subject to a 6% Michigan sales tax and 17%

service charge unless the price quoted is inclusive.

Not-for Profit and Government groups who qualify to have

the sales tax waived must provide a copy of their sales tax

exemption two weeks before the scheduled function. Not for-

Profit groups must pay by organization credit card or

Check Drawn on the organization’s account.

Deposit

Soaring Eagle Inn and Conference Center requires a deposit upon confirmation

of any event date. This deposit is refundable for 14 days from the

date the deposit is placed. After that date the deposit is not

refundable. Deposits for events booked within 30 days of

the event are also non-refundable.

Payments

Corporate Credit arrangements must be arranged 30 days

prior to the event for open account billing.

Unless credit arrangements have been previously made,

payment of 75% of the estimated cost must be made 3 days

prior to the event and a credit card provided to secure any

unpaid balance on the day of the event.

Cancellation

The client shall provide notice of any cancellation in writing.

The deposit is only refundable if cancellation is received

within the first 14 days of deposit being placed; if

it is received after that date the deposit is non-refundable.

Deposits for events booked within 30 days of the event are

non-refundable.

Any function which is cancelled within 72 hours (3 business

days) of the event will be subject to a 50% cancellation fee

based on the total cost of the event. Any function cancelled

between 4 business days and 14 business days of the event

will be subject to a 25% cancellation fee based on the total

cost of the event.

Table Set-Up

Each room is set with seating for all guests, tables for food

service, and up to four miscellaneous tables for your needs,

with our standard linen tablecloths, napkins and candle or

hurricane globes. Other types of linen, centerpieces, and

additional tables are available at additional charge.

To insure proper quality of food we serve, presetting of

courses is not a recommended procedure.

Table numbers and stands are available for seating

arrangements.

Decorations

Affixing anything to the walls, floors, columns, or ceilings in

any function room is not permitted. Our banquet staff will

be happy to hang banners for you in certain function rooms

at no additional charge.

Confetti is not permitted; any use of confetti will be subject

to an hourly cleaning fee in addition to the cost of replacing

any vacuuming equipment damaged by the confetti.

All decorations must be removed within one hour after

the end of the event. Any damages that occur will be the

responsibility of the customer.

Liability and Damages

Soaring Eagle Inn and Conference Center reserves the right to inspect and

control all private functions. The property’s security staff oversees all

functions and operations. If additional security is necessary

for your function, arrangements will be made for private

guards to be hired at the customer’s expense. Liability for

any damage to the premises will be charged to the sponsoring

organization. The party in charge of the function is

responsible for the conduct of all those who a�end.

No motorized vehicles or heavy equipment may be brought

into the building without prior approval.

Smoking is not permitted in any part of the PohlCat

Clubhouse.

Soaring Eagle Inn and Conference Center will not assume responsibility for

the damage or loss of any merchandise or articles le� on the premises

prior to or following function(s). This includes decorations

brought in by the client. Arrangements for security of

exhibits, merchandise, or articles set up for display can be

made prior to the planned event.

Entertainment/Closing

Musicians, orchestras, florists, photographers, etc. may be

booked by the client and will be solely their responsibility.

If entertainment groups (as listed above) are to be included

in your guaranteed meal count, please advise the Soaring Eagle Inn

and Conference Center 3 business days prior to the event.

All bands must finish their last set by 12:00 a.m. The

banquet room must be emptied by 12:30 a.m.

Last Call will be given on all cocktail service no later than

12:00 a.m.  Soaring Eagle Inn and Conference Center reserves the right to

control all functions held on the premises, and to discontinue service of

alcoholic beverages at any time, if, in the judgment of hotel

management, it would be in the best interest of the hotel,

and the guests, to do so.

Soaring Eagle Inn and Conference Center will be happy to coordinate florists,

musicians, orchestras, photographers, etc. for your event for an

additional fee.

Outdoor Functions

In the event of inclement weather, or the threat of inclement

weather as broadcast by the National Weather Service,

we reserve the right to move the function indoors, space

permitting. The decision to move an outdoor function

indoors will be made by Soaring Eagle Inn and Conference Center management

at least 4hours prior to the function’s starting time. If the decision is

delayed per your request and the result is the setting of both

indoor and outdoor space for said function, a service charge

of $2.50 per person will be incurred.

Audio Visual

We provide each group standard audio visual services at no

additional charge. These services include use of overhead

projector, VCR/TV, slide projector, floor and tabletop

podiums, easels, chalkboards, and microphone. Additional

services including flip charts and dry-erase boards are

available at additional charge; please contact your event

coordinator at least one week prior to your function.

Special electrical and telephone hookups must be arranged

prior to the function.

Collection Costs

Client agrees that in the event litigation or court action is

commenced or Soaring Eagle Inn and Conference Center incurs costs

or attorney fees to collect fees due from client, the client

will be responsible for all actual costs and attorney fees

incurred regardless of the outcome of such litigation or court

action. A late fee of 2% per month will be imposed upon all

amounts after each thirty (30) day period.

Excused Non-Performance

If Soaring Eagle Inn and Conference Center is unable to perform its obligations

 under this agreement for reasons beyond its control, including, but not

limited to, strikes, labor disputes, accidents, government

requisitions, restrictions or regulations on travel, facility

operations, commodities or supplies, acts of war or acts of

nature, such non-performance is excused and Soaring Eagle Inn and

Conference Center may terminate this agreement without further liability of

any nature, upon return of the patron’s deposit. In no event

shall Holiday Inn be liable for consequential damages of

any nature for any reason. If the space reserved hereunder

is not available for the event,  Soaring Eagle Inn and Conference Center

may substitute other space, similar or comparable, and the patron will agree

to such substitution. In any event, Soaring Eagle Inn and Conference Center

shall not be liable beyond the amount paid for the use of the rooms

herein reserved.