VENDORS HANDBOOK
BUTTERFLY EVENTS
WHATEVER YOUR VISION IS BUTTERFLY EVENTS IS HERE TO MAKE YOUR VISION COME TRUE. OUR TEAM OF DECORATORS AND OUR EXPERTISE ARE WHAT MAKE YOUR EVENT A DREAM COME TRUE.
BUTTERFLY EVENTS, ENTITLES YOU TO ONE PERSONAL AND PRIVATE CONSULTATION, A DEMONSTRATION OF YOUR TABLE LINEN WILL BE SET UP FOR YOU TO EXPLORE WITH COLORS OF YOUR CHOICE.
LINENS: POLYESTER INCLUDES LAP LEGNTH LINEN EITHER WHITE, IVORY OR BLACK , YOUR CHOICE OF COLORED OVER LAY (29 colors available to choose from) POLYESTER CHAIR COVERS IN WHITE, IVORY OR BLACK WITH COLORED ORGANZA SASH (29 colors available to choose from).OR YOU HAVE THE CHOICE TO UPGRADETO SATIN LINEN WHICH IS FLOOR LEGNTH LINEN IN (29 colors to choose from) WITH THIS UPGRADE IT INCLUDES THE CHARGER PLATES IN GOLD OR SILVER.(wine glasses and napkins are included in the gold package, if you are adding these as an upgrade it is sold individually) ______
ARTE TOPYARI’S FLORAL CREATIONS
YOU ENVISION IT AND THEY WILL CREATE YOUR DREAM AND UNIQUE FLORAL ARRANGEMENT.
YOUR ARE ENTITLED TO ON PRIVATE AND PERSONAL CONSULTATION TO ENJOY EXPLORING NEW IDEAS FROM A CUSTIMIZED CENTERPIECE TO DESCRIBING AND DESIGNING YOUR OWN PERFECT CENTERPIECE. IF YOU
WANT TO SEE THE ACTUAL CENTERPIECE BEFORE YOUR EVENT A COSTFOR THE FLOWERS WILL BE NEEDED.
CENTERPIECES:IN THE GOLD PACKAGE YOU ARE ENTITLED TO SMALL CENTERPIECE WITH EITHER NATURAL OR ARTIFICIAL FLOWERS. IT CAN BE EITHER A KEEPSAKE OR RENTAL AT NO ADDITIONAL COST. YOU WILL GET TO SEE DIFFERENT PICTURES FROM WHICH YOU CAN CHOOSE FROM. EACH CENTERPIECE WILL INCLUDE A MIRROR AND TWO TEA LIGHTS (Which are rental items). YOU CAN UPGRADE ANY OF THE PACKAGES IF NECESSARY TO MEDIUM OR LARGE FLORAL ARRANGEMENT ______
DEBBIES CATERING
YOUR CATER WILL PRESENT A PERSONAL “TASTING” OF THE PLATE YOU CHOOSE FROM.
CATERING: WITH OUR GOLD PACKAGE WE USE DEBBIES CATERING SHE HAS MANY CHOICES TO CHOOSE FROM. HER PACKAGE CONSITS OF 1 ENTRÉE, 2 SIDES, BUTTER, BREAD or TORTILLAS, CONDIMENTS, PLATES, NAPKINS AND UTENCILS (PLATES NAPKINS AND FORKS ARE DESPOSIBLE) IF NEED TO UPGRADE YOU DEFFINATELY CAN.
YOLANDAS CAKES/BAMBOO BAKERY
WE BELIEVE A WEDDING CAKE SHOULD TASTE EVERY BIT AS GOOD AS IT LOOKS! TO THAT END, WE OFFER A WIDE SELECTION OF FLAVORS, FILLINGS, FROSTINGS AND DESIGNS FROM WHICH TO CHOOSE. YOUR BAKER WILL PRESENT A PERSONAL “TASTING” CAKE TO SAMPLE AS YOU DESCRIBE AND DESIGN YOUR PERFECT WEDDING CAKE.
CAKES: WITH OUR GOLD PACKAGE WE USE YOLANDAS CAKES THEY HAVE GREAT SELECTION, MANY STYLES, FLAVORS AND FILLINGS TO SELECT FROM (NO FANDUE) FLOWERS FOR CAKE ARE INCLUDED AS LONG AS THEIR SILK IN NEED OF NATURAL FLOWERS OR ANY SPECIAL TYPE OF SUGUAR COATED FLOWERS HASA EXTRA FEE. AT TIME OF APPOINTMENT WITH HER SHE DOES REQUIRE A DEPOSIT FOR HER RENTAL ITEMS WHICH IS RETURNED TO YOU AS LONG AS HER ITEMS ARE RUTERNED IN GOOD CONDITION.
BAMBOO BAKERY IS USED AS AN UPGRADE WITH US, HIS WORK IS VERY UNIQUE AS WELL BUT ONLY USES FONDUE FOR THE OUTERSERFICE OF THE CAKE, BUT HAS MANY STYLES TO CHOOSE FROM AS WELL. ______
PHOTOGRAPHER
VIDEO AZUL:(100 5X7’s, 2 8X10’s, 1 16X20, STUDIO SETUP, TOUCH UPS ON ALL PICTURES, BLACK AND WHITE, AND SEPIA PICTURES PLUS TWO 2 DVD’S VIDEOS, START FROM YOUR HOME, TO THE CHURCH, TO PARK AND TO HALL. YOU WILL THEN TAKE PICTURES WITH BACKGROUND SETUP AT THE HALL.
GAZEBO
OUT SIDE CERAMONIES CAN BE PROVIDED AS LONG AS A PERMIT IS REQUESTED FROM THE CITY OF AVONDALE. (WE CAN NOT RESERVE THE DATE FOR YOU FROM THE CITY OF AVONDALE), BUT WE CAN WE SET UP, DECORATE AND TAKE DOWN. WE ARE NOT RESPONSIBLE FOR ANY DAMAGES OR LITERING DOWN OUTSIDE PREMISISE; WE CAN ONLY BE RESPONSIBLE FOR OUR ITEMS THAT HAVE BEEN BROUGHT IN BY OUR STAFF. ______
DEPOSIT POLICIES
BONZE, SILVER, GOLD AND PLATNIUM PACKAGES
This handbook is given to provide necessary information to your packages. We provide vendors that have been hand selected to fit any budget necessary to customize a package for your needs.You are entitled to one private consultation with each vendor where you will have a display table set up with your choice of linen colors, tasting of your food and cake, at that time you can choose a centerpiece from our book to select your table arrangement. If any changes need to be made later on or need a second consultation charges may apply. Please keep in mind that any rental items missing, broken or damaged will be taken out of your deposit.
If cancellation occurs your deposit is lost due to a percentage is give to vendors to reserve the date. If change of date is needed there is a $300.00 fee. Please be advised that we can not guarantee you the same services, or can’t guarantee the date you are requiring. If you continue to proceed with change of date and vendors don’t have another opening we are not responsible for any lost deposits. If you change the date again it’s an automatic cancellation______(unless otherwise approved by management)
Please be advised that we do require a security deposit that is held for damages. This includes;
Lost,broken, graffiti on hall premises or rental items.____
Any balloons or outside decoration must be taken off before event is over._____
If you have band or d.j. make sure you ask out setup time and take down time everything has to be off by 12:30 a.m. and closed by 1:00 a.m. ___
If you are bringing in your own catering please keep in mind if you don’t have waiters through us you are liable for your own clean up (trash from kitchen and tables only) ____
Old Town AvondaleReception Hall has included an addendum required to verify that that you are aware that by cancelling a contract with Old Town AvondaleReception Hall and Vendors you’re booking fee is non-refundable or not reimbursable.
Waiver for Cancellation
A waiver is required to cancel any type of contract done by Old Town Avondale Reception Hall and Vendors tied in to the contract. By signing this waiver you are not binded to any further payments with Old Town Avondale Reception Hall and Vendors.
Walk Through:
A walk through is done at the beginning of your event and a final walk through is done at the end of your event, if you are not able to make the walk through, please send a third party to sign off on the first walk through and the final walk through as well.
1) If no one shows up at 4:00 p.m. to do the first walk through no one can be admitted Inside building until it has been signed off on and agreed that one has been given to you. Sorry No Exceptions.
2)If final walk through has not been done by you or third party, any damages will be your responsibility. (It is important and it’s your responsibility that you ask for both walk through has been made, this protects you and ensures your $400.00 security deposit to be refunded back to you. With out that signature we can not guarantee a refund on your deposit)
Beer/Beverages
You are welcome to bring your own Beer/Beverages, but you are responsible for your guests, and we do not permit anyone under the age of 21 drinking. If this occurs we do have right to stop your event without any reimbursement. Any additional Alcohol is permitted to be brought in until 10:00 p.m. No exceptions.
Causes of Nature
If an emergency were to happen due to causes of nature we will intend to keep your event going with all of our resources possible, but if anything were to happen due to causes of nature we are not responsible for the loss of an event.
Security Guards
We provide two security guards to help keep the event organized and as safe as possible. We want your guest and yourself to enjoy the event as much as possible, but please note that you believe it is necessary for an extra security to be available you can request on for an additional fee.
Waiters and Bartender
We provide two waiters to help distribute the food, drinks and cake, through out the whole event, when you have gotten a package with us that includes the catering we also provide a server for 3 hours to help them serve while they distribute the dinner and drinks to your guests. So if you are bringing in your own food and need waiters, you might want to also contract the server as well for an additional fee or you can have someone serve the food while they distribute it.
The Bartender is available throughout the whole event, There services are to serve drinks and make any mix drinks for you as well, it is recommended to stick to three main drinks so you can have enough mixes and juices to serve your guests well.
Please make sure if you are contracting outside vendors to help you with your event any special requirements are gone over with us before you comply with them. (Cooking on premises, confetti or candles being lit are some restrictions that are NOT PERMITED). Any personal or rental items brought in by you need to be out the same night. Any time gone over the rental time is going to be deducted from deposit as well. By signing this contract you are aware that you have gone over the Contract, Vendors Handbook and this Addendum of the contract and that you agree to all of our terms given to you to proceed with this contract.
Packages
Venue
7 Hour Hall Rental
Usage of Kitchen
Usage of Dressing Room
Up to 21 Round Tables
2 Round Tables for Cake and Presents
1 Rectangle table for the Bride and Groom or Quinceañera
1 Arch with flower arrangements
Roman pillars with floral arrangements or Backdrop with Lights
6 Flower stands in entry way
2 Security guards
1 Event coordinator
Setup and Clean up
Bronze
7 Hour Hall Rental
Usage of Kitchen
Usage of Dressing Room
21 Round Tables
2 Round Tables for Cake and Presents
1 Rectangle table for the Bride and Groom or Quinceañera
1 Arch with floral arrangements
Roman pillars with floral arrangements or Backdrop with Lights
6 Flower stands in entry way
*Linen (White, Black or Ivory table cloth and Chair Cover in Polyester) and (over 20 colors for overlay and sash)
*2 Waiters and 1 Bartender
2 Security guards
1 Event coordinator
Setup and Clean up
Silver
7 Hour Hall Rental
Usage of Kitchen
Usage of Dressing Room
Up to 21 Round Tables
2 Round Tables for Cake and Presents
1 Arch with floral arrangements
Roman pillars with floral arrangements or Backdrop with Lights
6 Flower stands in entry way
1 Rectangle table for the Bride and Groom or Quinceañera
*Linen (White, Black or Ivory table cloth and Chair Cover in Polyester) and (over 29 colors for overlay and sash)
*2 Waiters and 1 Bartender
*D.J. (through out whole event)
*Cake
1 to 2 Security guards (1 per 100 guests)
1 Event coordinator
Setup and Cleanup
Gold
7 Hour Hall Rental
Usage of Kitchen
Usage of Dressing Room
Up to 21 Round Tables
2 Round Tables for Cake and Presents
1 Main Rectangle for the Bride and Groom or Quinceañera
1 Arch with floral arrangements
Roman pillars and floral arrangements or choice of Backdrop with Lights
6 Flower stands in entry way
*Linen (White, Black or Ivory Chair Cover polyester) & (over 29 colors in Satin to choose from)
*Table Setting (Gold or Silver Charger Plate)
*Accents, Wine Glass and Napkins
*2 Waiters and 1 Bartender
*D.J. (through out whole event)
*Cake
*Catering
*Centerpieces (Mirrors on each table)
1 to 2 Security guards (1 per 100 guests)
1 Event coordinator
Setup and Cleanup
(Satin linen included -$250.00 difference less)
All Inclusive Packages
7 Hour Hall Rental
Usage of Kitchen
Usage of Dressing Room
Up to 21 Round Tables
2 Round Tables for Cake and Presents
1 Arch with flower Arrangements
Roman pillars and floral arrangements or choice of backdrop with lights
6 flower stands in entry way
1 Main Rectangle for the Bride and Groom or Quinceañera
*Linen (White, Black or Ivory Chair Cover in polyester) and (over 29 colors in Satin to choose from)
*D.J. (through out whole event)
*Cake
*Catering
*Table setting (gold or silver charger plate)
*Elegant dinner plate, utensils, napkins and wine glass)
*Centerpieces (includes mirror for each centerpiece and your choice of accents)
*Invitations (125)
*Limo (Chrysler 300)
*Photography and Video (100 5X7’s, 2 8X10’s, 1 16X20, Studio Setup, Touch ups on all Pictures, black and white and Sepia Colors and 2 DVD’s)
1 to 2 Waiters and 1 to 2 bartenders ( per 100 guests)
1 to 2 Security guards (1 per 100 guests)
1 Event coordinator
Setup and Cleanup
(Satin linen included if not needed -$250.00 less)
Bronze, Silver, Gold or all Inclusive Packages include setup and take down we also include
Decoration of Main, Cake and Present table.
(these packages may change without further notice)