Proposal

At the end of your complimentary consultation, Elmina Caterers will prepare a proposal for your
consideration.  Our proposal will give you a detailed breakdown and outline item cost of food,  
beverage, equipment, (linen, china, and associated service ware), staffing, set-up and clean-up details
and all related cost.

Contract

When you have made a decision to contract Elmina Caterers, we will prepare a contract for your
signature.  We require that the contract is signed by either the bride or groom (or any responsible
party).  Your wedding date will be confirmed once the contract is signed and a deposit is made.

Save the Date Option

If you're not ready to sign the contract, but you do not want to risk loosing your date on our
calender, this option is right for you.  Take a load off your mind!  You can sign our save the date
agreement and we will hold your date for 30 calender days while you continue to work on your
guest list and other major tasks associated to with your special day.  The agreement requires a
$500.00 non-refundable deposit.  The deposit will be credited to your first down-payment when you
sign the contract.  Please speak to your account executive for more details.

Licenses, Insurance, & Permits

Elmina Caterers  holds a Certified Food Service Manager's Certificate, A State issued Health Permit,
Licensed with the State of Virginia, An ABC Liquor license account, operates out of a certified
commercial kitchen, and carries a $2,000,000 General Liability Insurance Policy with liquor liability.

Service Charges & Taxes

Eighteen percent (18%) service charge and a five percent (5%) state tax will be added to all packages.

Facilities

If your selected reception site does not have a full commercial kitchen facility, additional, charges
may be incurred to provide the necessary equipment for the service of your menu.

Payment Schedule

3 Payment options are provided for your convenience:

Option 1 (2 Payments):
 A 50% deposit is made when the contract is signed.  The second payment of
the total is due two weeks prior to the event.

Option 2 (3 Installments): Payments are made in three equal installments.  One third (1/3) of the
contract value is due when the contract is signed.  The second payment is due six weeks prior to the
event, and the final payment is due two weeks prior to the event.

Option 3 (Monthly Installments): Payments are made in equal monthly installments until your
event date.  The first payment of 25% of the total is made at the signing of the contract, and the
remaining balance is divided in equal monthly installment until two weeks prior to the event date.  
When this option is selected, each payment may be made electronically and can be taken
automatically on the date chosen.  

If these options are not convenient for the client, we can customize a payment schedule to reflect
their budget needs.  For either option, the final payment is subject to revision if changes are made to
the contract.  All bills must be settled before the reception or service will not be rendered.   All credit
card payments are subject to a separate 3% credit card processing fee.

Wait-Staff Dress Code

Formal Attire: white tuxedo shirt, black slacks, black shoes, and a black bow tie.

Ice-Cream Stations

Our fun and interactive Ice-Cream Station is a great way for excellent guest interactions.  Stations
are filled with various flavors of ice-cream.  Guests are given the opportunity to choose from:
Chocolate, Vanilla, & Strawberry.  Stations remain open for a maximum of two hours for $4.50pp.  
Stations also include various ice-cream toppings: fudge sauce, chocolate sauce, raspberry/strawberry
sauce, caramel, sprinkles, & nuts.

Coffee & Tea Station/Service

Add Coffee & Tea service to any of our wedding/social/corporate packages for just $3.80pp.  Service
includes: Fine coffee selections, herbal teas, coffee cup & saucer, sugar, cream, 4 ft or square table and
linen (white/ivory) **if necessary**.  Our coffee & tea service can be provided on a separate table or
included on the table setting.  

Equipment Rental

We provide a full line of tables, chairs, silverware, chafers, fine china, linen, and many more.  Why
waste time dealing with another vendor when you can get all of your rental items from us.  Ask
your representative for our Special Events price list.
Social Events
Policies & Procedures