Catering & Convention Services/Exhibition Guidelines
SERVICE CHARGE AND SALES TAX
A service charge of 20% and Tribal Sales Tax of 6.75% will be added to all Banquet Check totals including food and beverage. All Audio/Visual and other equipment rental, and labor set up and site fees are free plus 6.5% tax. Room rental tax is 10.75%.
MINIMUMS AND LABOR CHARGES
For hosted consumption bars and cash bars, there is a Bartender charge of $100 per bar. Bars are staffed at (1) per hundred (100) guests, for up to four hours. Carvers, Chefs and station attendants are available at $150 per attendant. Stations are staffed at one (1) per one hundred (100) guests, per item for up to two (2) hours. Parties exceeding these limits will incur an additional labor charge of $50 per hour per attendant, chef or bartender. For groups of less then twenty (20) guests, an additional service charge of $150 will be charged on all served meals. The resort will provide one double-sided buffet for up to one hundred fifty (150) guests. For groups between twenty (20) and fifty (50) guests, an additional surcharge of $150 will be charged on all buffets. Any buffet choices may be served at an outdoor venue for an additional charge of $10.00 per person.
PAYMENT
Payment (Cash, Credit Card, or Cashiers Check) shall be made in advance of the function unless credit has been established to the satisfaction of the Resort, a minimum of thirty (30) days prior to the event, in which case a deposit shall be paid at the date of the event. For local and social functions, 50% deposit outlined in the initial contract agreement is required at the time of booking, and non – refundable after signing the contract. The estimated balance is due and payable three (3) business days (Monday through Friday) prior to the event. This payment will be accepted only twenty – one (21) days prior to the event. Either party may cancel the Catering Contract without cause at anytime prior to the event but will be subject to pay the other an amount based upon the following scale:
- More than six months of scheduled event date: 40% of estimated revenue.
- Six months to one month of scheduled event date: 60% estimated revenue.
- Less than one month of scheduled event date: 75% of estimated revenue.
- Less than one week of scheduled event date: 100% of estimated revenue.
GUARANTEES
Expected guest attendance must be specified by 11:00 AM, three (3) business days (Monday through Friday) prior to the event. The final guarantee will be number of persons stated on the Banquet Prospectus unless a revised guarantee is received by the above noted deadline. The Resort will set up and prepare for 5% above the guaranteed for functions up to one thousand (1,000) guests.
OUTDOOR VENUES
The Inn of the Mountain Gods Resort & Casino offers unique outdoor venues for your special events. Venues overlook Sierra Blanca Mountain, Lake Mescalero, Golf Course and the surrounding woodlands for an exquisite backdrop to any outdoor function. Evening functions at any area require a usage fee of $1,000 plus tax and gratuity that include basic lighting to highlight the function area and all basic set up and tear down labor charges.
ROOMS POLICY
IMGR&C must approve any modifications to the guest rooms, corridors or any location in the resort, including, but not limited to: removal of furniture, fixtures, artwork, adding tables or chairs, signage, using guest suites as meeting rooms or exhibit. No outside vendors are allowed to work in the resort and casino or guest suites without prior approval from IMGR&C.
DECORATIONS & LINEN
Table presentations provide classic elegant accents to enhance any seated banquet, buffets or reception. Our basic service uses Classic European China, elegant stemware and flatware. Fresh floral arrangements, themed decorations and other requirements may be arranged for by our Catering Sales Associates at a nominal additional charge.
INCLEMENT WEATHER
Due to the demands of staff scheduling and equipment movement, in the inclement weather the resort will decide on the day of the event four (4) hours prior, whether the event will be held outside or inside. If the weather forecast calls for more than a 40% chance of rain, extreme temperatures, high winds or lightning, the function will be moved to an inside space to assure the safety and comfort of guests and staff.
AUDIO/VISUAL
The resort offers all basic Audio/Visual requirements, including: podiums, microphones, amplification systems, projectors of all types, screens, laser pointers, flip chart, etc… Upon request your catering sales manager will provide a brochure listing all currently available Audio/Visual equipment, services and corresponding charges. Special Audio/Visual needs and technical support will be arranged for and provided by our trained, professional Audio/Visual team members.
FOOD/BEVERAGE
Health regulations, alcoholic beverages laws and liability insurance issues require that all food and beverage must be purchased through the Inn of the Mountain Gods Resort & Casino. No food or beverage of any kind may be brought in the resort by event of function planners or their guest. No food or beverage of any kind may be removed from the property at the conclusion of an event.
All continental breakfast and/or breaks will be presented for one hour.
All buffet style meals will be presented for one and a half hours not to exceed a total of two hours.
All plated entrees will be served within 30 minutes from the start of the scheduled meal time. All dinner entrees will be served within 30 minutes after the soup or salad portion of the meal has been served.
PACKAGES, BOXES, EXHIBITS & STORAGE
Package box and exhibit arrival for storage arrangements will be made by the Catering Director. Small packages will be accepted three (3) days prior to the event/meeting date. Boxes received will be charged at a rate of $5.00 handling fee per box for boxes weighing 41 pounds or less and $10.00 per box for items over 41 pounds. Boxes received on shrink wrapped pallets will be assessed $75.00 per pallet for handling and storage. All displays or exhibits must conform to Mescalero Fire Department regulations.
The Resort prohibits the affixing of anything to walls, floors or ceilings with nails, staples, tapes or other material. In the event this occurs without authorization by the Director of Engineering and damage occurs, the cost of repairs/replacement will be charged to the group/customer. Shipment of materials to the Resort should include the following information to assure proper delivery and handling. (If sending more than one (1) package within a single shipment, please number each box in sequence.)
Inn of the Mountain Gods Resort & Casino
PO Box 269
Mescalero, NM 88340
Attention: CONVENTION SERVICES DEPARTMENT
(GROUP NAME)
(REGISTERED GUEST / PLANNER NAME)
(YOUR ARRIVAL DATE)
FUNCTION ROOMS
Should anticipated meeting/group size increases/decreases, Inn of the Mountain Gods Resort & Casino reserves the right to move the function to a suitable sized space, with notification to accommodate the revised anticipated attendance.
SMOKING REGULATIONS
Due to the occasional danger of forest fires in New Mexico, smoking is prohibited outdoors. Smoking in function rooms is also prohibited. There are designated smoking areas throughout the hotel.
SECURITY
The Inn of the Mountain Gods Resort & Casino will not be responsible for damage or loss of any merchandise or articles left at the Resort prior to, during or follow the client’s meeting/function. Arrangement for security should be made prior to the planned meeting/function. A Catering Sales Associate will assist in these arrangements. Meeting rooms with “Air Walls” cannot be secured; a security guard is recommended. Offices and other expanded meeting related spaces may have door lock cards recorded at the rate of $10.00 per card. A Catering Sales Associates will make these arrangements.
Security Guards may be provided for at $50.00 per hour with a (4) hour minimum per Security Guard. Outside security providers may not be utilized.
LOST AND FOUND
Lost or misplaced items will be turned over to the housekeeping department where they will be logged and held in a temporary claim storage area for up to thirty (30) days.
SIGNS AND BANNERS
The Resort reserves the right to approve all signs placed in the banquet meeting areas. All signs must be professionally printed. Signs are not permitted on guestroom floors or public areas, elevators or building exterior. Printed signs outside function rooms must be posted on easels or appropriate framed sign holders. Catering Sales Associates are able to assist you with the printing of suitable signs or banners at nominal charge.
WEDDING PLANNING
Professional wedding planning services are available by the Resort Catering Sales Associates. We offer the regions finest wedding planning services. From simple receptions to elaborate wedding ceremonies, sit down wedding dinners & elaborate wedding cakes.
SETUP CHANGES
Due to the time and labor required to reset a meeting room as approved in the initial Catering Prospectus, additional set – up charges will apply if the guest/meeting planner changes the room set – up on the day of the event. These changes will apply to and not limited to changes of style, direction of set – up, change in numbers, linen colors, and AV equipment.
EXCESSIVE CLEANUP
The use of decorations material must be approved by the Catering/Banquet office. Weddings and special events are asked to refrain from a “throw of rice, confetti, popcorn or any materials that would cause harm to the general public or similar damage to the property.“ Balloons Drops and similar festive décor must be approved by the Food and Beverage Director. Additional labor fees will be added to the billing of the event for excessive clean – up of the aforementioned items.
