CORONAVIRUS POLICIES

As the coronavirus pandemic continues, we recognize that many of our client partners are considering whether – and how best – to go forward with their events. We hope this information, which we update regularly, will help inform these difficult decisions. Please note that, as this policy evolves to react to changing conditions, the policy that will apply will be the version in effect at the time you formalize any change to your event.

Thank you for trusting Occasions to be your catering partner and for your understanding of our policies on this important matter.

WE’RE CLOSELY TRACKING DEVELOPMENTS

  • We’re collaborating with industry partners to be sure we’re following local and national best practices, in addition to adhering to evolving guidelines set forth by government authorities.
  • Our team is actively involved with the Colorado Event Alliance, an organization formed to support special event industry employees and advocate for the safe return to events.
  • Our team is part of Denver Mayor Michael Hancock’s Economic Relief and Recovery Committee, working to ensure that special events are addressed as public health decisions are made.

SAFETY ENHANCEMENTS

Keeping guests and staff safe at events

  • We have suspended service styles that require guests to share utensils and have added protocols that maximize distancing opportunities as food and beverage are served.
  • We have designed and constructed custom Station Viewing Screens to protect our signature food displays.
  • Everyone who comes in contact with event food or equipment is completing a health screening upon arrival, and we allow only those individuals who pass the screen to work.
  • All personnel are wearing masks and gloves while working.
  • We are washing hands and changing gloves with defined frequencies and are logging these activities.
  • We are re-sanitizing certain equipment immediately prior to food service.
  • We are asking our clients to partner with us on keeping their events safe, by communicating actively with their guests about safety protocols and agreeing to follow the guidelines set forth by government authorities.

Costs for safety enhancements

  • Many of the comprehensive safety enhancements we’re implementing involve significant increases in costs.
  • To the extent these are not event-specific costs, we will absorb these as part of our overhead. For example, the frequent training sessions we conduct and extra time spent cleaning and sanitizing equipment are part of our expenses.
  • Certain costs, such as added staff hours and equipment and rentals at events, will result in adjustments in your catering costs. For example, if we have to add staff to be able to tend the buffet for guests, these staff will be included in your labor charges.

RESCHEDULING EVENTS

Rescheduling in General

  • To reschedule your event, we must be able to accommodate your new date on our calendar, and the revised event must be of an equivalent scope.
  • If your guest count must be reduced in order to comply with a government restriction on the size of events, we will adjust your event costs accordingly, or you may reschedule the event as discussed here. If the government limit is 10 or fewer guests, you may cancel as discussed below under Canceling Events.
  • If you execute a rescheduling agreement with us at least 31 days before the event, we’ll credit all amounts due at that time to the new event date.
  • If you execute a rescheduling agreement with us 8-30 days before the event, we’ll credit one-half of the 60% balance that is owed at that time.
  • If you execute a rescheduling agreement with us 0-7 days before the event, we’ll credit one-half of the entire event balance, all of which is owed at that time.
  • Credits will be applied to the rescheduled event, not refunded.
  • Please note that our standard practice is to require certain event minimums on high-demand dates, and this may affect availability for your reschedule request.

Rescheduling 2020 Events to 2021 Dates

  • Our hourly staffing charges are increasing in 2021 due to mandated wage increases in Denver starting January 1. These new rates will be reflected on your rescheduled event.
  • If your event is rescheduled to a Friday, Saturday or Sunday during the months from May to October, or if it is moved to December, we will re-price your menu based on 2021 rates.
  • If you choose an off-peak day or month, we will honor the pricing in your current agreement.

CANCELING EVENTS

We understand that canceling your event involves an agonizing decision about disrupted plans and the absorption of certain costs. Meanwhile, the cancellation provision of our contract reflects our commitment to devote to each event the resources needed to provide our unique brand of catering. In exchange for that commitment and the costs of keeping it, we depend on our contracted revenues to maintain and build a business that has served the Denver community for 50 years. In addition to the longstanding dedication Occasions has to care for the community as a whole, our employees and our business are also part of that community and deserve important consideration as we balance these emergent public health concerns.

Cancellations Due to Government Action

  • If a government ban on private events, or a restriction on events to 10 or fewer people, forces the cancellation of your event, we will release you from all obligations of your bill except for the Save the Date Payment, plus any actual out-of-pocket costs we’ve incurred in preparation for your event that exceed that payment.
  • If a government entity restricts your event to a number greater than 10, we will adjust your event costs accordingly, unless you reschedule in accordance with the Rescheduling Events section above.

Additional Cancellation Provisions

  • If we cancel your event because you won’t agree to follow the safety guidelines set forth by government authorities, we will treat that as a cancellation by you and follow the schedule outlined below with respect to the event finances.
  • If we cancel your event unilaterally for any other reason, we will refund any monies we have collected from you. In 50 years, we have never canceled a client’s event.
  • If you cancel at least 91 days before the event, the Save the Date Payment will be retained by Occasions.
  • If you cancel 8-90 days before the event, 60% of the total event balance is owed.
  • If you cancel 0-7 days before the event, the entire balance is owed.
  • We work closely with the non-profit We Don’t Waste to arrange for donations of surplus foods from last-minute cancellations.