CORONAVIRUS POLICIES

The coronavirus pandemic has continued longer than most people anticipated, and we know that many of our client partners are considering how best to proceed with their events. We hope this information, which we update periodically, will help inform these difficult decisions.

Please note that the policies in effect at the time you formalize any change to your event will apply to that change.

Thank you for trusting Occasions to be your catering partner and for understanding our policies.

WE’RE CLOSELY TRACKING DEVELOPMENTS

  • We’re collaborating with industry partners to be sure we’re following best practices, in addition to adhering to government orders.
  • We are actively involved with the Colorado Event Alliance, an organization formed to support special event industry employees and advocate for the safe return to events.
  • We’re of Denver’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 built custom Station Viewing Screens to protect our signature food displays.
  • Everyone who comes in contact with event food or equipment must pass a health screening upon arrival to be allowed to work.
  • All staff wear masks and gloves while working.
  • We wash hands and change gloves with defined frequencies and are logging these activities.
  • We re-sanitize certain equipment immediately prior to food service.
  • We ask 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 ordered by government authorities.

Costs for safety enhancements

  • Many of the comprehensive safety enhancements we’ve implemented involve significant increases in costs.
  • We are absorbing most of these new costs, such as the frequent training sessions we conduct and extra time spent cleaning and sanitizing equipment.
  • Certain costs, such as added staff hours and equipment and rentals at events, will be included on your catering bill. 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

  • NOTE: If you go forward with your event as scheduled, but the guest count must be reduced in order to comply with a government order restricting the size of events, we will adjust your event costs accordingly.
  • 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. We require a written reschedule addendum, which must specify event details such as date and location.
  • The reschedule addendum will take effect only if/when you are current with all payments due to us in connection with your event.
  • If you execute a reschedule addendum with us at least 22 days before the event, we’ll credit all amounts due at that time to the new event date.
  • If you execute a reschedule addendum with us 8-21 days before the event, we’ll credit one-half of the 60% balance that is owed at that time to the new event date.
  • If you execute a reschedule addendum 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, to the new event date.
  • All credits will be applied to the rescheduled event, not refunded.
  • All events rescheduled for 2021 dates will be subject to staffing charges implemented due to mandated wage increases in Denver starting January 1. Most 2021 events already reflect these rates.
  • All events rescheduled for 2022 dates will be subject to a 10% increase in contract amount.
  • If you reschedule your event a second time, thank you for hanging with us. Also, we require that you bring your total paid balance to at least $2,000 in connection with the second reschedule addendum.
  • 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.

CANCELING EVENTS

General Cancellation Information

  • We understand that no one wants to cancel their event. At the same time, we depend on our contracted revenues and payment schedules to maintain a business that has served the Denver community for over 50 years.
  • If you are considering canceling your event, please familiarize yourself with the language below before making that difficult decision. We do adhere strictly to this policy.

Cancellations Due to Government Action

  • If you cancel because a government order covering your contracted date prohibits events at your venue, or limits such events to 10 or fewer guests, 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 you cancel because a government order covering your contracted date at your venue restricts events to a guest count greater than 10, but less than the number of guests for which you’ve contracted, we will adjust your event costs to the maximum allowable guest number and release you from any obligations of your bill in excess of that adjusted cost.

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 reason other than a government action as described above, 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.