Evergreen Centre - Function Information

Evergreen Centre

Function Information Policy - 2008
It is our pleasure to provide you with the following information pertinent to the special event you are planning. We, at the Nipawin Evergreen Centre, are looking forward to working with you to make your function a complete success! Thank you for providing us with the opportunity to be of service to you.

Booking Your Function	Room Capacity	Rental Costs (daily)	Deposit	Damage Deposit	Decorating
Smoking Policy	Removing your decorations/equipment	Guest Count	Vacating the premises	Music	Liquor
Bartender/Supervisor	Catering Policy	Corkage	Punch	Coffee	Table Cloths / Skirting
Questions

1. Booking Your Function:
All Bookings are made through the Evergreen Centre office (862-9795). To avoid disappointment, booking should be made as far in advance as possible.

2. Room Capacity
	Auditorium:	up to 450 for banquets, weddings, etc. up to 600 chairs for concerts, informational events etc.
	Jackpine Room:	up to 65 with a head table for weddings, banquets, etc. up to 75 with no head table for banquets, etc. up to 100 chairs only & podium for informational events
	ProShop:	(Off season) same capacity as Jackpine Room
	Rotunda:	up to 40 people
	Committee Room:	up to 12 people
	Receiving Room:	up to 25 people

3. Rental Costs (daily):
	Jackpine Room:	$100.00 (all day)	$60.00 (less than 4 hours)
	Auditorium:	$375.00 (full)	$245.00 half of auditorium (curtained off)
		$140.00 (quarter - available Monday to Friday only)
	ProShop:	$90.00 (all day)	$50.00 (less than 4 hours) (off season)
	Rotunda:	$90.00 (all day)	$50.00 (less than 4 hours)
	Receiving Room:	$90.00 (all day)	$50.00 (less than 4 hours)
	Committee Room:	$50.00 (all day)	$35.00 (less than 4 hours)
	Ice Surface:	$525.00 (off season)

4. Deposit:
When confirming your function, a 100% room deposit is required. This deposit should be made within at least two weeks of booking your event. This deposit will be deducted from your invoice at the time of billing. The deposit is refundable only upon extenuating circumstances, and notification must be received at least three months prior to the event.

5. Damage Deposit:
A damage deposit of $250.00 is also required at the time of making the room deposit. An event which is considered by management to be "high risk" will be required to make a $500.00 damage deposit. If there is damage caused at your event, your damage deposit would be forfeited to the Centre. If the repair of the damage exceeds the deposit amount, you would be expected to pay for any additional costs incurred. If there is no damage, this deposit would be deducted from your invoice, at the time of billing.

6. Decorating:
If there is not a booking the day prior to your event, you would have access to the auditorium by 10:00 a.m. to decorate. If there is a booking the day before, we will make every effort to get you in to decorate by 10:00 a.m. the day of your event.
Funtak only on the walls - no tape, staples, etc. to be used.
Folding of napkins & placing in wine glasses, putting candles in holders, your own skirting on the head table, etc. are considered part of your decorating.
Use of confetti is not allowed on the premises (this includes glitter, stars, hearts, etc). An additional fee may be added if used.
You may also add decorations to the mini lights already in place on the ceiling of the auditorium.
Due to fire regulations, certain props (i.e. straw bales) are not appropriate for use in our facility for decorating purposes.
All exits must be kept clear at all times.

7. Smoking Policy:
The Evergreen Centre is entirely a Non-Smoking Facility.

8. Removing your decorations/equipment:
Unless other arrangements are made, removing your decorations and equipment from the Centre by 10:00 a.m. the next morning would be appreciated. If there is another function booked for the next day we would request that your decorations and/or equipment be removed earlier than 10:00 a.m., we would notify you if this was the case.

9. Guest Count:
When you book your event we will request an approximate number of guests.
All menus require a guaranteed number of guests 48 hours in advance. The last indication of expected guests will be the number we will prepare for, and the number used for billing. If the number of guests exceed your confirmed numbers, you would be billed for the increased number. Children six years & under are billed at half price; there is no cost for infants & toddlers (1 year & under). Include these numbers when you confirm the expected number of guests, notifying us of the breakdown. We will have sufficient food for your guests, and the buffet will be left out for those who may want seconds. All remaining food becomes the property of the Centre.

10. Vacating the premises:
We ask our guests to vacate the auditorium by 2:30 a.m. - an additional charge of $50.00 will be applied if the room is not vacated by this time, along with the additional overtime hours of the Evergreen Bartender/Supervisor.

11. Music:
The music for your function is your responsibility - we need to know what is required in the way of set up for your music.

12. Liquor - Auditorium:
You may purchase you own liquor and permit for use in the auditorium for your special function. You can bring in your liquor, permit and cash float (if required) the day before if you wish (provided there isn't another function in the auditorium). The bar will close 1/2 hour prior to the time stated on your permit. The remaining 1/2 hour is for the consumption of the alcohol on the tables, after which all liquor must be removed.
As suggested by the Sask Liquor & Gaming your ticket sales should close 1 hour before your bar closes & your guests should be made aware of this. As per the Sask Liquor & Gaming regulations homemade products (i.e. wine) may not be used in our facility for any function.
You must be in accordance with all the regulations of the Saskatchewan Liquor Licencing Commission.
* During the off season, the ProShop & Curling Rink are available for functions, and the above liquor information applies to both rooms.
* The Evergreen Centre's liquor license is in effect in the Restaurant, Lounge and Jackpine Room - therefore all liquor consumed in these rooms must be purchased through the Centre.

13. Bartender/Supervisor:
It is our policy that you have an Evergreen staff person as bartender/supervisor at your function. This person is to be paid at a rate of $10.00 per hour for up to eight hours, and anything over eight hours would be at overtime of $15.00 per hour. Bartenders are paid from 1 hour before your bar opens until the room is vacated. We recommend one bartender per 100 people - you are welcome to provide additional bartenders. If you require th Centre to provide them, these people would be paid at the same rate.
If you require ticket sellers, you may provide them yourself. If you want th Centre to provide them, the above wage rate would apply. Bartenders and ticket sellers must be 19 years of age or older.

14. Catering Policy:
It is the Evergreen Centre Policy that outside Catering Services are not permitted to cater at the Centre. The Evergreen Centre Catering staff will look after all your food & beverage needs. However, if the Evergreen Centre serves your wedding guests a full banquet, families may bring in their own (not another caterer) late lunch for the dance.

15. Corkage:
Basic: $2.50 per person
Corkage includes glasses, ice and mix (fountain pop, orange juice, lime juice, Clamato juice). If there are additional folks coming to your dance (over & above the numbers confirmed for your meal), those numbers would be added to the corkage total. Our staff will do a head count to verify numbers for corkage.

16. Punch:
Non-alcoholic fruit punch can be supplied, at your bar, at a cost of $25.00 / 3.5 gallons. This includes use of our punch bowl and plastic glasses.
Fruit Punch, in pitchers placed on the tables, is also available at a cost of $4.00 per pitcher - wine glasses would be placed on the tables.

17. Coffee:
Other than with meals, coffee may be provided at a cost of: $8 small butler, $40 / 55 cup urn, $85.00 / 100 cup urn (this includes the cups, stir sticks, cream & sugar).

18. Table Cloths/Skirting:
Beige table cloths (for 8'x32" tables) & square white table clothes (for round tables) are included with your banquet meal price. The use of table cloths is not included in the late lunch price on our menu.
If you require any other color table cloths and/or cloth napkins, we can contact Andres Cleaners with those requirements for you - this would be an extra cost to you.
If there is no banquet involved in your function & you require table cloths, the rate of $2.00 per cloth would apply.
Skirting (White): $25.00 rental fee for Head Table, Guest Register, etc.

Some questions you may be asked when booking your wedding/special function:

Will you have a head table? How many people will be at your head table?
Will your head table have plate service? Bowl service? Go through buffet line?
Do you want your head table on risers? Where do you want your head table?
Do you want our skirting on your head table?
Do you need a podium & microphone? Where do you want it placed?
Do you want tables reserved for family? If so, how many tables?
Do you want round tables or long tables? Do you want table cloths?
Do you need a cake table? A gift table? A guest register table?
Do you have a band or DJ? Do you want them on risers? When will they set up?
When will you be in to decorate? What time?
What are your bar requirements? Own liquor & permit? Evergreen Bar?
Is it a cash bar? Do you have your own ticket sellers? Do you have extra bartenders?
Will you have a cash float? Will you bring it when you bring your liquor & permit?
Will wine be served with your meal? Will bottles of wine be set on tables, or at the bar?
Will you want wine glasses on the tables?
What time is your meal starting? What time do you want the bar to open?
What are your numbers for corkage? Will there be extra people coming to the dance?
Are you having a late lunch? If so, what time? Doing it yourself? Evergreen?
How many people attending? Any children 10 & under? Any toddlers 1 year & under?
How would you like your tables set up? Do you need any high chairs for your guests?

Evergreen Centre
300 Evergreen Drive
Nipawin, Saskatchewan
(306)-862-9795
evergreencentre@sasktel.net
tourism@nipawin.com