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 while you continue to work on your guest list and other major tasks associated to with
your special day. The agreement requires a $250.00 non-refundable deposit. The deposit will be
credited to your first down-payment when you sign the contract. Click Here to download the agreement.
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 Payments 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 bestowed. 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 $3.5opp. 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.
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 while you continue to work on your guest list and other major tasks associated to with
your special day. The agreement requires a $250.00 non-refundable deposit. The deposit will be
credited to your first down-payment when you sign the contract. Click Here to download the agreement.
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 Payments 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 bestowed. 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 $3.5opp. 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.
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