Frequently Asked Questions
Payment and Deposits
What is the Service Charge for?
This charge includes delivery, pick up, admin fees, rental of chafers, platters, wood boards, etc., food prep time and replacement fees.
What type of payment is accepted?
VISA, Mastercard, Certified Cheque, or E-transfer. Please note: AMEX is not accepted. E-transfers are to be sent to: events@vividhospitality.ca We ask that the Sale Order # and Date of the event is included in the Notes Field.
Is there a deposit payment schedule? When is my final payment due?
I know everyone’s financial situation is different, so we don’t place you on a specific schedule of when payments are due. Absolute final payment is due no later than 72 hours prior to your wedding. Some couples have e-transferred $500 a pay check up until the wedding, and others have provided a certified cheque on the Wednesday prior to your event. Up to you as long as it’s all paid by 72 hours prior.
What type of deposit is required to book your services?
25% of the initial deposit is required upon confirmation. This can be paid via credit card, E-transfer, or certified cheque. The deposit is non-refundable upon cancellation however is applied to the final invoice.
Process
How long in advance should I book catering for my special event?
We suggest at least 6 months prior to your wedding or special event. However, the sooner the better as popular dates during wedding season from Victoria Day weekend until Thanksgiving will book up really fast.
When do you need final numbers, details etc.?
A final detail appointment will be done approximately 30 days prior to your wedding. This meeting is done at the venue and will cover all the details from food and beverage, final numbers, dietary restrictions, setup, rentals, staffing etc.
Can I add, change, or remove items after I’ve signed the contract?
Absolutely! All of these items can and will change once the detail appointment has happened 30 days prior to the wedding. However, after the detail meeting, all items listed on the contract are final.
Do you offer meal tastings?
A complimentary meal tasting is provided generally at the beginning of each year for weddings only. Multiple options will be provided. At this tasting, you will be asked to provide in advance a full meal for each person that you would hopefully like to enjoy at your wedding. At the tasting, we will ask for your feedback so we can make sure the food is perfect for your special day! Additional guests can be brought to the tasting, there is an additional fee that would apply.
When do you deliver all the rentals that we have requested?
Rentals are delivered on the Wednesday prior to your event if we are able to. Please make sure there is a spot out of the elements to store them.
When is the setup done for my wedding?
Setup of the rental items provided by Vivid Hospitality will be done the day before the event. If you are having your reception in a tent, we do ask that you have walls on the tent for the setup day in case of wind, or inclement weather. The walls can be removed by your team the day of the wedding.
What if you can’t setup the day before?
It is not ideal but it’s no problem either! Our team will come first thing at 9am and setup for the event (including the rentals if this was not able to be delivered on the Wednesday). We will then return later in the day of course with all of your yummy food.
Details
What if I have guests with dietary restrictions or allergies?
All dietary restrictions are able to be accommodated as long as you inform us in advance. This can be either adjusting the recipe on the items ordered OR providing a separate new option for that guest to ensure that they get to enjoy as well.
How does the food arrive to my delivery location?
All of our cold food is served in ceramic bowls or platters. All hot food is provided in Chafing Dishes. We also include serving utensils for each item ordered.
Can you customize or provide menu items that aren’t listed on your menu?
Absolutely! We have very talented Chefs in our kitchen and can whip up just about anything. Ask your sales team member what you are hoping to enjoy, and we can make that happen for you and provide you with the prices associated.
I would like to provide my own alcohol. Can you supply the bartender?
Unfortunately, we only supply bartenders with the service of our alcohol under our Liquor License.
This is for insurance and liability purposes.
What items do I need to provide for the Catering team?
We do ask that there is at least 2 - 15 Amp Outlets on two SEPARATE breakers, however this is only required if we will be providing coffee service for your event.
If the wedding is outdoors, we will require a catering tent for plating, clearing and storage before and during your wedding. A minimum of 10 x 20 is required. We ask that this tent be as close as possible to the main tent so that food does not get cold walking from our tent to the reception tent.
Miscellaneous
Do the serving team need to stay until the end?
No, we don’t need to stay until the end if you don’t need us to. Most clients and couples only request us to be there for dinner service and to clean up the rental items from dinner service. Please note: this does mean glassware as well so we will remove all cutlery, glassware, and dishware from the venue after dinner. We encourage you to switch to plastic/disposable glassware on the bar at this time to prevent additional service staff charges if they have to stay longer than originally planned.
Do you have preferred vendors you need us to use for our wedding?
You are welcome to use any vendors you like for your décor, DJ, officiants etc. However, we do have our favourites, who are a great price point, that we do recommend you go with. These are listed within our menus for your review. We’re also happy to e-introduce you to them as well.