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What is the responsibility of The Ritz-Carlton Special Events Manager?
- Act as the on-site liaison between your wedding coordinator and Hotel operations staff.
- Establish your guest room block and monitor the status of reservations (if applicable).
- Personally oversee the details of the bride and groom’s room reservations (if applicable).
- Recommend Special Event Professionals to provide wedding coordination, music, floral, photography, ceremony officiant, invitations and amenities.
- Act as menu consultant for all food and beverage selections.
- Detail your Banquet Event Order and Wedding “Resume” outlining all of your event specifics and overnight accommodations to ensure that all information is communicated successfully to the operational team of the Hotel.
- Create an estimate of charges outlining your financial commitments and deposit schedule.
- Create a floor plan of your function space in order for you to plan and provide the Hotel with your seating arrangements.
- Oversee the ceremony and reception room(s) set-up, food preparation and other Hotel operations.
- Ensure a seamless transition to the Banquet Captain on the day of your event.
- Review your banquet checks for accuracy, prior to the completion of your final bill.
What are the responsibilities of a Wedding Planner?
- Assist with etiquette and protocol for invitations, family matters, ceremony and toasts.
- Create a timeline for your entire wedding day, including the ceremony and reception to supply to the Special Events Manager.
- Organize and coordinate your ceremony rehearsal. Remind bridal party of all pertinent “call times” and “don’t forgets” on the wedding day.
- Confirm call times and details with all vendors several days prior to the wedding day.
- Be the liaison with your family, bridal party and all vendors.
- Assist the bride and bridal party with dressing.
- Ensure the ladies have their corsages and bouquets, etc., and assist with pinning of the gentlemen’s boutonnières.
- Deliver and arrange ceremony programs, escort cards, place cards, favors and any personal items.
- Coordinate your actual ceremony (i.e. line up bride party, assist bride with dress, etc.)
- Coordinate your reception (i.e. grand entrance, first dance, toasts, cake cutting, etc.)
- Coordinate with vendors and the Hotel Banquet Captain to ensure timeliness of your events.
- Collect any personal items you may have brought at the conclusion of the reception.
- Count and collect all wedding gifts and deliver them to the appropriate location at the conclusion of your event.
- Assist you with full-service coordinating from your engagement to your honeymoon, should you select a full-service package.
Does the hotel offer a discounted guest room block?
If you wish to reserve a block of rooms for your family and guests, please notify your Catering Sales Manager who can provide you with availability and rates including a complimentary suite for the bride and groom on their wedding night. This block of rooms requires a group sales agreement, where 25% of the guestroom and current sales tax must be paid in full upon the signing of the contract.
Do the bride and groom get a complimentary room for their wedding night?
The resort provides a complimentary suite over spring, summer and autumn dates and a 25% reduced rate over winter months for the bride and groom on their wedding night. The complimentary suite is offered with a minimum of 50 guests in attendance at the reception.
Where does the bridal party get ready before the wedding?
We recommend guestroom reservations be made for a minimum two night length of stay with a check-in date of the night before the wedding and checkout the day after the wedding. This will eliminate the stress on the day of the wedding of having to check-in and out of guestrooms.
Can food and beverage be brought in from the outside?
The resort must provide all food and beverage items for your event including the wedding cake. The sale and service of alcoholic beverages is regulated by the Colorado Department of Revenue, and The Ritz-Carlton, Bachelor Gulch is responsible for the administration of those regulations. It is our policy that all alcoholic beverages must be provided by the resort.
Please explain the food and beverage minimum.
The food and beverage minimum is the least amount of money that you are required to spend on a combination of food and beverage, excluding service charge and sales tax, but is not all that you could spend. The food and beverage minimum is reached by selecting individually priced, a la carte menu items to equal or exceed the required dollar figure.
The following examples would apply towards the food and beverage minimum:
Hors d’oeuvres, food display and carving stations, plated or buffet meal, wedding cake, dessert display stations, wine service with the meal, champagne toast, the bar (including alcohol), cappuccino station and any non-alcoholic beverages.
Centerpieces, upgraded linens/china/silverware, décor, and specialty lighting would not apply towards the food and beverage minimum.
When do I need to finalize my menu?
Food and beverage selections must be finalized and confirmed with your Special Event Manager a maximum of 6-8 weeks prior to the date of your wedding.
When do I need to let the hotel know exactly how many guests will be attending my event?
The Catering Department must be notified of the exact number of guests attending a function at least 72 working hours prior to the start of the event. This will be considered a guarantee, for which you will be charged, even if fewer guests attend the event.
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