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A service charge and Utah State sales tax will be added to all charges (food, beverage, AV, rentals, labor, etc.). Current service charge and taxes rates are: Service Charge 21%, Utah Food Tax is 7.75%, Other Sales Tax 6.75%. Tax rates are subject to change without notice.
A $100.00 set-up labor charge will be applied to all groups and is assessed per function room per day. Additionally, $100.00 room re-set charge will be applied to rooms that need to be re-set within the same day, or to change the set-up of a room once it has been set. Rooms may be set 24 hours in advance and changes made inside of 24 hours may incur additional labor charges for changes.
A $200 delivery charge will be added to all deliveries for catered food and beverage to guest lodging rooms
The final guaranteed attendance for food and beverage functions is due three (3) business days (Monday thru Friday, 9:00 AM – 5:00 PM) prior to the first scheduled event. The guarantee is to be called or emailed into the catering office no later than 10:00 AM.
If a final guarantee is not received, the catering office will consider the last number given as the guarantee. Sundance will prepare for 3% over the guaranteed number. The client is financially responsible for the guaranteed number of guests or the actual number of guests in attendance, whichever is greater. There will be a 20% surcharge assessed for any guests in attendance more than 3% over the guarantee. If the final guaranteed number of guests exceeds the function space maximum capacity, the service charge for the event will be increased to 30% - surcharge will be assessed on the entire event. Signed Banquet Event Orders (BEOs), and event resume when applicable, are required one week prior to the start of any function. If a signed BEO is not received prior to the event, the last Banquet Event Order sent to the client/contact will be accepted as approved.
Alcohol can be served in private functions daily from 10:00 AM until 1:00 AM. Catered food must be provided at all events with alcohol being served.
Guests may not leave a function space with an alcoholic beverage in hand. Groups using multiple function spaces must have separate bars and bartenders and guests must consume or leave their beverage at one event/ building before going to another. Sundance is not able to guarantee beverage/alcohol prices or wine selections; which are subject to change and availability without notice from the UDABC. All bar/wine orders must be submitted a minimum of 14 days in advance. Sundance will purchase and supply wine and liquor that is not carried in stock at client's request, but only with advance payment. A minimum order/purchase amount will apply.
All alcohol must be purchased through Sundance and served by Sundance bartenders. Sundance requires minimum sales of $300.00 per bar. One bartender (and cashier when applicable) is required for every 50 guests. Bartenders, cocktail servers and cashiers (for cash bars) are billed at $35.00 per hour, 2 hour minimum.
Sundance liquor serving size is (1) one ounce. Wine is poured at five (5) ounces per serving. As hosts, Sundance is responsible to monitor the potential intoxication of our guests and will regulate bar service when necessary to insure the safety of our guests.
Sundance bartenders keep a bar tab/inventory sheet for each event recording a group’s consumption. The groupcoordinator or contact may review and sign-off on the inventory sheet at the conclusion of the function. If the contact chooses not to review the bar control sheet at the conclusion of the function, the beverage quantities and billing may not be disputed.
Sundance will provide staffing for your events based upon the following:
1 server per 50 guests for buffet meals. 1 server per 20 guests for plated meals.
Additional banquet servers, staff or attendants may be requested at $35.00 per hour, 2 hour minimum. Chef attendants/carvers are $150.00 each (for up to 2 hours).
Events that go past midnight will be billed additional labor fees of $200 per hour. Events that begin prior to 6:00 AM will incur an additional $100 labor fee.
Sundance requires that all audio visual equipment and services be provided through our in-house provider, Cornerstone. In the event that any AV is used from another AV vendor, there will be a minimum charge of $200 per function room per day assessed. AV that is canceled with less than 24 hours notice may be billed in full.
Groups that have their own audio visual equipment may bring it to their event. A $50 electrical usage fee per function space per day will apply.
Wireless and wired internet access and phone lines are available in all function rooms with a minimum of 48 hours notice. Please let your catering manager know of your specific needs. Requests received with less than 24 hours notice will have a $50 fee added to the price of the service. For wireless internet, your catering manager will provide an access code for the service.
1 – 5 computers $50 per day
6 – 10 computers $100 per day
11 – 15 computers $150 per day
16 or more computers $200 per day
Wired Internet: $100 per wired line set up fee, $50 per day thereafter Phone Lines $100 set up fee, $50 per day thereafter plus usage charges
Sundance will provide you with a choice of the linen held in our inventory. Complimentary linens are not floor length. Available colors are cream, white and black. Specialty linens are available with a minimum two week notice and must be arranged through Sundance.
Your Conference Services Manager can assist you with arrangements for centerpieces, flowers, specialty linens, decorations and entertainment needs.
Décor may not be put anywhere around the resort other than in/at your contracted function space(s). All décor, materials, equipment must be removed immediately at the conclusion of your function unless you have contracted or arranged an extended tear down time. It is understood that the Sundance premises will be left in a neat and orderly condition, free of debris, decor or display refuse. Based on time and labor, a group will incur additional charges for the removal of the group’s décor/materials at any event, minimum fee of $100.
Sundance requires all candles to be to in a hurricane or container of some sort. Sundance prohibits the use of sparklers or fireworks.
Push pins, thumbtacks, nails and other (semi-permanent) wall hanging aids may not be used on the walls in Sundance function spaces. Only fully removable, non-damaging products and items may be used to hang from the walls (such as plasti-tak, painters tape, Command or 3M removable adhesive hooks or strips).
Changes to set-up, food and beverage, or guaranteed numbers made within twenty-four (24) hours of the function are subject to additional fees. Minimum fee: $50.00.
If the client delays an event more than 30 minutes past the start time of the function, Sundance will not be responsible for the quality of the food or for preparing additional food as replacement. The client will be responsible for the payment of any additional labor hours associated with the delayed starting time.
Sundance reserves the right to reassign function space with notification in writing to the client. Room set-up/ labor charges will be applied to all function space.
Sundance requires indoor back-up weather function space for all outdoor functions. Room rentals for the backup location will be charged regardless of usage of the space.
Sundance reserves the right to make the decision to move any outdoor function to an indoor facility in the event of inclement weather or predicted inclement weather. The decision by Sundance to move the function will be made twenty-four (24) hours prior to the start of the function. Due to our fluctuating mountain weather, if the weather report predicts a 30% or more probability of rain for the afternoon or evening, a temperature below 60 degrees, or wind gusts in excess of 15 mph, your outdoor function will be relocated to your indoor weather back-up space. .
Sundance will not assume responsibility for damage to, or loss of any merchandise or articles left in any catering space prior to, during, or following an event. The guests accept full responsibility for any and all damages or losses incurred.
Sundance must be notified in advance of shipping arrangements to ensure proper acceptance of these items upon arrival at Sundance. All items should be addressed to the group contact and marked “hold for guest.”
Any freight or shipping charges incurred as a result of material (e.g. literature, equipment, etc.) being shipped to or from Sundance remain the sole responsibility of the guest. Freight or shipping requiring additional labor will be charged accordingly. A fee of $5.00 per box will be charged for return shipment through the Sundance PBX office. A fee of $5.00 per box will be charged to deliver to lodging units and catering spaces. Sundance will not accept shipments sent via DHL unless the client has prepaid all shipping charges in advance.
Should you need to ship materials to the resort more than 5 days prior to your program, Sundance will charge a $5 per box/package storage fee per day.
Client agrees to have any subcontracted companies (e.g. destination management companies, musicians, decorators, production companies, florists, etc.) adhere to all Sundance policies and regulations. It is understood that the premises will be left in a neat and orderly condition, free of debris, decor or display refuse. Based on time and labor, a group will incur additional charges for the removal of the group’s décor/materials by the Sundance staff, minimum fee of $100. The client is liable for any charges associated with damage to the premises.
Subcontracted companies, guests and coordinators may not park vehicles in front of Sundance buildings. Vehicles may pull up to buildings for load in and out for 30 minutes and then must be parked in approved parking stalls in the parking lots. Vehicles left unattended for longer than 30 minutes will be towed by Sundance at the owner’s expense. No vehicles may load or un-load one (1) hour prior to the event or during the event.
Below is a list of standard guidelines that Sundance Resort applies to Meetings and Events. Please select a topic and read about the details, or download the information as a PDF. Please don’t hesitate to call us should you have any questions or concerns.