What We Provide
Chris Cakes brings all the food, food preparation equipment including our specialized grill and dispenser, food service equipment, and disposable plates, cups, napkins, and utensils. We bring enough food to feed up to 110% of your final estimate of the number to be served, and the types and numbers of equipment and back-of-the-house people required to serve your estimated number within your desired service window.
While we will do our best to (and usually can) serve all the people that come to your event, it is very important that you provide the most accurate estimate possible as we cannot guarantee sufficient food or to meet your desired service time if your group exceeds 110% of your final estimate.
We will typically arrive to unload and set up our equipment 90 minutes before your food service start time, although special venue arrangements, a more extensive menu, or a short service time for a large number of people may require an earlier arrival. At the end of your event, we will typically require 60-90 minutes to clean up, pack up, and load our equipment.
If you are unable or unwilling to provide some or all of the items you are typically responsible for (e.g., shelter, tables and chairs, setup, food service and cleanup personnel, etc)., with sufficient notice we can provide these for you for an additional charge.
What You Provide
You are responsible for providing an appropriate venue for your event, including tables and chairs for your group to eat at, our access to and use of electricity, potable water, and a sufficient number of 6'-8' food preparation and service tables. Our standard prices assume you are providing 1-2 people to meet us at arrival and help unload and move our equipment into your venue, sufficient people to serve as food service personnel to accomplish any necessary front-of-the-house food service tasks during the event and clean up after the event, and 1-2 people to help us reload our vehicle following the event.
For many events, we need only 2-3 food preparation and service tables and 1-4 food service personnel, but will notify you well in advance of the exact number needed for your event.
The area where both your group will eat and where we will prepare and serve your food must be adequately sheltered from the elements including wind, rain, snow, and excessive heat/sunshine. The most common venue is in a gym, auditorium, cafeteria, or conference room, but outside under a shelter (overhang, pavilion or tent are fine as long as they provide sufficient shelter for both your group, our employees, and the food we are preparing and serving for you.
If you cannot, or prefer not to provide the personnel or equipment discussed above, with advance notice Chris Cakes will provide them for an additional charge.
Total Event Costs
The total charges for your event will include a Food and Service Charge, a Delivery Charge, any applicable Additional Setup or Service Charges, credit for any applicable Discounts, and if applicable, Sales Tax.
Food and Service Charge. Your Food and Service Charge is the greater of the following three items:
Delivery Charge. Chris Cakes currently uses a licensed commercial kitchen in Charles County, MD. The Delivery Charge is reimbursement to us of the travel and per diem expenses reimbursed to our personnel working your event. The charge is computed as the round trip driving distance from our kitchen to your event site (computed using Google Maps driving route) multiplied by the Federal business auto mileage rate, plus any required toll and parking charges, and if applicable, any additional hotel and or per diem charges for any employees requiring overnight travel in support of your event. Per diem charges are computed using the federal lodging and meals & incidental expense (M&IE) rates in effect on the day of your event for your event location.
You will be informed when you book your event and the additional travel expenses will be included in your delivery fee if the total employee travel and work time for your event will exceed 12 hours or if the scheduled food service time for your event will necessitate an overnight stay.
Additional Setup & Delivery Charges. These charges reimburse us for the additional expenses we may incur in executing your unique event that significantly exceed those of executing a typical Chris Cakes event. The following are examples of the type of additional charges that could apply:
Sales Tax. If your organization in Maryland is exempt from sales tax, this event is qualified for a sales tax exemption, and if you have provided your sales tax number and a copy of your sales tax exemption certificate in advance of your event, you will not be charged sales tax. In all other situations, your total charge will include Sales Tax computed at the applicable rate on all taxable charges. Unfortunately, current Virginia law requires payment of sales tax on all sales of services (such as the meals we provide) even by non-profit, income tax exempt organizations.
Discounts and Payment Terms
Applying Multiple Discounts. If a booking organization qualifies for multiple discounts, 100% of the largest discount will be applied, 1/2 of the 2nd largest discount, 1/3 of the 3rd largest discount, etc.
2014 Back to School Discount. Any school year 2014-2015 events booked at least two weeks in advance and by October 31, 2014 through our web site (www.chriscakesncr.com) which will occur in September, October, or November 2014 or January, March, or April 2015 will receive a $0.25 per person discount.
Chris' Frequent Flipping Discount. This customer loyalty program rewards our biggest fans and best customers with reduced per plate charges for repeat bookings with us. The maximum possible discount is $1.00 off our standard per plate charges, which is available to those customers who have held at least 3 Chris Cakes events per year in each of the three prior 12 month periods and provides some discount for at least one event within the prior 36 months. The discount formula is weighted so that events held in the prior 12 months provide three times the discount of the same number of events held 24-36 months prior to the new event. For purposes of calculating this discount, "customer" is interpreted liberally, thus any groups/organizations such as Faculty/staff, students, PTSA, Booster clubs, etc., associated with a specific school are all considered a single customer.
Military/Veteran/Public Safety Officer Discount. A 10% discount, applied to your total food and service charge (whether based on your total plate count or your minimum charge) will be applied to any military, police, or fire department units/organizations including family members, any non-profit veterans organizations (e.g. American Legion, VFW, etc.) and to any other company or organization conducting an event for military or public safety members or their families or a fund raiser to benefit them.
Promotional Partner Discount. The most effective way for us to promote our business is to have potential clients experience a Chris Cakes event for themselves. Thus when appropriate for the event and you agree, we will offer you a .25 per plate discount if you authorize us to invite some of our potential clients to attend your event free of charge (to them and to you). We will ensure that the people we invite to your event share the applicable affinity group characteristics with your group (e.g., other Boy Scout Group leaders to a Boy Scout group event) and will provide a way to track our invited guests so that you are not charged for them. To qualify for this event, you must book your event and authorize us to invite our potential future clients to it at least six weeks in advance of the event.
Demand Based Discounts. It is beneficial to us to develop a more even distribution of our bookings throughout the days of a week and the months of the year. Thus we will from time-to-time offer discounts to try to book more events on certain days of the week and certain weeks/months during the year to develop a better business distribution. When available, we will post available discounts on our web site and notify clients who have requested us to do so by email. Please submit the form below if you would like to be added to our email mailing list.
Advanced Bookings. You may book a Chris Cakes event a maximum of 12 months in advance. It is to your advantage to book as early as possible as you will be charged the rate in effect at the time you confirm your booking even if prices are subsequently raised. You will also receive any subsequent promotional discount offered before your event occurs that would have applied to your booking if you had booked it at any time during the promotional period. In addition, if you are uncertain of the exact date of your event, you may book your event specifying a tentative event window. If we subsequently receive a booking request that would book us to our maximum capacity for any date and time during your tentative window we will offer you the right of first refusal for that date and time before accepting this later booking request.
Payment Terms. Standard prices are for payment by check prior to our departure at the conclusion of your Chris Cakes event. We will present a pen and ink corrected invoice (from the preliminary invoice which is based on your final estimate of the number of people to be served) to your point of contact promptly after the scheduled food service end time has passed and the last member of your group has been served (a printed/PDF attachment to an email invoice will be sent within 24 hours of event completion). If payment will not be made before we depart your venue, an additional $75.00 delayed payment processing fee will be added to your invoice.
If you choose to pay by credit card, we will email you a Pay Pal invoice for the amount of your Chris Cakes final invoice plus the additional 3% credit card processing fee so that you can sign onto Pay Pal and pay it without us needing to have access to your credit card information.
There will be a $50 returned check fee (per deposit attempt) for any checks returned for non-payment by our bank, and any outstanding charges not paid within 30 days will incur interest charges at 12% per annum beginning on the 31st day. Any accounts not paid in full within 60 days will be referred to a collection agency.