Event FAQs

  

I would like to book my event at The Pavilion at Saddleback. What do I do now?

We’re delighted you’ve chosen us for your event! We make it as simple as possible. You can contact one of our event team members to set up a contract signing as well as payment of your $1,000 non-refundable deposit. Contracts can be done in person or via email; and we can take payment in person or over the phone - whatever works best for you! Once this is done, your date is held specifically for your event.


Can I hold a date?

Due to the high demand for our venue, the only way to secure your date is with a non-refundable deposit.  All available dates are booked on a “first come, first served basis.”


When are payments due?

A non-refundable deposit of $1,000 is due at booking. 10-14 days before your event, we require final guest counts, decisions on food, etc. We will update your contract and take the remainder due at that time. You may also make periodic payments between booking and final payment. We accept cash, checks, and most major credit cards.


What if I have to cancel?

We hope this will not happen, but in the unlikely event you need to cancel, your initial deposit is non-refundable. If you cancel before 2 weeks, any payments made in addition to the deposit will be refunded. All payments for cancellations made less than 10 days before the event are non-refundable.


Can I bring in my own alcohol?

No, we have a liquor license. Colorado law does not allow outside alcohol to be brought on the premises. We are happy to customize a package just for you.


Can I hire my own Vendors?

Yes – and there are no added fees to do so.  We do have vendor agreements we send out so that vendors know what to expect and your event runs smoothly.


What’s the next step after booking my event?

You will be introduced to one or two members of our event team. All of them are able to help with plans and questions. Also, approximately 10-14 days before your event, we will meet with you for an in-depth meeting to finalize all of your event details.


Do you have any hidden fees?

No, you will receive a contract before leaving your deposit. There will be additional changes only if you add guests or additional items to your event day.


What is the service charge?

The service charge is a 20% fee charged on all food and beverage purchases. Service charges are industry standard. Your contract will show a breakdown of the costs, including the service charge, which covers the costs of The Pavilion’s staff for your event. Gratuities (tips) are included, and our staff does not accept additional gratuities.


Is there a guest minimum or a food and beverage minimum?

There is not a guest minimum. For the comfort of your guests, we do require all events provide food – with an appetizer buffet as a minimum. There are no beverage minimums and you are not required to have alcohol at your event.


Can our final guest count change?

Your guest count will certainly change from your initial estimate, so we don’t require your final count until 10 days before your event—the same time your final payment is due. If your final count suddenly increases less than 10 days before your event, let us know immediately so we can make the necessary adjustments to accommodations and to avoid extra surcharges on your contract. If your guest count goes down, you will still be held to your previous final guest count price.


Are children welcome at my event?

Of course! For their safety and their parent’s enjoyment, we recommend groups with children arrange off-site child care after meals are served. Saddleback does not provide staff to monitor children. There are steep ledges, water hazards, and other attractive nuisances nearby.


Is there a price difference for children?

Children aged two and under are free, but we still need to know how many are coming for seating purposes. Children 3-10 are at a reduced fee for food. Anyone under 21 is not counted for alcohol purposes.


Do I need a seating chart?

To make your event run smoothly, under certain circumstances, we require a seating chart. If your guest count is over 100, or if you are serving plated meals and have more than one entrée option, we require a seating chart with meal selections. 


Can I bring my own decorations?

Sure! Just make sure you run everything by one of our team members (For example, bringing unsecured paper or confetti will result in cleaning fees. Open flames are prohibited.) 


Who will be my main contact the day of the event?

A lead team member will be available to you for the entirety of your event to ensure everything goes smoothly!


How many hours in advance of my event will I have access to the facility?

The Pavilion is available one hour before your event.


What AV equipment do you provide?

We provide one microphone and a large screen TV. There are many different connections, and we recommend coming ahead of time to make sure the connections we have will work for your specific electronic device.


Can I bring in my own catering?

The Pavilion at Saddleback has a full-service catering restaurant. We will allow outside catering (with a surcharge) if you have a cultural requirement we are not able to fulfill.


Do you offer vegetarian, vegan, gluten-free, etc?

While we are not certified gluten or allergy free, we are happy to prepare meals without added gluten/vegan/etc. All special dietary requests will need to be provided 10 days before your event. You will need to provide a seating chart with the location of the guests needing special requests. In order to serve everyone efficiently, we cannot honor any special requests during the event that are not pre-arranged. There are no added fees for special requests.


Can we take home the leftover food?

Liability issues prohibit any food or beverages to be taken off the premises. You may take home leftover cake or desserts brought in by your vendor.