140230 MH Wedding Proposal RTP xtrapages - marriott.com · The Westfields Marriott will reserve...

W ESTFIELDS MARRIOTT ®

14750 CONFERENCE CENTER DRIVE CHANTILLY, VA 20151

T 703.818.0300 F 703.818.8840

Marr io t t .com/ IADW F

2019

I N F I N I T E LY Y O UU N F O R G E T T A B L E . I N S P I R E D B Y Y O U .

E L E G A N T V E N U EFEW SPACES CAN EVOKE THE GRANDEUR OF MAGNIFICENT COLONIAL

ESTATES LIKE THE W ESTFIELDS MARRIOTT. BEAUTIFUL ANTIQUES, ELEGANT

GROUNDS, AND AW ARD WINNING SERVICE DISTINGUISH OUR HOTEL AS THE

PREMIERE LOCATION FOR YOUR W EDDING CELEBRATION.

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Y O U R C E R E M O N YWHETHER A MORE TRADITIONAL W ALK DOW N THE AISLE OR A

ONE-OF-A-KIND CEREMONY CREATED BY YOU, CHOOSE ONE OF OUR

SPECTACULAR VENUES FOR THE PERFECT BACKDROP TO YOUR “I DOs.”

S a y “ I D o ”

When it comes to tying the knot, Westfields’ Certified Wedding Planners are an important part of your

special day. We can accommodate every wish and family tradition to create lasting memories. Walk down

the aisle in one of our versatile ballrooms or choose our beautiful Sunset Terrace for your ceremony.

I n d o o r C e r e m o n y | $ 1 , 5 0 0 . 0 0

Our three spacious ballrooms will provide you and your guests plenty of space to enjoy your special day. A

portion of your ballroom will be set up for the ceremony. The Indoor Ceremony Fee includes two wireless

microphones, mixer and speakers.

*Ceremony fee includes rehearsal space the day prior based on availability

O u t d o o r C e r e m o n y | $ 2 , 8 0 0 . 0 0

The Sunset Terrace is available for ceremonies and cocktail receptions. In case of inclement weather, a

portion of your ballroom will be used as a back up space. The Outdoor Ceremony Fee includes two wireless

microphones, mixer and speakers.

*Ceremony fee includes rehearsal space the day prior based on availability

The site fee includes one hour of rental space. Ceremony site listed above includes indoor weather backup, two

wireless microphones, iPod hookup, mixer and house sound, set up and break down of event area, water stations

on request, gift table, and unity candle table.

*A ceremonial or religious flame may be used during a wedding or religious ceremony. The flame cannot be

ignited prior to the event and must be extinguished immediately at the end of the event. The flame must be

securely supported and well separated from any combustible material during the entire course of the event.

Any event that requires an open flame also requires a Hotel Loss Prevention Officer to be assigned to the

event at a charge of $260.00.

We welcome our wedding parties to host their Baraat on site. A $250.00 fee will apply.

Y O U Rc e r emony


Prices are subject to 25% Service Charge and applicable Sales Tax. Prices are valid through December 31, 2018.


Y O U R R E C E P T I O NEAT, DRINK AND CELEBRATE TO THE FULLEST IN ONE OF OUR

BREATHTAKING VENUES. NO MATTER YOUR PREFERENCES, W E WILL TAKE

CARE OF THE DETAILS, SO THAT YOU CAN TAKE CARE OF THE MEMORIES.

Y O U Rr e c e p t i o n

Light Breakfast or Snack Package

The Westfields Marriott will reserve event space for your light breakfast or snack service in

conjunction with your Wedding Celebration and will allow menu items to be brought in by an

approved outside ethnic caterer.

The outside caterer must provide the hotel with a certificate of general liability insurance ($5,000,000).

After approval, hotel will provide the caterer and client with the Marriott liability waiver, safety

standards and standard operating procedures. The Outside Caterer Addendum is required prior to

contract signing. All food must be prepared and cooked prior to arrival. No access will be granted to

the on premise kitchen facility.

• One (1) hour of pre-Function space for light breakfast or snack service. Each function time to be confirmed

in the Function Agenda clause of the contract. Facility fees of $500.00 will apply for each additional hour.

• Coffee and Tea station to include hot tea, regular and decaffeinated coffee, ice water and orange juice will

be provided for a one (1) hour duration during the light breakfast or snack service.

• A light breakfast or snack service is defined as finger foods and not a full meal. Small plates, silverware

and cocktail napkins will be provided by the Hotel.

• Skirted Buffet Tables, Utensils and a limited number of Chafing Dishes (if required).

• Staging area for the caterer's food set-up. Hot boxes will be provided by hotel.

• High Top and Seated Cocktail Tables (not full seating for all guests).

• Dedicated Event Management Team, Banquet Captain and Staff dedicated to the event.

$17.00 per person




Luncheon Package

The Westfields Marriott will reserve event space for your luncheon in conjunction with your Wedding

Celebration and will allow menu items to be brought in by an approved outside ethnic caterer.





the on premise kitchen facility

• Two (2) hours of function space for the luncheon. Each function time to be confirmed in the Function

Agenda clause of the contract. Facility fees of $500.00 will apply for each additional hour.

• Non alcoholic beverage station to include soft drinks, iced and hot tea, regular and decaffeinated coffee will

be provided for a two (2) hour duration during lunch.

• Skirted Buffet Tables with Chafing Dishes and Utensils.


• Linen, silverware, china and glassware for all lunch tables.

• House centerpieces.


$37.00 per person




Luncheon Package Single Event

The Westfields Marriott will reserve event space for your luncheon in conjunction with your Wedding

Celebration and will allow menu items to be brought in by an approved outside ethnic caterer.





the on premise kitchen facility

• Four (4) hours of function space for the luncheon. Each function time to be confirmed in the Function

Agenda clause of the contract. Facility fees of $500.00 will apply for each additional hour.

• Non alcoholic beverage station to include soft drinks, iced and hot tea, regular and decaffeinated coffee will

be provided for a four (4) hour duration during lunch.



• Linen, silverware, china and glassware for all lunch tables.

• House centerpieces.


$53.00 per person




Reception and Dinner

The Westfields Marriott will reserve a Ballroom for your wedding celebration and will allow menu

items to be brought in by an approved outside ethnic caterer.





the on premise kitchen facility.

• Five (5) hours of function space for the cocktail reception and the dinner/dance. Each function time to be

confirmed in the Function Agenda clause of the contract. Facility fees of $500.00 will apply for each

additional hour.

• Non alcoholic beverage station including soft drinks, iced and hot tea, regular and decaffeinated coffee will

be provided for the cocktail reception and dinner for a four (4) hours.

• Dance floor, dining tables and banquet chairs, head table or sweetheart table, cake table, additional tables

and risers

• Staging area for the caterer's food set-up. Hot boxes be provided by hotel.


• Linen, silverware, china and glassware for all reception tables.

• House centerpieces with candles





Reception and Dinner (cont ’d)

• Complimentary Cake Cutting.

• Complimentary Event Web Page.

• Complimentary Wedding Party Holding Room (for up to 10 guests).

• Complimentary Wedding suite for the couple for the evening of the event with breakfast for two.

• Discounted guest room rates for overnight guests.

• Four (4) Hour Premium Open Bar

• Premium Brand Liquors: Smirnoff Vodka, Cruzan Aged Light Rum, Beefeater Gin, Dewar’s White

Label Scotch, Jim Beam White Label Bourbon , Canadian Club Whiskey, Jose Cuervo Especial

Gold Tequila, Korbel Brandy

• Imported & Domestic Beers: Corona, Amstel Light, Budweiser, Miller Lite, Port City IPA, O’Doul’s

(non-alcoholic)

• Wines & Champagne: Magnolia Grove by Chateau St. Jean | Rose, Pinot Grigio, Chardonnay,

Merlot, Cabernet Sauvignon, Seven Falls | Cabernet Sauvignon, Beringer Vineyards | White

Zinfandel

• Bartender Fee(s) for open liquors bars are included. The Hotel provides one (1) bartender for every

seventy-five (75) guests. Additional bartenders are available at $150.00 each plus tax.

• Non-Alcoholic Sparkling Toast or Champagne Toast with Bar Package.

$98.00 per person with four hour open bar service$68.00 per person with non-alcoholic beverage service

(Children 3 years and under complimentary)



HOTEL

GALLERY

HOTEL

EXTERIOR

DINING

ROOM

ROTUNDA

GUEST ROOMS JEFFERSONIAN

WASHINGTONIAN FAIRFAX DINING ROOM SUNSET TERRACE

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WELLINGTONS

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EVENT MINIMUM

Final guarantee numbers of attendees of a catered function shall be provided to Event Manager three business days prior to

the Event. Dietary substitutions are available upon request.

Hotel will reserve space sufficient to accommodate your function as listed within this proposal. When you contract for function

space, it is removed from our inventory and considered "sold". Therefore, it is difficult and costly to re-market facilities when

you change dates, reduce the number of guests, or cancel without adequate written notice. Because the full extent of the loss

due to cancellation is difficult to ascertain, it is agreed that an assessment of probable damages will be due to the Westfields

Marriott.

GUEST GUARANTEE

The Event Office must receive your final guarantee no later than 12:00 noon three business days prior to your event. This

number will be considered a guarantee, and not subject to reduction, and charges will be made accordingly. The Hotel cannot

be responsible for service to more than three percent of the provided guarantee.

PAYMENT

A non-refundable advance payment of 25% of the estimated balance will be required in order to secure these arrangements on

a definite basis. Remaining balance will be divided into equal payment of 25% up until three days prior to arrival.

BAR SERVICE

The sale and service of all alcoholic beverages is regulated by the Virginia State Liquor Commission. Westfields is responsible

for the administration of those regulations. No alcoholic beverages may be brought into the hotel for a banquet function. All

guests in attendance who are drinking alcoholic beverages will be required to a have a valid identification regardless of age.

Our bartenders have the right to require proof of age if the guest appears less than thirty years of age.

T E R M S &c o nd i t i o n s

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FOOD & BEVERAGE SERVICE

Client will be responsible for choosing and contracting for services directly with Outside Ethnic Caterer. Client will be

responsible for payment of catering services directly with the chosen Outside Ethnic Caterer. Client will be responsible for

providing Hotel with the name of the chosen caterer no later than 90 days prior to arrival date. Any additional Food &

Beverage may be purchased from the published menu prices as listed in the Hotel’s most recent menu.

PARKING

Westfields has onsite complimentary self-parking as well as a valet option for $20.00 per vehicle

OUTSIDE VENDORS

The Hotel will be provided with the phone number and contact person for Hotel approved vendors involved in your event. Hotel

reserves the right to approve all vendors prior to event. Outside Vendor must provide Hotel with proof of Liability Insurance up

to $5 Million in coverage.

DECORATIONS

Decorations or displays brought into the Westfields Marriott must be approved by your Event Management Team prior to arrival.

Items may not be attached with nails, staples, tape or any other substance in order to prevent damage to the fixtures and

furnishings.

SECURITY

Westfields shall not assume responsibility for damage or loss of any merchandise or articles brought into the hotel.

MARRIOTT REWARDS

Marriott Rewards points can be earned after the event. The Marriott Rewards recipient will receive two (2) points per catering

dollar (food & beverage) minus any sales tax and service charge. The maximum points earned is 60,000 point per event.

Platinum Premier Elite members may earn up to 105,000 points per event.

T E R M S &c o nd i t i o n s

PERSONNEL

1. All personnel are expected to conduct themselves in a professional and respectful manor towards each other, hotel

associates, and hotel guests

2. All associates involved with the outdoor caterers are expected to maintain professional appearances/attire, including work

slacks and nonslip work shoes

3. Caterers are expected to wear visitor badges while on hotel property

4. Caterers are to provide ample staffing to supply and present all food for the function(s)

5. Caterers are not permitted to utilize the Associate Cafeteria or the materials within

ARRIVAL

1. Upon arrival at the hotel, caterers must report to Loss Prevention and inform the Event Manager of their arrival

2. Caterers are welcome to unload in the loading dock. They are expected to promptly move all vehicles to the parking lot

once unload is complete. Vehicles left in the loading dock area are in violation of fire lane laws and are subject to towing by

Fairfax County Authorities

3. Caterers are expected to arrive early enough to ensure all food is ready thirty minutes prior to the start of the function

FOOD PREPARATION

1. Menus, detailing all food items to be served as well as requested serving equipment to be provided by the hotel, must be

submitted to the Event Manager (2) weeks prior to the function

2. Caterers must prepare and cook all food prior to arrival at the hotel. Hot boxes and a staging area will be provided

3. Absolutely no food preparation or cooking is permitted in the loading lock or parking lot – no exceptions

4. Caterers are not permitted to store items in the hotel refrigerator or freezer

5. In the event that caterers would like to use our facilities in preparing food, the following guidelines apply:

a) If caterers would like to utilize Westfields Marriott’s kitchen (the oven, fryer, or counter space), the request must be

placed (2) weeks prior to function. The caterers will be advised of availability. If the hotel is able to meet the request,

rental fees will apply

b) If caterers require usage of the hotel’s fryer or oven, the daily rental fee will be $300 each or $500 for both

c) Caterers are welcome to bring their own tandoor oven (charcoal only as propane in not permitted in the hotel) and

place it beneath the kitchen hood, free of charge

d) All vendors utilizing kitchen facilities must adhere to all food safety and sanitation guidelines required by Westfields

Marriott and Virginia State Law

e) All used equipment must be left clean and fully functional, or a $200 cleaning fee may apply in addition to any cost

of repair

Westfields Marriott strives to provide our guests Events that exceed all expectations. We relish the

opportunity to work with outside caterers to meet the culinary wishes of those guests. It is imperative for the

success of our Events to create working relationships with our caterers where clear expectations are

established. Below, we have detailed our expectations of all outside caterers and presented hotel policies

that will apply:

C a t e r e re x p e c t a t i o n s

FOOD PRESENTATION

1. Westfields Marriott provides the following equipment for use by the outside caterers: Chaffing Dishes, Serving Spoons,

Tongs, Hot Boxes, Sternos, Table Settings, and Buffet Tables

2. Westfields Marriott DOES NOT provide the following equipment: Bowls (of all varieties, to include salad and condiment

bowls), Platters, Baskets, Soup Containers, or Martini/Champagne Glasses (for food displays)

• Regrettably, Westfields Marriott will not be able to provide these items under any circumstances

3. If an Action Station will be present, caterers must provide the equipment and staffing to execute the food display

4. All hotel provided materials must remain on property. Nothing is to leave the premises

INSURANCE

1. 18. Westfields Marriott requires all outside all caterers to provide proof of insurance, in the form of a Certificate of

Insurance, for a minimum coverage amount of $5 million, two (2) weeks prior to the function. The below information must be

stated, verbatim, on the COI:

Certificate Holder:

CCMH Westfields, LLC

14750 Conference Center Dr.

Chantilly, VA 20151

Additional Insurance:

Marriott International, Inc., and all subsidiaries,

Marriott Hotel Services, Inc., Host Marriott, LP,

And CCMH Westfields, LLC

In order to provide our guests the best possible experience, we not only hold ourselves to high standards, but

we expect the same high level of professionalism, customer service, and work ethic from our outside caterers.

If you have any questions, please do not hesitate to reach out to the Event Management Team at Westfields

Marriott.

C a t e r e re x p e c t a t i o n s

140230 MH Wedding Proposal RTP xtrapages - marriott.com · The Westfields Marriott will reserve...

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