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Room Rental Guidelines

Charlotte’s Trove, LLC – Room Rental & Catering Agreement

Charlotte’s Trove is a full-service party and conference space. Our private party/conference room accommodates from  48 to 60 people (depending on room layout). 

  • Theater Style (approx. 60 people)
  • Dinner Style (48 people) – 6 – 60” Round Tables (48 people)
  • Conference Room Style – (approx. 24 people)
  • Classroom Style – (approx. 24 people)
  • Glass Top Table – (12 people maximum)

As a full-service facility we provide complete catering and event services. Being a full-service caterer means we provide all of the food and beverage (except alcohol) service for all events held at our facility. No outside food or drink may be brought onto the premises without our consent.

Additionally, as a full-service event facility our package prices include room rental (up to 3-hours), tables and chairs, china, glass, silverware, plastic/paper products and linens, and house-selected table decorations.

We have the following items that we make available at no additional charge (screen, music, podium, microphone, easel, etc.). We do not currently have a projector or laptop available.  We would be happy to help you with rental arrangements for this type of equipment if you do not have access.  Please make this request early in the planning process.  All equipment rentals will be billed at cost + 15% Service Charge. 

RULES & RESTRICTIONS

RESERVATIONS

Reservations can be made by contacting a Charlotte’s Trove Event Specialist at 814-414-3700. We suggest you reserve your event date and time early.   We wouldn’t want you to miss the opportunity to have your party and/or conference with us.  We will work with you to create the perfect event. Our space is best suited for adult events (18 and over); we do not recommend this venue for children.  Rental agreements must be signed by individual(s) with a minimum age of twenty-one (21).  A copy of a photo ID is required for all reservations.

 

DOWN PAYMENT/PAYMENT TERMS

Charlotte’s Trove is able to tentatively hold the date for your event for 5 days without a signed contract. Within those 5 days a signed contract with a 50% down payment will be required to confirm your event date and time. Down payments not made within five (5) days could lose their reservation to another event.  Payment in full is due three (3) business days prior to your event.  Charlotte’s Trove reserves the right to cancel any reservation if down payments/payments are not received as indicated.  Charlotte’s Trove, at its sole discretion, may not accept a reservation prior to the down payment for any reason.  Any willful or reckless damages made to the facility will be the sole responsibility of the renter and will be billed separately.

 

A guest count is required 9 days prior to your event. This count will be considered your guarantee, and it is the minimum number of guests for which you will be invoiced.

 

Menu prices are not guaranteed until 90 days prior to your event and are subject to increase at any time due to unforeseen changes in market conditions. If this occurs, we reserve the right to use substitute menu items of comparable quality or increase the agreed upon price to reflect the additional costs incurred. The customer will be apprised in advance of all changes. All sales are subject to 6% Pa. State Sales tax and our standard 15% service charge. Sales Tax and service charges are not counted towards meeting our event minimums.

 

ADDITIONAL FEES

  • A $40/Hour – Room Rental Rate (Monday – Thursday), or a $50/Hour – Room Rental Rate (Friday – Sunday) will be charged for non-catered events, or catered events lasting more than three hours.
  • A BYOB Station can be set-up (extra cups, extra ice, coolers, etc.) for an additional $25.

CANCELLATION

Cancellation without 30 days’ notice will result in an automatic forfeit of your down payment. 

CATERING SELECTIONS

Charlotte’s Trove does 100% custom catering.  We work with each customer to design a menu that is special for each event.  Talk to our Event Specialist to discuss having a menu created just for you.  Customers will be given an estimate based on their menu selection.  Please see our 2017 CATERED EVENT PRICING GUIDELINE to help you with budgeting and planning for your next event. 

 

All catered events include up to three-hour room usage, white or black table linens, dishes, glassware, silverware, house-selected table decorations, and dedicated staff.  Charlotte’s Trove reserves the right to supplement its dish, glass and silver service with plastic and/or paper products for sides, salads, desserts and additional beverages as they deem necessary.

 

We are happy to provide additional tables with linens (i.e. gift tables, etc.) as needed at no extra charge, provided they do not overcrowd the event room, or disrupt the flow of the room.  Please make these requests early in the planning process. 

 

Dietary restrictions are a common occurrence for many events. If you or any guest at your event has specific dietary needs, we would be happy to provide special meals for them. Please inform us in advance of your event so that we may better accommodate your guests’ needs.

 

LEFTOVER FOOD POLICY

In compliance with standards set by the Board of Health, prepared leftover food is disposed of properly. This eliminates the concern of food borne illness caused by improperly stored or transported food. We are sorry we will not allow leftover food to be taken by guests.

 

FOOD SAFETY NOTICE

The consumption of raw or undercooked meats, poultry, seafood, shellfish, or eggs may increase your risk of food borne illness, and may be considered hazardous to your health.

 

SMOKING

Charlotte’s Trove is a smoke-free facility in accordance with Pennsylvania State Law. Smoking is prohibited inside; however, it is permitted in the designated smoking areas located outside the building.

 

CANDLES/DECORATION

Charlotte’s Trove will work with renters to create a comfortable and beautiful atmosphere for any type of event. Guests are welcome to use our house-selected table decorations, or they may supply their own.  All customer-supplied table decorations should be delivered to our facility at least 24 hours before the event. The staff at Charlotte’s Trove will decorate/prepare the tables based on customer instructions.  Charlotte’s Trove likes to have our event hosts/hostesses arrive at their event relaxed and ready to enjoy their time visiting and entertaining their guests, not working and worrying with decorations. Keep in mind, we do not permit the use of candles, confetti, or ceiling and wall decorations.  We reserve this right to protect the natural aesthetic beauty of our facility, and the safety of all guests. 

 

ALCOHOL

Charlotte’s Trove does not recommend the serving of alcoholic beverages and will NOT ACCEPT ANY RESPONSIBILITY if you elect to do so. If you desire to have alcohol at an event held in our facility, the responsibility of providing and serving limited alcoholic beverages falls on the renter, as well as all related costs.  Alcohol may not be sold and under no circumstances will anyone under the age of 21 be served alcohol!  If this occurs, or attendees become unruly/destructive; Charlotte’s Trove reserves the right, at Charlotte’s Trove sole discretion, to ask all people present to vacate the premises immediately with NO REFUNDS.  No kegs are permitted.

 

RENTER SHALL DEFEND, PAY, INDEMNIFY AND SAVE FREE AND HARMLESS CHARLOTTE’S TROVE FROM AND AGAINST ANY AND ALL CLAIMS, DEMANDS, FINES, SUITS, ACTIONS, PROCEEDINGS, ORDERS, DECREES AND JUDGMENTS OF ANY KIND OR NATURE BY OR IN FAVOR OF ANYONE WHOMSOEVER AND FROM AND AGAINST ANY AND ALL COSTS AND EXPENSES, INCLUDING ATTORNEY’S FEES, RESULTING FROM OR IN CONNECTION WITH LOSS OF LIFE, BODILY OR PERSONAL INJURY OR PROPERTY DAMAGE ARISING, DIRECTLY OR INDIRECTLY, OUT OF OR FROM OR ON ACCOUNT OF ANY OCCURRENCE IN, UPON, AT OR FROM THE USE OF CHARLOTTE’S TROVE’S PROPERTY PURSUANT TO THIS AGREEMENT OR OCCASIONED WHOLLY OR IN PART THROUGH THE USE AND OCCUPANCY OF THE PREMISES OR ANY IMPROVEMENTS THEREIN OR APPURTENANCES THERETO, OR BY ANY ACT OR OMISSION OF RENTER OR ANY SUBTENANT, GUEST, CONCESSIONAIRE OR LICENSEE OF RENTER, OR THEIR RESPECTIVE EMPLOYEES, AGENTS, CONTRACTORS OR INVITEES IN, UPON, AT OR FROM THE PREMISES OR ITS APPURTENANCES, UNLESS CAUSED BY THE WILLFUL ACTS OR NEGLIGENCE OF CHARLOTTE’S TROVE, ITS EMPLOYEES OR AGENTS.

    CLICK HERE TO PRINT RENTAL AGREEMENT