FAQ

Do you have a wedding / event coordinator that will work with us?

A: Absolutely. We have staff that will help you from the time you sign your contract, until the end of your reception.  A Day-of Coordinator will be there on your Wedding Day to ensure that everything runs smoothly and that all your needs are met.

Is there an additional fee to use an outside caterer?

A: Yes, there is a $2.50 fee per person if an outside caterer is used as they have access to cook in our commercial kitchen.

What is required if I choose to go with an outside caterer?

A: If you choose to go with an outside caterer for your event, the caterer must be licensed and insured as one. This means the facility they cook in must carry a Health Permit and they must have a Certificate of Liability Insurance.

Health Permit

• Provide a copy of their health permit. All caterers that provide food for Events at Refinery must have a health permit from the City of Champaign Health Department.  If your company is from another county, you must apply for a temporary health permit for each event catered in our facility.  The temporary health permit application can be found at http://c-uphd.org/food-safety.html
• A Food Service Sanitation Manager’s Certificate is NOT a substitute for a health permit.  Although it is part of the requirements that must be met before an annual health permit is issued to a facility, it does not replace the health permit.
• A Health Permit from the City of Champaign must be submitted to Events at Refinery prior to using the facility.

Insurance

• Provide a Certificate of Insurance –required 30 days prior to the event.

Are there any other requirements my caterer will need to know?

A: Yes. Below is a list of additional policies and requirements that all caterers will be expected to meet:

General Policies and Requirements

• It is the responsibility of the caterer to clear all tables within 30 minutes of the completion of dinner. This includes all disposable forks, spoons, knives, plates, serving utensils and dishes used in Refinery’s facility. It is the responsibility of the caterer to take out all garbage bags full of disposable utensils, plates, etc.
• Refinery does not provide any servers, silverware, glassware, china, cookware, or utensils. It is the responsibility of the caterer to provide all of these items.
• Any silverware, glassware, china, cookware, utensils, food, or other supplies that are stored in the kitchen are the property of the caterers that are currently renting the kitchen and are not available for use by any other party but the original owners.
• It is the responsibility of the caterer to set the tables with place settings.
• Representatives of the caterer will be in charge of releasing tables to go to the buffet.
• It is the responsibility of the caterer to cut and serve the cake. Refinery will not cut or serve the cake under any circumstances.
• All leftover food or cake is the responsibility of the caterer to wrap up and give to party before caterers leave at the end of the night. Under no circumstances will Refinery store any food or cake left in the ballroom or kitchen and any eatables left at the end of the event will be discarded.
• Caterer is to provide all linens for any buffet, food and beverage tables.
• Caterer is not permitted to access the kitchen any earlier than 3 hours prior to the start of the event.

When do you set up and decorate for our wedding / special event?

A: We begin setting up the morning of your event, typically around 11:30am.

Who is responsible for setting up and tearing down the décor?

A: During a one-on-one consultation, we will discuss how you want your event to look. A few days before your event, you will have an opportunity to bring in all your decorations, and discuss the specific details about how you would them displayed. We will also take down your decorations, repackage them for you, and they can be picked up from our office on the following business day.

What is the initial deposit amount required to secure our reception date?

A: Events at Refinery requires a $1000 deposit to secure your reception date.

Is there a rental fee?

A: The fee for the room rental is included in all our reception packages!

Do you accept credit cards for payment?

A: Yes, we accept all major credit cards.

Is my price guaranteed once I sign my contract?

A: Yes, once your contract is signed, you are locked in to the rates listed on the contract.  All other prices not listed on the contract are subject to change.

Is there a payment schedule?

A: Events at Refinery will design a payment schedule at the time of your contract signing.