1) A party booking a room must conform to the following rules.
2) A party booking a room is required to give a specific number of people who will be attending. If the number increases the party is required to give 48hrs. advance notice. If the number of people showing up exceed the booking capacity for the original number given it becomes the responsibility of the group to deal with the problem. For example: If a party books a room for 20 people (whose capacity is 25) Professor Java's Coffee Sanctuary will set the room up for 20 people but if the group shows up with 40 it becomes the responsibly of the head person in charge to resolve the problem.
3) A party booking a room must give a credit card number to secure the reservation. If they cannot provide a valid credit card then the person booking the room MUST provide a $100.oo deposit, that is refundable upon night of booking.
4) A party booking the room must specify what they want. Do they want the room catered and if so what type of catering do they want? Do they want the room to have table service and order off the menu?
5) Either way, catering or off the menu, a booked room receives one bill on an invoice and that invoice is given to the head person in the room (the person who booked the room is responsible for the bill). If the room is ordering off the menu an itemized bill will be given to the head person and they are responsible for that total bill. Separate checks will not be given out for a reserved room.
6) Individuals who will be attending the function in the reserved room will be directed to the room they have reserved to order so that their orders will be on the room's single bill.
7) Tax and Gratuity will be added on to the single bill that is given to the head person who booked the room.
8) The party must give 48hrs notice to cancel a room reservation. Failure to do so may result in a cancellation fee and/or loss of deposit.
9) Any changes to the catering menu for a booked room must be made within 48hrs. of the reserved date. Failure to do so may result in a failure to meet the changes or an additional fee may be added on for last minute changes.
10) The head person in charge is responsible for the guests in their party. If some one in the party leaves without paying their portion of the bill the head person in charge (the one who booked the room) is responsible.
11) When booking a room the person booking must provide their full name, a contact phone number and a name for the group.
12) When booking please keep in mind that there are two different rooms that you can reserve. There is the Gallery room that seats roughly 25 people and the Library room that roughly seats 35. When you call to reserve do not assume you are getting one or the other, please specifically request one or the other.
13) If the room you are requesting is already booked you can ask for the other room (keeping in mind the capacity number) or request another date for the room desired.
14) Professor Java's Coffee Sanctuary reserves the right to ask a party to leave if said party is being disruptive, not following the set procedures & policies, or is involved in inappropriate behavior.
15) Professor Java's Coffee Sanctuary reserves the right to refuse reservation.
16) Payment of bill is required at the time of the reservation date. If payment is not paid in full legal action may follow.
17) Reservation minimum is required for all bookings.
18) Parties are not allowed to burn incense, scented candles or smoke in any of the rooms at Professor Java's Coffee Sanctuary. Short-term party candles are allowed for special occasions (birthday cakes only).
19) If a party books a room to be catered for a given number of people and desires to change the number to a smaller one they must do so 48hrs. before the reservation date. If not the party will be responsible for paying for the full head count originally given.
20) If a party who has reserved a room does not show up on the reserved date the full bill of the room will be billed to the head person in charge.
21) The standard reservation time for a room is three hours. Extra time can be added for an additional charge. If a party runs over their time they have booked they may be required to leave to clear the room for another party that is booked following them.
Please keep in mind when booking: Professor Java's Coffee Sanctuary is here to meet all of your needs. Our friendly staff of Javateers are here to take care of you but in order to do so we need to know exactly what you desire. We can set up our rooms for staff meetings or baby showers. We can cater sandwiches to grilled salmon. We can do nearly anything your heart desires and create the perfect place to have your next function and all you have to do is let us know what you have in mind. Booking a room here at the Coffee Sanctuary means you have booked a place that will mold to your needs. Thank you and we look forward to helping you in your next event.
