Event Guidelines
LET'S PLAN YOUR EVENT!
Welcome to Mix and Mingle Coffee Lounge, where it is our pleasure to create an atmosphere where all your guests simply show up and have a good time. Great food, libation, and merriment tailored to you! We offer custom menus for any gathering, happy hours, celebrations, and other intimate experiences. Mix + Mingle Coffee Lounge can accommodate a total of 99 guests. A spacious venue with natural light and a versatile design. We do not permit our guests to bring in outside food or drinks. If we make exceptions (i.e. a specialty wine, birthday cake): Corkage Fee is $15/Bottle and the Cake-Plate Fee is $1.50/per person. (All are prices subject to change) During events after 9 PM, All guests MUST BE at least 21 years of age and have a government-issued ID.
Let's plan your event. Please complete our online event form!
FEES & OFFERINGS!
FULL VENUE RENTAL:
A non-refundable deposit of the venue fee and 50% of the food and beverage minimum is required to reserve the space. *Venue fee is calculated based upon, time, date, number of guests. Discussed at contract signing.
PARTCIAL FACILITY FEE:
$300 per hour; Minimum 2-hour booking. Promotionalare rates available for events Monday-Friday before 5 PM. When F&B minimums are met the hourly rate is waived. (based on pre-ordered food and beverage) *With the exception of Thursday, Friday and Saturday evening, Food & Beverage (F&B) minimums are NOT required.
SERVICE CHARGE & TAX:
There will be a 18% service charge on all food, beverage, and catering. The client may add additional gratuity at its own discretion. There will be a 6% Maryland State Tax on food and service charge and a 9% Maryland State Sales Tax on alcoholic beverages. If the person/organization is tax-exempt, a valid tax-exemption ID must be provided to waive applicable sales tax.
PAYMENT:
A non-refundable deposit of the venue fee and 50% of the food and beverage minimum is required to reserve the space. Full payment is due at the end of the event. A valid credit card number must be provided (usually at the point of confirmation) regardless of method of payment. Checks: Please pay with business checks only, no personal checks. Checks are due 72 hours prior to events and should be delivered to 8923 Woodyard Road, Clinton, MD 20735. Checks should be made payable to: Mix and Mingle, Inc. If the check is not received and no other method of payment is presented (i.e. a valid credit card number) we reserve the right to cancel the event and/or charge the full estimated event cost onto the credit card kept on file.
FOOD AND BEVERAGE MINIMUM:
With the exception of Thursday, Friday and Saturday evenings, food and beverage minimums are not required. When the food and beverage minimum is met the hourly rate for reserving the private event rooms is waived. We offer a discounted, non-profit food and beverage minimum on select days/times and is honored once a copy of the organization’s 501c3 non-profit certificate is received.
CATERING MENU AND BAR OPTION:
The last day to make changes to your catering items will be two weeks prior to your event. Event food orders must be for at least 60% of the final head-count or enough for 30 guests minimum, whichever number is greater.
FINAL HEAD-COUNT:
Final head-count must be received 48 hours prior to the scheduled event date. The number provided will be used for invoicing. If no final head-count number is received 48 hours prior to the scheduled event date, the last number given will be used and considered as final. Note: Charges are based on the final head-count or actual attendance, whichever is greater.
DRINK TICKETS:
Drink tickets are non-refundable, non-reusable and will be based on the final headcount number.
REGULAR MENU SERVICE:
If the event is not catered and no pre-ordered food and beverage is made, attendees will be able to order from the regular Mix and Mingle Coffee Lounge menu. We do not stop food and beverage service during any event. (Food and beverage service is limited during full venue rentals)
CANCELLATION POLICY:
In order to avoid additional charges cancellations must be made at least two weeks prior to the Event. All changes and cancellations must be made in writing to events@mixandminglecoffeelounge.com. If the Event is canceled within 13 days from event, 100% of the room fee and 100% of the food and beverage minimum will be charged.
EVENT DAY!
AUDIO/VISUAL EQUIPMENT:
While our staff is trained to use/operate the audio/visual equipment, we do not have a professional sound or lighting technician. Prior to the event, the manager-on-duty will set up the technical equipment according to the specified technical requirements and check in intermittently.
· Retractable 9-ft Projection Screen
· DVD/CD player
· Computer-to-Screen capability
· Microphones
· Sound Board
DELIVERIES:
All deliveries should be made on the day of the event with any equipment, props, or other materials removed immediately after the event. Items dropped off more than 30 minutes prior to the event require pre-approval by a member of the Management & Events Team.
TICKET SALES:
For admission tickets sold at the door, Mix and Mingle Coffee Lounge is entitled to 40% of total sales for for-profit organizations and 20% for non-profit organizations. If there is a suggested donation, meaning there is no required admittance charge, Mix and Mingle Coffee Lounge will not take a percentage of the collection.
EVENT WRAP-UP:
The event space must be cleared at or before the scheduled ending time. If not, additional venue charges may apply. Note: 30 minutes is given at no expense for setup/sound-check before the event start time, but no complimentary breakdown time is given at the end of the event.
MERCHANDISE SALES:
All merchandise sales on our premises must be pre-approved by a member of the Management & Events Team. Book sales must be coordinated with Management.
PHOTO SHOOT/VIDEO SHOOT:
We provide a discounted rate for those interested in using our event space for photoshoots and/or video shoots. The rate is: $25 per hour from 9am–11am or 3pm–5pm, Monday – Friday.
LIVE MUSIC GUIDELINES:
- Musicians will only be permitted to perform at Mix and Mingle Coffee Lounge after a signed copy of the Live Music Guidelines Agreement Form has been received. The agreement should be signed by the event host (not the performer).
- Artists must be able to load-in through the front of the restaurant.
- 30 minutes is provided for set-up and sound check. Since there is minimal allotted time for sound check it is suggested that a line check be worked into the set to check levels.
- There is no dedicated sound technician. The manager on duty sets up the sound and checks in intermittently. Artists are permitted to bring a qualified sound technician.
- We require that all programming go through our sound board. Amplifiers are not allowed but artists are permitted to bring one stage monitor.
- Artists are permitted to sell CDs and merchandise as long as sales are handled by the artist.
- Mix and Mingle Coffee Lounge prides itself on being a good community member. Accordingly, we reserve the right to regulate the volume of live music performances.
MISCELLANEOUS:
- Mix and Mingle Coffee Lounge’s will not be liable for damage to, or loss of any merchandise displayed or left anywhere on the Premises.
- Mix and Mingle Coffee Lounge’s shall comply with all applicable federal, state, and local laws, regulations, and ordinances, including the sale and service of alcoholic beverages. Mix and Mingle Coffee Lounge’s reserves the right to ask for proper identification prior to serving alcoholic beverages to any guest. Mix and Mingle Coffee Lounge’s reserves the right to refuse to serve any person under the influence of alcohol or any controlled substance, or to request that such a person leave the Premises.
- Mix and Mingle Coffee Lounge’s reserves the right to enforce its standards concerning dress and decorum at the Event.