VARSITY THEATER CATERING FREQUENTLY ASKED QUESTIONS
PLANNING
How do I place a hold on a date?
If you are ready to place a hold, please notify your Varsity contact by email. Otherwise, there is someone who can help via phone or in person at the Loring Pasta Bar, Monday through Friday from 11:00 till 5:00 (with occasional exceptions). Please know that holds are good for 1 – 2 weeks, depending on the demand of the date in question. If you place a hold, your contact will communicate your expiration date.
You can challenge a hold if you are willing to put down the $2000 deposit and sign the required agreement. When a hold is challenged, we will contact whoever placed the hold and give them a chance to commit with the deposit and agreement, within 48 hours of contact. A deposit and agreement will secure your date.
Once I’ve secured a date, what is the timeline for planning? What can I expect for correspondence?
Not too long after you book your event, there will be a preliminary meeting with one of our catering team members to go over some preliminary planning and to review and solidify any optional services you might be interested in. Then 2-3 months out from your date, your service captain, who will be overseeing the actual event, will contact you via email. They will set up a meeting with you and together you will plan the arrangements for your event. Your service captain will also be present on the night of the event to direct the staff and carry out your wishes. You are welcome to hold a follow-up meeting closer to the date of your event (excepting Shoestring Sundays). If you are holding a ceremony with the Loring Pasta Bar, we suggest that you consult your contact before sending out invitations so that we can advise you on the timing.
What deadlines should I keep in mind?
The deadline to arrange for posters and valet service is 1 month out from your event. The menu (including dessert and wine selections) is due no later than 2 weeks out. All other decisions can be turned in at this time too: marquee message, requests for Loring floral arrangements, requests for reserved seating, final guest count. You can still fine-tune your guest count until 72 hours out. We will use that final number for billing purposes unless your actual guest count exceeds that number. Your contact will remind you of these deadlines in your planning session.
Do I need an event planner?
We find that event planners are assigned to handle many of the same tasks that our service captains accomplish for you as part of the Service and Management Fee. Although you may want a planner to coordinate your off-site ceremony and transportation, you do not need a planner for your Varsity reception.
MENU & BAR
What is included in a buffet menu?
The menu guidelines offer a nice variety and feed-until-full quantities that aren’t guaranteed at other venues. The price for a buffet menu, including appetizers, is $35 per guest. Food purchase minimums apply: $6000 on Friday, $7500 on Saturday, and $4000 on Sunday – Thursday.
Buffet Menu Guidelines:
- 6 Appetizers
- 1 Salad
- 1 Side Item
- 3 Pastas
- 2 Entrées
How is the bar estimate calculated?
It is helpful if we start by considering your bar budget and then we can advise you on what different hosting arrangements might amount to that figure. We encourage you to set a maximum dollar amount that you are comfortable with, and we will ensure that you are consulted before that number is exceeded. It’s important to know that different groups can vary considerably, so any estimate that we can provide should be taken in that light.
Can I bring wine for my event?
The Varsity Theater does not allow any outside beer, wine, or liquor.
What are the Loring dessert options?
The Loring can provide delightful mini desserts (3) for $6 per guest—$2 for each additional mini. Ice cream sundaes are another fun option: $6 per guest. Please see the cater menu for more details. We can also provide wedding cake through Buttercream Bakery, also for $6 per guest—customization and delivery are additional. Set up your cake tasting through Buttercream and they will bill us accordingly: they have locations in St. Paul, Stillwater, and Minnetonka: www.Buttercream.info
Our outside dessert fee of $3 per guest applies to dessert purchased through other vendors. We are happy to tray and serve your outside dessert.
What should I know about my menu tasting?
We encourage you to set up your menu tasting at the Loring Pasta Bar 4 – 6 weeks out from your event through your service captain, to ensure that you are sampling our most recent menu. We’ll also make sure that you understand the guidelines and are ready with your gift card. A gift card of a $150 value is provided for your menu tasting. We ask that you set up your tasting on a week-day evening so that your server can give you the time and attention you’ll need, as weekend nights can be very busy. Small plates (half portion, half price) are available so that you can try more items. Your menu tasting is also a good time to try some wines by the glass. 1-2 red and 1-2 white can be selected to serve at your reception—sold by the bottle if you are hosting wine or sold by the glass on a cash basis.
What is late-night food all about?
Many Varsity receptions run the full 6 hours allowed by the standard room fee. Late-night snacks at hour 5 are always a big hit. Pizza, Chicago-style Hot Dogs, or Mini Sandwiches are available for $5 per guest. You are not required to purchase late-night food for every guest—not everyone will stick around for your late-night dance party. You will be billed for the number that are still in attendance to enjoy it.
SEATING & ROOM SET-UP
How many seats should I expect?
We can offer 5-7 large round tables on the main floor of the Varsity, each table seating up to 12 guests. Additional seating on the risers provides another 60- 80 seats. We can accommodate another 30-40 seats onstage if there is not a full band. The optional mezzanine adds another 50 – 80 seats—typically a mix of large round tables and armchairs with small tables.
Can I arrange for reserved seating?
Reserved seating for all guests tends to diminish the Varsity Theater experience. We find that it discourages a lively party where guests are free to move and share. However, we routinely reserve two tables for family members and one for the bridal party (or a table for two instead). Fully reserved seating for up to 200 guests in a standard banquet layout is available at an additional charge depending on the extensiveness of the room modifications, but remember that this will affect the lounge-like vibe that The Varsity is so well known for.
Can I hold both a wedding ceremony and the reception at the Varsity?
It is important that our ceremony spaces are set up for ceremonies and our reception spaces are set for receptions and that the transition between a ceremony and reception space is artful. For these reasons, the Varsity is unavailable for both a ceremony and a reception to follow. What we do offer are lovely ceremonies in the cathedral-like Loring followed by Varsity receptions. Please see “Optional Services” below for more details.
What is included in the Varsity Room Fee?
The room fee includes so much that is additional at other venues: tables, table cloths, service ware, décor, room set-up, a marquee message, lots of candles, etc.
Where is the dance floor?
After dinner, tables are cleared in front of the stage for dancing: 2 -4 large round tables. Those tables will have signs on them to notify your guests in advance. If you will have reserved tables for family, we suggest that you reserve tables that will not be removed unless it is more important to you that your family be seated front and center for dinner.
What choices do I have for décor?
If there are specific décor features that you want to see at your reception, your service captain will be happy to discuss some options with you. Not all requests involving major room changes can be guaranteed at no cost (the location of the buffet, ceiling swags, etc.). However if you have a preference for the predominant tablecloth color, we can offer ivory, red, sage green, or autumn orange. Please speak with your service captain about other specific requests.
What are the guidelines for the marquee message?
The marquee allows for 3 lines. Each line will fit 15 characters, including spaces.
What are some fun ideas for our marquee message?
A marquee message is just one of the many perks that are included in the Room Fee. In the Varsity tradition, you can present your reception as a show: One Night Only…. The Wedding… Starring….Or something classic like: Just Married…. A standard message would include your names and the date. A personalized message is always nice.
What might look different about the Varsity for my event?
It’s important to know that no two events look quite the same at the Varsity. The risers configure differently and the shape of the buffet is liable to change from week to week, other elements of the décor come and go, but the space is consistently fabulous! Please consult with your service captain about your expectations.
OPTIONAL SERVICES
What optional services can you offer?
Valet Service: We recommend that you arrange for valet service on a hosted or guest pay basis. Either way, a 40 car minimum is required. $8 per car. The deadline for this request is one month out from your event. A meter hooding fee applies to create a valet zone in front of the Varsity: $56 for two meters. If you are holding a Loring ceremony before your Varsity reception, two meters will also be hooded outside the Loring for a valet drop-off zone. $92 for four meters.
Floral Arrangements: Loring flowers are sure to match the look and feel of the Varsity. With a budget of $300 - $600 we can give you a beautiful display with your choice of colors.
Booking a Band: As one of the most active concert promotions venues in the Midwest, we are specially capable of connecting you to bands, DJ’s, and other ideas to enrich your celebration. The cost of this service is 15% of the entertainment cost.
Event Posters: We make gigantic 2 ft x 6 ft posters for all of our musical and theatrical events at the Varsity Theater and can also make them to commemorate your occasion. Featuring whatever graphic iconography of the event you wish (i.e. pictures of the smiling couple, invitation graphics, corporate logos, etc.), the posters are placed in the window boxes out in front of the Varsity during your event. The rate is $50 set-up and design fee plus $25 per print (with a 2 print minimum). These are wonderful souvenirs and can be an impressive yet affordable way to bring an extra-special feature to your party.
Event Marquee Banners: We have the capabilities of printing large vinyl banners (4 ft tall by 10 ft wide) that can be hung in front of the marquee and backlit (think the show banners on the marquee of the Orpheum). These banners are $500 per banner and are a dramatic way to personalize your event.
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Loring Pasta Bar Ceremonies: The main dining room of the Loring transforms into a perfect location for wedding ceremonies. The tables are replaced by rows of chairs facing the grand staircase, where the ceremony takes place. The stage is perfect for live musicians. If you have recorded music, our sound system is equipped for playing i-pod music. Microphones are also available for your officiant and any readers. The cost is $1500. We can provide up to 210 seats on the main floor and accommodations can be made for groups larger than 210 in our mezzanine or main floor standing room. The Loring is available for ceremony purposes between 3:00 – 5:00, during which time we will be closed to the public. Most groups choose to hold a 4:30 – 5:00 ceremony because the transition into a Varsity reception must take place post-ceremony. That plan gives you a 5:00 – 11:00 Varsity reception, unless more time is purchased. If you will be taking group photos onsite, those can take place from 3:00 – 4:00 at the Loring. Please consult with your Loring/Varsity contact before sending out your invites, to ensure good timing.
What are the different parking options?
Other than valet service, which is strongly reccommended, we can offer you a parking guide to the parking options in Dinkytown, which includes a map and a description of the cost of parking lots, meters, and valet service at the Loring Pasta Bar. There are two parking lots located just one block from the Varsity on 5th Street between 13th and 14th Ave. SE, metered parking (which is less ideal) and some limited street parking outside of three blocks.
When do my vendors have access to the Varsity on the day of the event?
Vendors have access to the Varsity 4 hours before guest arrival, as stated in the agreement. Please connect with your service captain about the approximate time that we can expect any deliveries.
What is the security like at the Varsity?
Security is required for groups more than 6 kids or by special permission. Two security persons are required for groups that with 10 or more minors and are billed at a rate of $25 per hour for each security person. Security is also available upon request. From time to time there are curious pedestrians that peek into the Theater to find out our program for the evening. We have not had any experience with party crashers. We do ask that you designate someone from your group to handle your gifts. Unfortunately we cannot provide a locked room to store them in.
FINANCES
Do you have a special dinner price for children?
Yes, kids 10 and under eat free! Please alert your service captain if you expect special menu accommodations for the kids in attendance.
Going into the event, what are the unknown fees and charges?
Once we have your final guaranteed guest count and the details about what you plan to host at the bar, we can provide you with an updated proposal of estimated costs. There are other optional items that you may want to add and we will include those as well: valet service (+ meter hooding fee), flowers, photo booth, posters, ceremony, mezzanine rental, etc. Typically, there are very few unknown costs going into the event:
- If your actual guest count for dinner service exceeds your guaranteed guest
count, you will be billed accordingly.
- If you are hosting late-night food, we can bill you for the number in attendance
to enjoy it, although we can give you a good estimate in advance.
- If you are set up for valet service, the number of cars that are parked will
also remain unknown prior to the event. The bar sales (both cash bar and hosted sales) are also liable to fluctuate from
the final updated proposal.
Is a gratuity included in the Labor and Management Fees?
Tipping is neither required nor expected. Our service staff is paid a higher hourly rate than minimum wage. Nevertheless, to show gratitude for a job well done, many of our clients choose to tip above and beyond the Service and Management Fees. The service fee is 20% of the total food and hosted beverage purchase. The management fee is a flat fee of $500, which covers the normal scope of event planning and management on the day of the event.
Do I need to worry about approaching the email limit mentioned in the contract?
We welcome email correspondence and requests for phone conversations, within reason. If you are approaching your correspondence limit, your service captain will alert you, after which time planning correspondence is billed at $25 per hour. Stationed at the busy Loring Pasta Bar, our planning and sales team is not always available for unscheduled calls. In general, email is best. It allows for a written record that everyone can refer to and it gives us the time we need compose a response, given other demands. You can typically expect a same-day or next-day response, except on weekends and holidays. If you prefer phone conversations, by all means, make that known to your contact at the Loring, and we will accommodate.
What are the options for when and how I pay for my event?
You are required to pre-pay the estimated costs or pay for the actual costs immediately after your event (though we find that this is not always the ideal situation, especially after such a joyous event). Our suggestion is that you pay the amount of your updated proposal prior to the event and then we can handle the difference on the following business day. Payment by cash, check, or money order is preferable so you can qualify for the 3% discount on the total bill (which is the amount quoted on your proposal). Payments by credit card will be charged the full value (which is the amount quoted on your proposal without the 3% discount).
