These are the standing terms for every private event at The Potionary. Your event's own details, the date, time, guests, what is included and the price, are on the agreement we email you with your quote. Paying the $150 date hold is your acceptance of both.
The $150 date hold is what puts your event on our calendar. Until it is paid, the date stays open to anyone. Once it is paid, we stop taking other inquiries for that date and time, and the $150 comes off your total.
The full balance is due 72 hours before your event. Once your final headcount is in, we email an invoice you can pay online in a minute. If it is not paid by then, we will call you before we do anything else, but we may release the date, and the $150 stays with us as in term 3.
Cancel 14 or more days before your event and the $150 comes back to you in full, the same way you paid it. Cancel inside 14 days and we keep the $150; by then the kitchen has planned and bought for you, and we turned other people away for your date. Cancel inside 72 hours and the full amount is owed; by then the food is made and the room is set for you.
Life happens. Give us 7 days notice and we will move your date hold to a new date once, subject to availability. A second move counts as a cancellation and a new booking.
A storm, a closure, or a kitchen emergency on our side means everything you have paid comes back to you, or we move the date, your choice.
Confirm your final number 7 days before. You are billed for that number or the number who arrive, whichever is greater. If a few more people say yes at the last minute, tell us; the kitchen will say honestly whether it can add them.
The kitchen is ours and the chef is on staff, so almost anything on the menu can be built vegetarian, vegan, or gluten-free. Tell us about allergies in writing by the headcount date and we will tell you plainly what we can and cannot keep separate. This is a working kitchen, not an allergen-free one. Everything served comes from our kitchen. If you have a special exception in mind, a celebration cake for instance, ask ahead and we will agree it in writing before the day. Beer and wine can be added to your event through us. No outside alcohol.
Arrival and set-up begin at the time on your agreement, not before, because the room is being set for you. If your group runs past the end time, it is $75 an hour, billed to a card on the day. During open hours a reserved section is yours; the rest of the shop stays open to everyone.
Decorate as you like, with three exceptions: no confetti or glitter, no open flame beyond the candles we light, and nothing taped, nailed, or pinned that leaves a mark. Your group is responsible for damage beyond ordinary wear.
Welcome, with an adult keeping an eye on them. Tell us when you book if children are coming; it changes the menu, the pour, and the china.
We may take a few photos of the set table before your guests arrive, for our own pages. Say the word and we will not. We do not photograph your guests without asking.
Every payment runs through our online store at thepotionary.com. Your quote shows the per-guest price, the 20% service charge, and sales tax. Refunds go back to the card you paid with.
Paying the $150 date hold at thepotionary.com is your acceptance of this agreement for the event described on your quote. Keep a copy. Questions, before or after, go to events@thepotionary.com.