Event Request

 


 

We are honored to present live music, ecstatic poetry readings, raw food preparation classes, holiday meal celebrations, dance workshops and Gardeners' Collective Forums, as well as many other activities. We can offer the use of our surround sound systems indoor and outdoor, great sandy dancing spaces, beautiful garden surroundings, use of our video projector, fabulous desserts, exquisite drink selection, gourmet organic vegetarian cuisine, friendly catering staff....and more! To Request an Event at the ChocolaTree - Please fill out this form by Clicking Here.

Please find your Type of Event below for marketing/prosperity-split/what to expect!

 

A. Workshop/Music/Talk/Other Experience held by donation or for free

  1. For approved facilitators who would like to offer an experience by donation, we will provide a donation basket and ask for 11% to cover event promotion (provided you bring in more than $20). If you are offering your experience for free, no funds are due to the ChocolaTree.
  2. Marketing:
    1. We will need from you: a flyer (large enough resolution to print a full size page, as well as small size for web promotion - PDF and JPG please!), event description (at least two paragraphs, written with cohesive intention), and 1 - 3 other images for marketing use.
    2. We will post your flyer on our events board.
    3. We will add your event to our online calendar, and forward you information for 3 other Sedona online calendars & newspapers which are free to use.
    4. We will include your event in our next scheduled e-newsletter.
    5. We will RSVP as "attending" to the Facebook event YOU create; we will invite our "Facebook friends" and post the event on our timeline.
  3. What to expect:
    1. We do NOT have a PA sound system set up, but we can refer you to some locals to trade/rent one.
    2. Please arrive at least 1 hour before your event is scheduled to begin for set-up. If you are running late (more than 5 minutes), please call the cafe at (928) 282-2997 (press 1 to speak with a hostess in the eatery).
    3. We will not guarantee set-up assistance.
    4. Facilitators will receive a meal on the house. If your event is scheduled to conclude after 8 PM, please plan to place your order before this time.

 

B. Musical/Other Experience Requiring Exclusive Use of the Garden

  1. For approved musicians, we will close the garden gate and collect a “door cover", which we will split 70-30% at the end of the night.
  2. We will arrange for someone to be present to collect the “door cover”, and they can also help sell any merchandise you choose to bring. If you need help setting up please confirm the details with Danielle, our Events Coordinator (email chocolatree@live.com and place the phrase "Attn: Danielle" in the subject line).
  3. Marketing
    1. We will need from you: a flyer (large enough resolution to print a full size page, as well as small size for web promotion - PDF and JPG please!), event description (at least two paragraphs, written with cohesive intention), and 1 - 3 other images for marketing use.
    2. We will post your flyer on our events board.
    3. We will add your event to our online calendar, plus 3 other Sedona online calendars.
    4. We will include your event in our next scheduled e-newsletter.
    5. We will create a facebook event and invite our 500+ Sedona friends.
    6. We will submit to the local newspapers for online and print publication.
  4. What to expect:
    1. We do NOT have a PA sound system set up, but we can refer you to some locals to trade/rent one.
    2. Please arrive at least 1 hour before your event is scheduled to begin for set-up. If you are running late (more than 5 minutes), please call the cafe at (928) 282-2997 (press 1 to speak with a hostess in the eatery).
    3. Facilitators will receive a meal on the house. If your event is scheduled to conclude after 8 PM, please plan to place your order before this time.

 

C. Workshop/Talk/Music/Other Experience by Set Fee

  1. For approved facilitators who would like to offer an experience for a set fee, we ask for 22% to the house.
  2. Marketing:
    1. We will need from you: a flyer (large enough resolution to print a full size page, as well as small size for web promotion - PDF and JPG please!), event description (at least two paragraphs, written with cohesive intention), and 1 - 3 other images for marketing use
    2. We will post your flyer on our events board.
    3. We will add your event to our online calendar, and forward you information for 3 other Sedona online calendars which are free to use.
    4. We will include your event in our next scheduled e-newsletter.
    5. We will RSVP as "attending" to the Facebook event YOU create; we will invite our "facebook friends" and post the event on our timeline.
    6. We will send you links to post on Sedona newspapers, List-Serves, and online calendars
  3. What to expect:
    1. We do NOT have a PA sound system set up, but we can refer you to some locals to trade/rent one.
    2. Please arrive at least 1 hour before your event is scheduled to begin for set-up. If you are running late (more than 5 minutes), please call the cafe at (928) 282-2997 (press 1 to speak with a hostess in the eatery).
    3. We will not guarantee set-up assistance.
    4. Facilitators will receive a meal on the house. If your event is scheduled to conclude after 8 PM, please plan to place your order before this time.
    5. You should discuss the specific location of your event with Danielle beforehand to get clear about whether you will be stationed on the patio or in a specific section of our garden.

 

For ALL Events:

  • --Your flyer must include the ChocolaTree logo, which we will send to you, and we reserve the right to review it! If the flyer doesn't meet our discernment of beauty and clarity, we also reserve the right to not post it. We can offer a flyer re-do for a $15 fee.
  • --You are welcome to add up to 5 people to your "guest list".
  • --Handing in the percentage of profits due to the Café:
    • If Danielle is at your event, please give the funds directly to her. If not, please go to the front counter to obtain an envelope and write the following information on it:
      • Your Name
      • Event Date
      • % split agreed upon
      • Total monies you received; amount in the envelope
  • --Watch the weather, as we do not have an indoor option! If you make the decision to cancel your event due to ambiguous weather or forecasted storms, it is YOUR responsibility to post this information on the Facebook event, and also to call the cafe as far in advance as possible, so that our hostess can accurately inform potential attendees.
  • --If you (not the weather) cancel the event after we have promoted it, we will ask for an additional 5% when you reschedule to cover the costs of our promotion.

 

For Recurring Events:

  • --For the first month, we will promote your event based on the above guidelines. We will record the numbers of people attending and the number of people from the event that are purchasing food.
  • --You do not need to check-in each week!
  • --After the first month ("trial period"), we will decide if the arrangement is substantially beneficial for all parties. If all is in alignment, we will co-design the next tier of benefits.