CATERING TERMS AND CONDITIONS
DEPOSIT & PAYMENT SCHEDULE
A non-refundable security deposit of 30% for food and beverage is required to confirm the reservation for the date and room.The deposit will be applied toward the total balance of the event. All checks must be made payable to the LBPC. The LBPC will guarantee prices based on signed contract with deposits. Subsequent payments can be made, leading up to the event. The balance of the bill is due no later than thirty (30) days prior to the function. This can be paid by cashier’s check, credit card, or money order. (Initial ________)
CANCELLING & RESCHEDULING
All cancellations must be made in writing. In the event of a cancellation the deposit is non-refundable and non-transferable.There must be a 120 day notice for all events postponed or cancelled. Rescheduled events will pay prices that are current on date of event. Cancellations made between 30 to 120 days from scheduled event will be charged 50% of the total cost of the event. Events cancelled less than 30 days before scheduled event will be charged 100%.
(Initial ________)
SERVICE CHARGE & SALES TAX
All prices are subject to a 19% Service Charge and current sales tax. (Initial ________)
RENTAL FEES
Room Rental Fees for Catered events range from $500.00 to $1,000.00 for five hours. Room Rental Fees for Non-Catered events, such as meetings, seminars, etc., will be significantly higher. (Initial ________)
MEMBER & MEMBER SPONSORED EVENTS
Banquet charges in excess of $1000.00 must be reconciled within 2 weeks following the event date. (Initial ________)
FINAL GUARANTEE/GUEST COUNT
The final menu is due fourteen (14) business days prior to the event. The guest count must be specified fourteen (14) days in advance and this guaranteed number is considered final. Total costs will be adjusted accordingly upon confirmation of final guest count. Your number may increase, but is not subject to reduction. The LBPC can increase your guarantee until three (3) days prior to the event. LBPC will automatically prepare 5% over your guaranteed number. Guests arriving after the meal is served, will be charged the same contracted rate per person. Extra person charges are the client’s responsibility and will be added to your final bill and must be paid prior to the conclusion of your event.
(Initial ________)
ROOM MINIMUM & FUNCTION SPACE
Fees are subject to individual room minimums on Friday and Saturday nights: Ballroom-200, Terrace Room-100. The minimum may not be lowered and you will be charged for this minimum, or your guaranteed guest count, which ever is greater. Rooms are assigned by the number of anticipated guests and set-up requirements. Should attendance increase or decrease substantially, we reserve the right to assign you to a room accommodating your needs. The total number of guests will not exceed the maximum number of people allowed in the room, due to Fire Department regulations: Ballroom-300 and Terrace Room-150. (Initial ________)
ROOM TIMES
Banquet rooms are reserved for the following time slots: Afternoon hours are from 11:00 a.m. to 4:00 p.m. Lunch must be served before 1:00 p.m. Evening hours are from 6:00 p.m. to 11:00 p.m. Dinner must be served before 8:00 p.m. Set-up and decorating is allowed not more than one hour prior to event, by the client, unless prior arrangements are made. One additional hour for an evening event can be purchased by the client for $400.00 paid in advance. Restrictions apply. Under no circumstances is the client to conclude their event beyond 12:00 a.m. (Initial ________)
FOOD & BEVERAGE
The client or their guests may not bring food or beverage, alcoholic or otherwise into the facility from outside sources, except for a cake. Due to insurance regulations, food or beverages may not be taken off the premises. No meals will be provided one (1) hour after serving. Food tasting is not available. We request that you limit your entrée selection to one (1) entrée, however if two (2) entrees are needed please add $2.00 per person. Vegetarian or substitutions due to dietary restrictions may be arranged at a price equal to your entrée price. (Initial ________)
CHILDREN
Children twelve (12) years of age and under are charged for the special child’s menu. Children’s plates are available at time of finalizing the event, and limited to twenty (20) children. An adult must supervise children at all times. Loitering in the lobby, halls, and outside the club is not permitted. (Initial ________)
BAR
The minimum sale guarantee for our complete bar service is $300.00 in the Ballroom plus gratuity or $200.00 in the Terrace Room plus gratuity. If the minimum is not met, you will be charged the difference. The client agrees to abide by all existing Federal, State, and Local Statutes governing the sales and consumption of alcoholic beverages. A bartender fee of $110.00 will be added to your event. Last Call at the Bar will be thirty (30) minutes prior to the end of your event time allotment, and no later than 11:30PM. (Initial ________)
COMPLIMENTARY SERVICES
The following items are provided as a service to our clients for their event:
1. Tables with dining room chairs.
2. China and silverware.
3. Tablecloths and napkins (see swatches for colors available. Black tablecloths are available for an additional charge.)
4. Dinner tickets and table numbers or reserved signs, upon request.
5. Additional tables, such as a skirted head table, registration table, gift table, cake table, display table, etc., upon request.
6. Use of stage, dance floor, podium with 1 microphone, upon request in Ballroom or Terrace Room.
7. Free Parking on street and two side Parking Lots owned by the Petroleum Club of Long Beach.
DECORATIONS
The client may bring in their own centerpieces provided you comply with Fire Department regulations. If centerpieces include candles, the actual flame must not be exposed and must be enclosed in glass. The client may decorate and set up no sooner than one hour prior to start time of event unless prior arrangements are made. Items may not be affixed, taped, nailed, hung or stapled to the walls. The client is responsible for all pre-event planning, placing of favors, place cards, etc. Mirrored squares are available to rent for center of set tables (ask Caterer/Sales Manager). The client agrees to pay $10.00 per missing or broken mirror. (Initial ________)
ENTERTAINMENT
All Entertainers (including DJs) must provide their own sound systems. Sound levels will be determined by the management. Failure to follow management’s instructions will require the sound system to be closed down. At no time is the use of smoke/fog machines permitted inside the LBPC. Inform the LBPC prior to your event if there are any special electrical requirements, as an additional charge will be incurred. Under no circumstances will the LBPC permit the use of a stripper, exotic dancer or any other type of entertainer to perform sexually suggestive acts which are prohibited by law. The client will be responsible and indemnify the Long Beach Petroleum Club for all fines, expenses or losses incurred or related there to. (Initial ________)
SECURITY
One (1) security personnel per 100 guests at the rate of $25.00 per hour per guard with a minimum of five (5) hours is required for all events. The LBPC will not be held liable for damage or loss of any merchandise or articles left in the facility prior to or following any function. (Initial ________)
PARKING
There are self-park spaces for your convenience, at NO CHARGE. Parking is at the vehicle owner’s risk.
(Initial ________)
DAMAGE TO PROPERTY
A minimum fee of $200.00 will be added to your bill, to be collected at the end of your event if glitter, rice, bird seed, fog/smoke machines or other similar substances are used or thrown inside or outside of the facility. The client agrees to pay the LBPC for any and all damages arising from the occupancy and use of the facility by the client, client’s contractors (i.e. florist, entertainment, DJ’s production companies, etc.) or any guest present at their function. (Initial ________)
DEFAULTS AND REMEDIES
Should the client default in performances of this contract, the LBPC shall have the right to seek all legal remedies necessary in the recovery of damages including a possessor lien on all property of the client for reasonable legal fees and expenses incurred in seeking relief of damages and any collection fees. (Initial ________)
EXTRAORDINARY CIRCUMSTANCES
If for any reason beyond its control, but not limited to strike, labor dispute, accident, act of war, acts of God, fire, flood or other emergency condition, the LBPC is unable to perform its obligations under this Agreement, such nonperformance is excused and LBPC may terminate this agreement without further liability of any nature, upon return of client’s deposits. In no way shall LBPC be liable for consequential damages of any nature for any reason whatsoever. (Initial ________)
I HAVE READ, UNDERSTAND, AND AGREE TO COMPLY WITH THE ABOVE STATEMENTS.
CLIENT SIGNATURE: ______________________________________ DATE: ____________________________
EVENT NAME: ____________________________________________ EVENT DATE: _____________________
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