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CATERING TERMS & CONDITIONS
DEPOSIT & PAYMENT SCHEDULE
A non-refundable security deposit of 30% of food & 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 then ten (10) days
prior to the function. This can be paid by cash, cashier’s
check, credit card, or money order.
CANCELLING & RESCHEDULING
All cancellations must be made in writing. In the event of
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 120 and 30 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%.
SERVICE CHARGE & SALES TAX
All prices are subject to a 19% service charge and current
sales tax.
RENTAL FEES
Room Rental/Set-up fees may be discounted in some circumstances.
FINAL GUARANTEE/GUEST COUNT
The final menu is due ten (10) business days prior to the
event. The guest count must be specified ten (10) days in
advance and this guaranteed number is considered final. Total
costs will be adjusted accordingly, + and/or - upon confirmation
of final guest count. Your number may increase , but is not
subject to reduction. We will gladly raise your guarantee
up 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 engager’s responsibility
and will be added to your final bill and must be paid prior
to the conclusion of your event.
ROOM MINIMUM & FUNCTION SPACE
Fees are subject to individual room minimums on Friday &
Saturday nights: Ballroom-200, Terrace Room-90. 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, Terrace Room-150.
ROOM TIMES
Function rooms are reserved for the following time slots:
Afternoon hours are from 11:00 am to 4:00 pm. Lunch must be
served before 1:00 pm. Evening hours are from 6:00 pm to 11:00pm.
Dinner must be served before 8:00 pm. Set-up and decorating
is allowed not more than one hour prior to event, by the client,
unless prior arrangements are made. Additional hours for the
evening will be charged to the client at $250+ per each additional
hour paid in advance. Restrictions apply. Under no circumstances
is the client to conclude their event beyond 1:00 am.
FOOD & BEVERAGE
The Patron or attendees may bring no food or beverage, alcoholic
or otherwise into the facility from outside sources, except
the wedding 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.
CHILDREN
Children under twelve (12) years of age are charged for the
special child’s menu. Children’s plates are available
at time of finalizing the event. Limited to thirty (30) children.
An adult must supervise children at all times. Loitering in
the lobby, halls, and outside the club is not permitted.
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 Engager agrees to abide by all
existing Federal, State and local statures governing the sales
and consumption of alcoholic beverages.
COMPLIMENTARY SERVICES
The following items are provided as a service to our clients
for event:
- Tables with dining room chairs.
- China and silverware.
- Tablecloths and napkins. Your choice of color. Black tablecloths
are available for an additional charge.
- Dinner tickets and table numbers or reserved signs, upon
request.
- Additional tables, such as a skirted head table, registration
table, gift table, cake table, display table, etc., upon request.
- Use of stage, dance floor, podium with 1 microphone, upon
request in Ballroom or Terrace Room.
- Free Parking on street and two side Parking Lots owned by the Petroleum Club of Long Beach.
DECORATIONS
Clients may bring in their own designed 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. Clients are 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). Engager agrees to pay $10 per missing
or broken mirror.
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. Inform the LBPC prior
to your event if there are any special electrical requirements,
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 engager will be responsible
and indemnify the Petroleum Club of long Beach for all fines,
expenses or losses incurred or related there to.
VENDORS
Should floral arrangements, photographers, videographers,
DJ, or a special theme for the event is needed, the Catering
Manager will be happy to assist.
SECURITY
One (1) security personnel per 50-75 guests at the rate of
$20 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 of loss of any merchandise or articles left in
the facility prior to or following any function.
PARKING
There are self-parking spaces for your convenience, at NO
CHARGE.
DAMAGE TO PROPERTY
A minimum fee of $200 will be added to your bill, to be collected
at the end of your event if glitter, rice, bird seed, or other
similar substances is used or thrown inside or outside of
facility. The Engager agrees to pay the LBPC for any and all
damages arising from the occupancy and use of the facility
by the engager, engager’s contractors, I.e. Florist,
Entertainment, DJ’s production companies or any guest
present at function.
DEFAULTS AND REMEDIES
Should Engager 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 Engager for reasonable legal fees and expenses
incurred in seeking relief of damages and any collection fees.
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 Engager’s deposits.
In no way shall LBPC be liable for consequential damages of
any nature for any reason whatsoever.
I HAVE READ, UNDERSTAND, AND AGREE TO COMPLY WITH THE ABOVE
STATEMENTS.
CLIENT SIGNATURE:______________________________________
DATE:____________________
EVENT NAME:_____________________________________ EVENT DATE:
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