|
CATERING TERMS & 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 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%.
GRATUITY & SALES TAX
All prices are subject to a 19% gratuity and current sales tax.
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.
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, + and/or - upon confirmation of final guest count. Your number may increase, but is not subject to reduction. We will gladly 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 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 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.
ROOM TIMES
Function 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. Additional hours for the evening will be charged to the client at $400.00 per each additional hour paid in advance. Restrictions apply. Under no circumstances is the client to conclude their event beyond 12:00 a.m.
FOOD & BEVERAGE
The Patron or Attendees may bring no 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.
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 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 Statutes governing the sales and consumption of alcoholic beverages. A bartender fee of $100.00 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.
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 (see swatches for colors available. 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 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/Sales Manager). Engager agrees to pay $10.00 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, 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 engager will be responsible and indemnify the Long Beach Petroleum Club 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 $20.00 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 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. Parking is at the vehicle owner’s risk.
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, 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, etc.) 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:
_____________________
|
