Policies and Procedures         Harborside Mgr:_____
         (2007)                         Client Initials:_______

Event Time:
Daytime hours:  (10:00am – 3:00pm)   Evening hours:  (6:00pm – 11:00pm)   

• Additional hours will be charged $500.00 per hour per room.
• Extended hours and $3,000.00 room rental fee for New Years Eve events.
• Please contact the banquet department for school function pricing

Amenities:
Harborside will provide adequate buffet and guest dining tables, cake table, registration and gift tables ( excludes auction tables and high top cocktail tables- if additional tables are needed for the event then rental charges and set up charges  will apply), white table linens and white cloth napkins, banquet chairs, plate ware, silverware, and glassware. Special requests and decorations may be arranged through the Banquet Manager – please note that additional charges may apply. The Harborside Restaurant & Grand Ballroom and staff are not liable or responsible for items left at the end of an event.

PAYMENT SCHEDULE

Intial Payment:
$1000.00 non-refundable payment is required to reserve a single banquet room ($2000 for both banquet rooms). A $5000.00 deposit is required to reserve Fridays, Saturdays and Boat Parade dates and New Years Eve in December. Confirmation of event date is based on receipt of initial payment. This payment will be applied to the cost of the event.  Initial guest count may not decrease more than 20% for events of 250 guests or more. Please refer to “Minimum Food Sales” and “Guaranteed Guests” for more details.

Secondary Payment:
50% payment of the remaining balance, based on the “Estimated Billing Summary”, is due sixty (60) days prior to event date and is non-refundable.
 
Final Payment:
Final payment of the remaining balance and final guest count, based on the “Final Billing Summary”, is due ten (10) days prior to event date and is non-refundable. Any changes to the final billing summary must be made 10 days prior to the event date. If final payment is not received eight (8) days prior to the event it will be canceled. All monies paid are non refundable. Should your guest count increase after the 10 day deadline, there will be additional 15 % charge on the food and beverage total (service charge and taxes will apply). Events that are booked within 1 month of event date are subject to 50 % payment due upon initial booking.

Cancellation:
All cancellations must occur before 120 days prior to the event date without additional penalties excluding the initial non refundable deposit. If the event is canceled on or after 120 days then a payment 30 % of total estimate at the time of booking will be due and the cancellation penalty payment is the responsibility of the client and/or representative. Please inquire regarding December and New Years Eve.

Event Payment:
Any additional charges incurred at the event will need to be paid prior to end of event (service charge and taxes apply.) Assuming that there will be additional charges at the time of the event, a credit card authorization form must be completed and signed by the cardholder and kept on file with the banquet department. Banquet Department will notify cardholder of any charges before charging cardholders credit card.

Forms of Payment:
We accept all major credit cards, checks, money orders and cash. No credit terms or invoicing will be allowed.

                 MINIMUM REQUIREMENTS         HS Mgr:__­_  Client Int:___
The minimum requirements to hold an event at the Harborside include
Room Rental, Food Minimums, Bar Minimums, Service Charges and Taxes and are stated below.

Minimum Food Sales:         
Menu prices are subject to change. Prices will be confirmed 90 days before event date and will not increase or decrease. Please make selections at least 90 days prior to
event to guarantee current pricing. Please contact the banquet department for school function pricing.  Please note these minimums apply to food only, not beverages. Events held during Boat Parade must have a minimum of 200 guest count.

Guaranteed Guests:
Upon Booking, the stated estimated guest count may not decrease more than 20% for events of 250 persons or more. A confirmed Guest Count must be received ten (10) days prior to event (with Final Payment) and cannot be decreased. If additional guests are added after the ten (10) day minimum, the Banquet Manager must be notified for approval. Increase guest count of 15% or more are subject to an additional charge per added guest.

*Food Menus:
Harborside offers complete Buffet menus, Theme packages, Sit Downs, Food Stations and formal Tray Passed Hors d’oeuvres. Most special menu requests can be accommodated by one of our Chefs. Only food purchased through Harborside will be allowed.  No food is allowed to leave the premises with exception of decorative cakes. Food menus must be approved and finalized ten (10) days prior to event. Based on fluctuating food wholesale food prices, all food menu prices are subject to change and cannot be guaranteed until 90 days prior to your event. Events booked over (6) months in advance may result in a food price increase. Due to state and local health department laws and regulations any non consumed food prepared by Harborside Grand Ballroom may not leave the premises.

Bar Menus:
Harborside offers a full service bar with premium wines and imported beers for either a Hosted or Cash Bar. No alcoholic beverages are allowed to be brought onto the premises.  All alcoholic beverage laws will be strictly enforced at all times.  Harborside reserves the right to refuse service to any guest who cannot provide valid identification of age.  Bar menu must be determined and finalized ten (10) days prior to event. If anyone who is under the legal limit (21 years of age) to consume and purchase alcohol is found to be intoxicated or is in possession of alcohol or unlawful substances, it is acknowledged and accepted that Harborside and management reserve the right to end the event immediately without reimbursement and alert the proper authorities. Pre purchased (case only) wine is the property of the client.

Bar/ Beverages Minimum:
Cash Bar and Hosted Bar sales must exceed $500 per room and per bar set-up
Monday – Thursday and $ 800.00 Friday & Sunday and $ 1000.00 on Saturdays which
includes all non-alcoholic beverages. Weekend daytime events have a $500.00 minimum.
A $1500.00 bar minimum per room is required on Fridays, Saturdays and Boat Parade
Dates and a $4000.00 minimum is required for New Years Eve in December.  
Last Call is at 2:45 PM for daytime events and 10:45 PM for evening events.

Service Charge:
A Service Charge of 20% will be added to the “Final Billing Summary” based on all food, bar, room rentals, and other charges. The Service charge is for all labor needed to execute your event. Service Charge is not a Gratuity. Gratuities can be paid at the clients discretion at the end of the event as a thank you to our staff for excellent service.

Sales Tax:
The State of California requires that a sales tax of 7.75% be collected on all banquet charges (i.e., food, bar, room rental, service charges, equipment or product rentals).        
      
OTHER SERVICES & ADDITIONAL INFORMATION

Parking:
Inquire within for a 3x5 complimentary maps for your guests to include with your invitations. There is metered parking available from 8:00 AM to 6:00 PM. There is a public lot at the Balboa Pier on Palm Street which accommodates up to 500 cars and is $ 1.50 per hour /$ 8.00 per 24 hours maximum. On Palm and Adams behind Newport Landing there is a private parking structure that can accommodate up to 150 cars and is $12.00 per hour.

Valet Services:
Harborside offers limited pre paid valet service for approximately (15) vehicles for $15.00 per car based on availability. Harborside parking passes will be provided to you for your guests.  Valet service will not be rendered without a Harborside parking pass.  Non pre paid parking is available for $ 10.00 per car the day of the event and is on a first come first served basis.

Transportation:
Please ask the Banquet Department for vender referrals/information re. shuttles.

Live Entertainment:
All live entertainment and/or DJ’s must cease playing (10 minutes) prior to event ending time. Set-up and breakdown must be pre-arranged with the Banquet Manager. Harborside does not provide staffing to assist venders with equipment. All live entertainment must be approved by the banquet manager upon booking. For live bands
(not to include pianists, harpist or string ensembles) client must rent both ballrooms and meet all food & beverage minimums.

Decorations:
Harborside will allow outside vendors or personal guests to decorate the room(s) provided that they arrive no earlier than 2 hours prior to the start of the event time.  No bubbles, rice or confetti are allowed, and no staples or tacks are to be used for interior walls, posts or ceiling. Contractor tape is required for extension cords extending across the ballroom floors/hallways (no duct tape!).  Venders must use approved extension cords. All guests/vendors are required to remove all items brought to event. (I.e. decorations, gifts, cake, flowers, boxes/containers and personal items) on day of event.

Staffing:
Harborside will provide adequate staffing at no additional charge for service; based on the amount of guests and type of food/bar menus chosen. Some special requests may require extra staff at an additional charge.

Open Flame:
All items with open flame (candles, centerpieces, torches, party favors, etc.) must be approved by obtaining a permit from the City of Newport Beach, Fire Protection Dept. (949) 644-3161 prior to guest’s event, and must be given to Harborside Banquet Department to post day of event.

Security:
The Harborside may require additional security measures to be provided by client or organization. Client accepts full financial responsibility for any damages incurred during the event by client, attending guests or vendors. In the event of damage done to Harborside property or premise, Harborside will issue an invoice for reasonable repair costs to be paid by client within ten days from event date.

Wedding Ceremony:
Ceremony fee of $500.00 for one ballroom and $750.00 for two rooms will be added. This fee includes staging, wedding arch, lattice panels, piano, cordless microphone, ceremony seating, (setup & removal) and guest book table.   Ceremony capacity is based on guest count. Ceremony set-up cost is in addition to Reception costs.   

Silent /Live Auctions:
An auction set up fee of $ 250.00 for one ballroom and $ 500.00 for two rooms. This fee includes staging, auction tables including linen, setup & removal, microphone, and check out area.   Auction capacity is based on guest dining count. Auction set-up cost is in addition to event costs.  All items and décor must be removed at the end of the event. Each ballroom can accommodate up to 200 feet of table space for auction items

Cake Cutting:                        No charge for cake cutting services.

Accessories:

Client-

I have read and understand all the Policies and Procedures of the Harborside Restaurant and Grand Ballroom and agree to all terms and conditions. The Harborside Restaurant & Grand Ballroom and staff are not liable or responsible for items left at the end of an event.