POLICIES & SCHEDULE OF FEES

Transcription

1 IVA LEE S CATERING POLICIES & SCHEDULE OF FEES Iva Lee s Catering is the exclusive caterer at the Villa - no outside caterers; food or alcohol is allowed, with the exception of baked goods, candy and pastries. Iva Lee s holds a catering liquor license. Iva Lee s Catering staff will cut and serve any bakery product for no additional fee. All tastings, food and alcohol will be scheduled with the food and beverage department at Iva Lee s Catering, located at 555 North El Camino Real, Suite E, San Clemente, CA Initial FOOD & BEVERAGE MINIMUMS By renting the Villa San Juan Capistrano, client guarantees they will purchase food and beverages from Iva Lee s Catering for at least 80 guests at a minimum charge of $ 103 per person, excluding gratuity and tax, for the event to be held by you at the Villa San Juan Capistrano for the date that you have rented. For counts below 80 guests, a $ 8,240 food & beverage minimum guarantee will be required. Desserts from outside companies such as Sweet n Saucy are not included in the food & beverage minimum. Initial RENTAL HOLDS A 7 DAY HOLD does not constitute a confirmation for an event date. Until the Venue Rental Agreement (VRA) is signed and the initial deposit is received, The Villa San Juan Capistrano is considered available and may book another event. VENUE DEPOSIT & VENUE FINAL BALANCE SCHEDULE In order to permanently book a date, The Villa San Juan Capistrano must receive a non-refundable deposit of $ 2,500, which applies to the overall venue fee. The venue final balance is due 30 days prior to the day of the event. The venue deposit and final venue balance are not refundable should you need to cancel for any reason. RAIN PLAN & COSTS The date secured is rain or shine. If rain is forecasted on event date, the client must pay additional costs for moving furniture from indoor areas. The cost for moving furniture from the front house and the three connecting tents (tent includes clear sidewalls, lighting and heaters) is $ 2,800 ($2000 for tent + $800 for movers/moving truck) plus tax. It s the client s decision to obtain the tent, however, if the client decides against the tenting option then the client must pay $ 800 for the moving truck and movers, and placement of all dining indoors. Signature Party Rentals, who provides the tables, chairs and linens, will not allow their items to be placed outdoors in harmful, rain conditions. This decision and payment for the tenting and moving fees must be received by 10:00 am, 2 days prior to event date. Client must contact Iva Lee s Catering to assist with the house furniture move & tent rental. Once this decision is made, there is no turning back. If the forecast predicts 60% chance of rain on event day, and it turns out to be beautiful, clear and sunny, the tent will not be able to be removed as it takes several hours to break down and no refunds will be issued. To see the layout for the rain plan, visit Initial

2 LEFTOVERS Due to Health Department laws no extra food can be taken off property due to food safety concerns. The Client may take any baked goods that they provided at their own risk. Initial DEPOSIT SCHEDULES FOR CATERING 2 weeks post tasting, a signed catering contract and a $ 2,000 deposit on your estimated catering bill (Food, Beverage, Labor & Rentals) will be due. 18 days prior to the event date, the final head counts will be due. Iva Lee s Catering will need them broken down as follows: Adults (21 plus) = Teenager s/minors (11 20) = Children Ages 2 10 years = Babies 0 23 months (High Chair?) = Will need counts for Vendor Meals (Example - DJ s, Band Members, Outside Wedding Coordinators, Photographers, Photo Booth Attendants, Etc.) = Client s final catering order will be returned for approval. 14 days prior to event, the remaining balance for food, beverage, labor & rentals will be due. You can make payments along the way if you would like. The final balance due will be based on final count and any changes that you have made on food, labor, bar, rentals and/or arrangements. Once you sign the catering contract, your catering deposit (not venue deposit) will be refundable less than $ 500 non-refundable administrative fee up to 2 weeks prior to the event date should you need to cancel for any reason. Once your final payment is received, your catering deposit, any payments & final payment will not be refundable should you need to cancel for any reason. _ EQUIPMENT RENTALS Signature Party Rentals is the exclusive equipment rental company at the Villa of San Juan Capistrano. Iva Lee s Catering handles the management of all of the rentals from Signature Party Rentals. Iva Lee s Catering has a showroom in San Clemente with samples of most of their equipment. After the tasting appointment, clients can look at the available rentals at the Iva Lee s showroom located at 555 N El Camino Real, Ste C, San Clemente, CA Initial

3 BAR SERVICE The final bar arrangements must be made at least 18 days prior to the event when you turn in your final head counts in order to allow adequate time to submit a Type-218 Catering or Event Authorization Permit to the State of California Alcoholic Beverage Control. No outside alcoholic beverages may be brought onto the premises except for alcohol delivered in by Iva Lee s, Inc. who holds a valid liquor license in the State of California. If management is witness to outside alcohol entering the premise, all alcohol service will be stopped for the remainder of the evening. There will not be a refund or reimbursement to the client if they do not adhere to these rules. If there is something special that you would like served at your event, we can get you a quote for the cost of bringing in that special bottle, case or keg as long as it is distributed in the State of California. There is a No Shot and No Martini policy due to liquor liability issues. The staff reserves the right to cut off alcohol service to any guests that appear to be at the point of being dangerous to their own welfare or the welfare of others. The staff reserves the right to refuse service to anyone who appears intoxicated. All guests must have proof of age documentation on premises and will not be served if they do not supply documentation when requested by staff. The bar may be shut down at the discretion of The Villa s and/or Iva Lee s Catering management for any safety and/or legal reasons. When you give your final head counts and if you elect to have a bar service, we will allow up to 5% of your adult guests counts to be abstainers if this applies. Initial

4 Reach out within 14 days of signing venue contracts In House Day of Coordination Services Provided ~ Preparation for your Wedding Day ~ Initial consultation to explain the planning & coordination process and phone communication from date of contract Advice on how to personalize your wedding Two weeks prior to the ceremony, all vendors listed on the contract will be contacted to verify details of their services Organize wedding rehearsal ~ Rehearsal ~ Develop & distribute Wedding Day Itinerary to be given to members of the wedding party at the rehearsal ~ Wedding Day ~ Up to 11 hours of service on your wedding day with Coordinator & Assistant Manage wedding vendors per your instructions The Villa Coordination will be available in person and by telephone during the entire wedding day to assist vendors with any questions Manage wedding party Manage vendor & décor setup Organize & distribute all personal flowers to wedding party, family members & special guests Facilitate the wedding ceremony Check for any items necessary to properly conduct ceremony Oversee ushers & guest book attendants Make sure that all members of the wedding party are looking picture-perfect Properly line up processional & cue musicians Set up and break down table numbers/names, place cards, favors, toasting glass & serving set per your instructions Coordinate entertainment and all announcements/events during reception Ensure payment of vendor tips

5 WEDDING REHEARSALS The Villa will allow up to an hour and a half wedding rehearsal on site. Scheduling of such rehearsals shall be at the sole discretion of The Villa s management in order to accommodate other scheduled events. OUTSIDE WEDDING COORDINATOR Client may decide to hire a full-service or outside day-of-wedding-coordinator. If an outside wedding coordinator is brought in, $1,000 will be deducted off the final catering proposal (as the cost for The Villa's day-of-coordinator and assistant is built into the food packages). The outside coordinator hired, must be a licensed and insured (at least $1 million liability coverage) wedding coordinator. The coordinator will need to name the Villa of San Juan Capistrano as additionally insured on their insurance and will need a copy of their business license and their insurance information at least 14 days prior to event. Outside coordinator must also adhere to all of The Villa San Juan Capistrano s rules. SET UP, CLEAN-UP AND GENERAL RULES Clients have use of the facility for 11 hours (12:00 pm-11:00 pm), and are allowed to arrive at the facility, not earlier than 12:00 pm for set up on the day of the event. Prior to 12:00 pm, tours, rehearsals and bookings will take place on site. No personal or sub-contracted items or equipment may be delivered earlier than 12:00 pm on the day of the event. All items that are not the property of The Villa San Juan Capistrano must be removed from the property on the date of the event by 11:00 pm. Initial All formal event festivities (music and bar) must end by 10:00 pm. 1 hour has been allocated for striking the venue. At the close of festivities, Iva Lee s Catering and The Villa staff will begin cleanup (no extra charge). All guests and outside vendors must vacate premises by 11:00 pm. Personal items may only be left on the premises if special arrangements have been made with The Villa s management prior to the event. Any special set-up arrangements are subject to review and approval by The Villa prior to the event. Initial Nothing may be taped, stapled, nailed, glued or attached in any way, to any part of The Villa, including, but not limited to walls, ceilings, floors, furniture, grounds and landscaping. Only freestanding equipment and/or decorations may be used. Décor items may be hung on property with discretion from The Villa San Juan Capistrano s management. In compliance with San Juan Capistrano city ordinances, smoking is not permitted on the premises for any reason. Initial

6 MUSIC POLICIES The Villa s sound system is state-of-the-art and is specifically designed for outdoor events. In order to maintain and protect the equipment & to comply with the City of San Juan Capistrano rules & regulations, the Villa requires all non-acoustical music be managed by their approved vendor, Divel Entertainment. DIVEL ENTERTAINMENT (RESIDENT DJ) Keith Divel (Owner) Djdivel@gmail.com Basic DJ Package = $ 1, Owner, Keith Divel, has professionally trained each DJ to adapt to different situations and "read the crowd" effortlessly, to engage and entertain guests, while providing an event that will not be forgotten. From classical to hip-hop, new wave, big band, electronic dance and country western, Divel Entertainment hits all genres across the board. Divel has many bands to refer if you would like to hire a live band. OUTSIDE ENTERTAINMENT *If client decides to use an outside entertainment source whether it be a dj or a band, the client must notify Divel Entertainment within 30 days of signing The Villa s venue contract, so that they may book another event. All outside, non-acoustic entertainment MUST plug into The Villa s sound system and will require a $ 500 sound management fee, paid by client to Divel Entertainment. No outside sound systems are allowed. Divel Entertainment must manage all scheduling and sound fee arrangements for outside entertainment. Please contact Divel Entertainment to make reservations: Divel Entertainment djdivel@gmail.com Initial By signing below, you have acknowledged that you have read, understand and will adhere to the music policies of the Villa of San Juan Capistrano. Please Sign Here: X: Date:

7 PARKING Private valet service is mandatory without exception. All guests are required to drop off their vehicle at the valet station, utilize crosswalks to The Villa if crossing Camino Capistrano, and retrieve their vehicle at the valet station after the event. (In some instances, off-site parking with shuttles may be necessary) No on-site parking is available. Guests shall not park on adjoining streets or in surrounding private parking lots. The client shall be responsible for communicating these directions and instructions for parking to all guests with event invitations or by any other effective means. Parking is based on guest count. CAPACITY & LEGAL REQUIRMENTS The maximum number of guests allowed for an event at The Villa of San Juan Capistrano is 150 to be in accordance with conditions imposed by the City of San Juan Capistrano. By entering into this contract, the client acknowledges understanding of and commitment to abide by this maximum for their event. If client enters into this contract, client must comply with all City of San Juan Capistrano codes and laws. All renters are required to comply with all ordinances and regulations of the County of Orange, County of Orange Health Department, State of California Alcoholic Beverage Control, Orange County Fire Department & Orange County Sheriff, as well as all state and federal regulations and laws. Sparklers are fireworks and are not permitted in the City of San Juan Capistrano or The Villa of San Juan Capistrano. All candles must be contained in a glass votive or hurricane. _

8 DANGEROUS OR OFFENSIVE BEHAVIOR The Villa s management reserves the right to refuse entry, or cause to be removed from the facility, should any individual(s) whose behavior can be judged to put in peril the well-being of such same individual(s), the historic property, its contents, its staff or guests. Any and all illegal acts carried out on premises shall be reported immediately to Orange County Sheriff s Department, and shall be the responsibility of those individuals involved and the renter of the site. In such cases, the damage deposit may be applied to any legal fees or penalties incurred by The Villa of San Juan Capistrano, or to defray any costs incurred by illegal acts. _ SECURITY DEPOSIT Client shall provide The Villa with a security deposit for $ 1,000 in the form of a check or a valid credit card, 2 weeks prior to event date. These funds will be used to offset any charges deemed necessary by The Villa, such as, but not limited to: breakage, damages, repairs, etc., caused by client, client s guests or client s vendors. Should damage occur to the premises, furniture, or other contents, The Villa management will discuss the incident with client and will cash the check or charge the credit card, and forward a detailed accounting to client of any charges levied as a result of the damage. If the premises are left in good condition the check and/or credit card slip will be returned within 14 business days. SWITCHING AN EVENT DATE Switching the date of an event after it has been booked is HIGHLY un-recommended. If client decides to switch event date, client must do so at least eight months before the contracted event date - The Villa San Juan Capistrano must have at least eight months to resell the date to another client. If you change the date less than eight months in advance, you will lose your $ 2,500 non-refundable venue deposit.

9 FINE PRINT Oral contracts will be deemed void. All contract terms must in writing and be included within this contract. Any requests for deviations from this contract must be made in writing and approved by The Villa management. No party shall be liable for any failure to perform its obligations in connection with any action described in this agreement - if such failure results from any act of God, riot, war, civil unrest, act of terrorism, flood, earthquake, unforeseen decision made by the City of San Juan Capistrano, or other cause beyond such party's reasonable control (including any mechanical, electronic, or communications failure, but excluding failure caused by a party's financial condition or negligence). The Villa reserves the right to refuse service to any individual. The Villa is not responsible for any lost, damaged, or stolen property. All contracted items must be included within this document, without exceptions. I hereby agree to and abide by all terms and conditions set forth in this contract. As a client of The Villa, I agree to pay all stated amounts due in accordance to the schedules specified, or will otherwise incur legal costs of collection. Failure to satisfy payment in full according to terms set forth constitutes breach of contract. Clients Name: Date: VENUE RENTAL DATE: