Congratulations on your engagement. Ascot Park Hotel is the perfect venue for your special day.

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1 Congratulations on your engagement Ascot Park Hotel is the perfect venue for your special day. Whether your wedding is an intimate gathering or a full dinner for several hundred guests, we can assist you with making your special day a dream come true. The Hotel complex has beautiful landscaped grounds, which offers you the opportunity for outdoor ceremonies, photographs and pre-reception drinks. We can also provide a function room as a wet weather option. Our extensive menu selection can be personalised and our experienced team are happy to discuss all your requirements. Special accommodation rates for your guests and we are happy to provide you with accommodation cards to inform your guests. As a wedding gift to the both of you, we would like to offer a complimentary honeymoon suite for the night of your wedding and breakfast the next morning in Emberz Restaurant or in the privacy of your suite through room service. (Minimum of 50 guests) When you have a Wedding with us, a room hire fee will be charged. Contact our functions team for all information Functions Manager: Trudie Clay Functions Assistant: Courtney Lowe For extra services such as fairy lights, chair covers, themed entranceway and table centrepieces we can recommend local experts to assist.

2 Information Sheet The Following information will provide you with our most commonly asked questions. How many people can the space hold? For large receptions the Waiau Room can seat up to 150 guests at round tables. For a smaller intimate setting the Mararoa/Whitestone Room can hold up to 70 pax seated at round tables. For ceremonies we can hold 80 seated in the Mararoa/Whitestone (with up to 20-30pax standing at the back). What exactly does the room hire include? All tables, linen, seating, tableware, food & beverage staff, staging & dance floor, a room will be made available for you to freshen up in after your ceremony and throughout the night. Weddings with over 50 guests will receive a complimentary honeymoon suite and breakfast for two in the morning also. A full list is available on the following page. What is excluded from the hire fee? Decorations, centerpieces, entertainment, extra lighting, catering & liquor, flowers & plants. What time frame does the hire cover? We book out the function room for the full day to allow for set up. The Hotel reserves the right to book in functions before or after your event if possible to do so without clashes. The bar will close at 1.00am or at the Duty Managers discretion. Is parking available? We have huge grounds with plenty of available space for car parking. Buses are able to park under the main entrance or canopy to pick up or drop off guests from your ceremony if it is offsite. Can I use any supplier? Yes you are free to use any supplier to theme, decorate, or entertain at the ceremony. We must be aware of anyone on site doing set up and anyone using ladders or scissor lift must have had appropriate training. Do you do all the set up & pack down? Yes to an extent. The Ascot Park Hotel aims to be the one stop venue. We will arrange for you to deliver any appropriate decorations or centerpieces prior to your wedding. We will place centerpieces on tables, set down the place names for you. We do not put together extensive theming and would encourage you to use professional suppliers for this task. We also take care of the pack down so you can just pick up the necessary items to take home with you. If the ceremony and reception are in the same space, is there enough time & staff to turn the room around? At least an hour after the ceremony finishes and the reception starts must be provided for a basic room reset, or 2 hours if we need to set all tables. When can I begin set up on my wedding day? The aim is that you will not need to worry about any set up and that we would take care of this. Access may be given to suppliers to do set up the day prior depending on availability. If you wish to guarantee set up and access is done the day before the wedding then you will need to hire out the room at the full day hire rate. Our general practice to set up the room the day of the wedding. Are there any restrictions on use of the space? Yes, all tea light candles must be in a holder that is higher than the flame. We do not allow the use of party poppers and confetti in the function rooms. When is the invoice due? One week prior to the wedding on confirmation of final catering numbers and anything left over to pay such as beverage etc is to be settled immediately following departure the next day. What is the cancellation policy? A booking is confirmed after the deposit has been received. Cancellations of more than 12 months will be refunded, unless planning has already been undertaken by the function department. Cancellations of less than 12 months will only be refunded at management discretion.

3 Inclusions The following lists details the inclusions in your room hire fee A one to one consultation with our professional team and a tour around our facilities Round tables that can seat 8 10 per table Your choice of black or white linen tablecloths and napkins for guest tables (Please note a small charge may apply for extra linen e.g. Overlays for tables, or Fancy napkin folds i.e. Fans serviette insert or ribbon tied) A professional food and beverage team to look after your guests. The function room formally set for dinner including silk-skirted cake table, gift table and top table Staging and Dance floor for your band or DJ Sound system with microphones as required Personal attendants to serve the bride and groom Complimentary table seating plan on our easel at entrance of the reception room (List required 1 week prior to your wedding) A change room will be made available for you and your bridal party to freshen up A Duty Manager who appreciates how special this day is to you and who will oversee all aspects of the wedding on the day from meeting you when you arrive to ensuring the safe delivery of gifts to your suite at the end of the night General Information A tentative booking will be regarded as such until confirmed in writing either by letter, facsimile or or upon the payment of the deposit. A non-refundable deposit is payable on confirmation. Guaranteed numbers are required (10 Days) prior to your function. This guarantee is not subject to reduction and charges will be made accordingly. Clients will assume responsibility for any damage suffered to hotel property during their function. Clients will be responsible to ensure orderly behaviour of their guests and the Hotel reserves the right to intervene. The Hotel will take all necessary care but accepts no responsibility for damage or loss of property left in the hotel prior, during or after functions. Due to licensing laws, no beverage or food may be brought into the hotel by any party. Please note prices are subject to be reviewed each year. Food and beverage prices are subject to change and we endeavour to notify clients of changes as they occur.

4 Extra Services You can personalise your wedding by theming it to reflect your character and the kind of look you want. From the simple elegance of our silver candleholders to the intricate theming of one of our local experts, the possibilities are many and varied. Please talk to us and we can refer you on to the best suppliers in the business: Table Tops Ascot Park Hotel Silver candle holder with coloured candle Mirror Tile $5.00 each $4.00 each We include white or black linen napkins on tables with all formal function dining but can add ribbon, special folds or coloured inserts at the following costs: Flat or tall folds, no inserts or tying of ribbon Retro fans with coloured inserts Napkins tied with your ribbon Overlays Complimentary $1.00 each $0.50 each + supply of ribbon $8.00 each Local Theming Experts You are welcome to provide your own table centrepieces and adornments if you wish and our staff can place these on the tables once they are set. You may also provide your own room decorations or arrange this with one of our local experts: Plants Plus (John and Sue Fenton) John and Sue offer a genuine and friendly wedding theming service, specialising in mood lighting, top table enhancements and feature plants. ph or Out Front Design (Bryce Williams) Bryce offers a range of decorative themes and designs and has many interesting and theatrical props, some of which are available for hire ph Scarlett Fusion Leigh Anne & Lee-ann offer wonderful vision and a knack for bringing fresh & creative ideas with their floral displays. Whether it is a modern table setting or traditional pedestal arrangement, the girls will create designs to enhance the style of your wedding. ph Marquee and Party Hire Marquee and Party Hire has a huge range of wedding accessories and table top theming items for hire and the showrooms are based at 436 North Road, Invercargill. ph Please note the Ascot Park Hotel does not receive commission or any financial benefit from recommending the above preferred suppliers. They have all worked here on numerous occasions and we believe they can be trusted to deliver a consistently high standard of service and attention to detail, as you would expect for your Wedding Day.

5 Wedding Reception Menus Ascot Park Hotel strives to ensure your day is as special and as personalise as possible with a range of menus designed by our Executive Chef If any of your guests have special dietary requirement please advise us, and we are happy to cater for their needs Children s Menus are available on request. If they wish to dine off the Set Menu or Buffet prices are as follows: Children 5 years and under Free of Charge Children 6 11 years at half price of Menu selected Children 12 and over price of an adult Set Menus Our Functions Manager and Executive Chef are happy to personalise a Set Menu to suit your preferences and your budget. Set Menus suit for Dinner groups of guests. A set menu can take extra time and for large groups we recommend an alternate drop or one option throughout the course of the menu. Buffet The minimum number of guests for a buffet menu is 30 people. With a range of Buffet Menus and an extensive selection of platters our buffet menus cover a vast range of food selections. Beverage With a wide range of beverages, both alcoholic and non-alcoholic there is guaranteed to be something to suit your special day. Please talk to us about tailoring your menu to suit the following: The style of the function Your budget Number of guests The timing and formalities of the evening Seasonal considerations For more information about any of our menus, buffet dinners or beverage list contact our functions team on

6 Terms & Conditions TENTATIVE BOOKINGS CONFIRMATION CANCELLATION PRICE VARIATIONS CONFIRMED NUMBERS SURCHARGES PAYMENT FOOD & BEVERAGE DELIVERIES INSURANCE COMPLIANCE FUNCTION ROOMS UNAUTHORISED EXTRAS Will be held on a first option basis indefinitely. If another client requests this space then we will contact you to ask for immediate confirmation in writing. Confirmation of all bookings must be in writing. A deposit is required for weddings and large events. The deposit is non refundable if the booking has been cancelled. All prices are current at the time of quotation and every effort is made to maintain prices. However food and beverage prices are subject to change. In the unlikely event that quoted prices change, we will endeavour to notify you prior to your event All final details, menus, beverages, room set up, AV requirements and timings must be confirmed 14 days prior to the event. A guaranteed minimum number is required at this time, with a final number to be advised 10 days prior. Charges will be based on this number, or the final head count whichever is greater. Extra charges may apply for functions scheduled on Public Holidays. Extra labour charges may apply if your event extends beyond midnight prior to a Public Holiday A deposit is required of $ on confirmation of booking, once payment is made; this amount is nonrefundable. The balance of the account is to be paid in full one week prior to the event when final numbers are confirmed. A credit card number is required to hold as a guarantee and to settle any additional charges associated with the event or you can settle this the next day on departure of the hotel such as the beverage account. Any damages to Ascot property will be charged to this credit card. Only food and beverages purchased from the Ascot Park Hotel can be consumed on the hotel premises. Licensing and food safety regulations prevent the removal of food and beverages from the hotel premises. In special circumstances clients may be able to provide sponsored food for events as long as a written application is confirmed and signed off by the Executive Chef. The hotel is to be notified of any deliveries. The Hotel will not be responsible for packages, parcels or equipment that arrive without prior notification. All deliveries must clearly state the company or function name and the date of the function. It is the clients responsibility to be insured for all items belonging to them for the period these items are in the hotel. While the hotel will take all necessary care, it will not accept responsibility for the loss of any property left in the Hotel prior to, during or after the event unless specific arrangements have been made with hotel management. Clients are responsible for any damage sustained to hotel property by them or their attendees. Clients will be responsible to ensure orderly behaviour of their guests and the hotel reserves the right to intervene and eject any objectionable person from the function off the hotel premises without liability. The Hotel accepts this responsibility with guidelines set by the Sale of Liquor Act. The hotel retains the right to adjust any set up to ensure fire and safety codes are not breached. Particular attention will be paid to the accessibility of fire exits during trade shows where partitioning is erected. Floor Plans must be approved by Hotel management prior to set up. We reserve the right to reallocate function rooms due to circumstances beyond our control. If final numbers increase or decrease significantly from those advised at the time of reservation, we may substitute a more appropriate room. We will discuss changes with you when the decision is made. Unless otherwise instructed in writing, the client will be liable for all charges incurred by the client or his agents during the course of the function.

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