2016 Wedding Standards and Procedures

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1 2016 Wedding Standards and Procedures Availability Hawks Cay Resort offers a variety of premier indoor and outdoor wedding ceremony and reception venues. Please contact a wedding Sales Manager to book your very special event today! Function Space Hawks Cay Resort is proud to offer a number of areas to accommodate both a wedding ceremony and reception: Oceanfront Gazebo Sunset Lawn Marina Lawn Coral Cay Pool Beach Grill (based on availability) Landings Dolphin Deck (based on availability) Upper Lagoon Deck (based on availability) Ocean Dolphin Conference Center Overseas Conference Center Additional site/setup fees may apply. Outdoor venues may require additional lighting booked through PSAV, Hawks Cay Resort s audio visual partner. General Event Information Hawks Cay Resort reserves the right to change function rooms with advanced notice if the estimated number of attendees decreases by 50% or more OR if the food and beverage minimum does not meet the standards of the specific location. In this case, you will be contacted to discuss these changes. Function room set-up must be determined 30 days in advance. Any changes to function room set-up made within 72 hours of designated event start time are subject to $500 change fee, plus service charge and tax. Standard event set-up by our team will begin no more than two hours prior to the scheduled event start time. Any earlier set-up time requests for decorating must be requested in advance, in writing, are subject to availability and will be charged at 50% of rental rate per hour. All wedding receptions are based on the time frame specified in the wedding contract. The patron agrees to pay for each part of an hour over the agreed ending time, noted above, with prior approval from Catering Manager, at a rate of $250 per hour plus service charge and tax, which will be due at the end of the function, along with any additional food and beverage charges. All set up of wedding reception décor must be arranges with your wedding planner. All personal/vendor items must be removed from the function space at the close of the event. Hawks Cay is not responsible for lost or damaged items. Wedding Ceremony Rehearsals are optional and must take place between the hours of 10am and 3pm, scheduled around other events on property and booked directly through the Catering Manager. All personal/vendor items must be removed from the function space at the close of the event. Hawks Cay Resort is not responsible for lost or damaged items. In the event that supplies, accessories, decorations, etc.

2 have been left on Hotel property after the event has concluded, a $ plus service charge and tax, cleanup charge will be administered to the wedding master account. The use of all celebration décor and materials must be pre-approved by written confirmation through the Catering Manager and will be subject to additional cleanup fees. Celebration décor and materials consist of: Approved items include; Bubbles, Paper Streamers/Ribbon Wands, Glow Sticks, Noise Makers, Rose Petals and Sparklers (requires written approval and will be subject to strict operating standards) at outdoor venues only. Prohibited items include; Rice, Bird Seed, Confetti, Glitter, Food Products (ex. Popcorn, Sprinkles, etc.), Wish Lanterns or any other Unnatural Materials. Outdoor Events Additional lighting and electrical power is required for outdoor events. Alternate space will be provided in the event of inclement weather. The Resort reserves the right to make the final decision on whether a function will be indoors or outdoors with regard to current and forecasted weather conditions. It is the client s sole responsibility to arrange additional tenting or heating (based on availability, at an additional cost to the client) with the Catering Coordinator no later than 7 working days prior to commencement of event at the clients discretion. Music: Live entertainment and disc jockeys are allowed during the hours of 12pm - 10pm. Hawks Cay Resort reserves the right, at any time during the function, to control the volume of all entertainment. Glass is not permitted at any outdoor events unless pre-approved by the Catering and Event Team. Please be advised that the Tranquility Pool Deck is available to all guests of Hawks Cay Resort and may not be closed for any reason. Audio Visual Hawks Cay s partnership with Presentation Services offers on-site audiovisual production, rigging, and power services. PSAV strives to provide superior customer service in a world-class facility, establishing very high quality goals for our Event Department to maintain both an excellent reputation and provide quality to the client. PSAV has exclusive rights to all rigging, electrical power and lighting services. In the event that you provide your own equipment, the Audiovisual Service Standards Addendum describes the Hawks Cay events standard operating procedures and performance milestones that all outside production companies, audiovisual companies, and clients providing their own audiovisual equipment and services must comply with to ensure an exceptional event at Hawks Cay Resort. Please contact Presentation Services or your Catering Coordinator for a copy of the Audiovisual Service Standards." Guestroom Accommodations All contracted wedding events are offered a special discount off prevailing guest room rates at the time of booking, based on availability (excluding holiday weekends). Discounted rates are valid up to 35days prior to the contracted wedding event date. Contact your wedding Sales Manager for additional details. A courtesy wedding guestroom block will be held for all weddings guaranteeing a minimum of 10 guestrooms per night. The courtesy block is valid based on a specific percentage of the wedding guest guarantee at the time of booking. Requests for additional guestrooms will be honored once the courtesy block has been met, based on rates and availability at the time of request. The wedding couple may reserve their VIP accommodations by contacting Brennan Ahlin at or Daily Resort Fees A $39 Daily Resort Fee is applied to all guestroom accommodations per night stay. Fees include: Valet Parking Local and Toll Free Calls In Room Coffee Makers Daily Membership at Hawks Cay Health Club

3 High Speed Internet Access Unlimited use of Putting Course, Sports Field, Hard and Clay Court Tennis Facility Payment Information The signed contract, a non-refundable deposit in the amount of $2, and a valid credit card presented to remain on file are required to validate your contract and secure your wedding date. Cash, personal check and credit cards are accepted. A credit card backup is required to hold all event dates. Final estimated balance payments must be received 14 days prior to the wedding, should final payment be made after that date, only a credit card or cashiers check will be accepted. At this time, your final head count will be due and approval and signature on your final Banquet Event Order will be required. In the event that payment is not received by the specified time, charges will automatically be posted to the credit card on file. Any additional charges that are incurred on the day of your wedding will be posted to the credit card on file at the completion of your event. All deposits will be credited toward the final bill. Your advance deposits will not be refunded if the event should cancel. Due to credit card regulations, a photocopy of the cardholder s card imprint (front & back) must be provided. If credit card is used as guarantee of payment, an authorization hold for the estimated balance will be put through 30 days prior to program. Cancellation In the event of a cancellation 0 to 90 days prior to arrival, liquidated damages in the amount of ninety percent of the sleeping room and banquet Food and Beverage revenue will be due, plus applicable taxes and service charges. In the event of a cancellation 91 or more days prior to arrival, liquidated damages in the amount of eighty percent of the sleeping room and banquet food and beverage revenue will be due, plus applicable taxes and service charges. Pricing All charges subject to 7.5% sales tax. A service charge of 12% of the total food and beverage revenue will be added, which will be provided to wait staff employee, service employees and/or service bartenders. An administrative fee of 10% of the total Food and Beverage revenue and applicable taxes will be added. This administrative fee is retained by the Resort and is not a tip, gratuity or service charge for any employee and is not the property of the employee(s) providing service to you. All pricing not originally contracted will be guaranteed 60 days prior to the event. Food and Beverage Minimums Hawks Cay Resort requires a minimum food and beverage revenue for all events. This total excludes applicable tax, gratuity and administrative fees. Minimums are determined based on time of year and day of week. Food and beverage minimums are subject to change based on date and availability. Additional room rental will apply if specified minimums are not met. Contact your Hawks Cay Catering Manager for further details. Menu Selection The complete menu selection, including both food and beverage items, must be confirmed with your Catering Manager no later than 30 days prior to your function. Requests for changes made to the menu after this time cannot be guaranteed. Menu Selection Procedures Plated Dinner Menu Options: Plated entrée choice policy is as follows: Maximum of 2 entrée choices is permitted (duet plates available at additional cost) All other courses must be the same for all guests Guarantee of attendance with the breakdown for each entrée is required 14 business days prior to the event.

4 Should there be a deviation on the day of the event from the guarantee, the additional entrees provided will be added to the final charges. 2 forms of guest entrée identification are required: o At the guest table, i.e. clearly marked place cards, per guest o Guest entrée selection chart (template provided by Catering Manager) Vegetarian/Vegan meals are provided at chef selection Stationed Buffet Dinner Menu Options: Guarantee of attendance is required 14 business days prior to the event. Chef attendants are included in package pricing based on final guest count. All additional stations added are subject to additional attendant fees Buffet options are based on 1.5 hours of service Meal Guarantees Final guarantee count is due 21 days prior to your scheduled event. If your guarantee is not received, your estimated attendance as listed in the contract will become your guarantee number and will be charged accordingly. Any additional guests added after the guaranteed date are subject to an additional 25% charge per person. Final diagrams and seating charts are required no later than 7 days prior to the event. Food Policy State law prohibits any food or beverage to be brought into any public area on the premises, including function rooms, except for the wedding cake that may be provided by a licensed and insured bakery. Hawks Cay Resort policy does not allow any food items purchased to be taken out of any public function room, such as leftover meals. Alcoholic Beverages All Federal, State, and Local Laws in regards to beverage purchases and consumption will be strictly adhered to. State Law prohibits any alcoholic beverages to be brought into any public area on the premises. Hawks Cay Resort policy does not allow any beverages purchased to be taken out of any public function room on the premises. In accordance with State and Local Law, it is the Hotel s policy to (a) request proper identification (photo I.D.) of any person of questionable age and refuse alcoholic beverage service if the person is either under the age of 21 or proper identification cannot be produced and (b) refuse alcoholic beverage service to any person who, in the Hotel s sole judgment, appears intoxicated. Vendors A list of preferred vendors will be provided at the time of contracting, to include Hawks Cays preferred wedding professionals. Hawks Cay Resort must approve all vendor agreements at least 60 days prior to your wedding reception. These vendors must be licensed and insured. All vendors are guaranteed access to the function space approximately 1 hour prior to the start of the event. Vendors are required to break down and clean up all of their supplies and accessories at the conclusion of the event. No storage will be provided for left items and the Hawks Cay Resort accepts no responsibility for lost or misplaced items. In the event that supplies, accessories or decorations have been left on Hotel property after the event has concluded, a $ plus service charge and tax, clean-up charge will be administered to the wedding master account. All deliveries set up and break down times must be approved by your Catering Manager. Wedding Planner/Coordinator A wedding planner/coordinator is required to handle all wedding events booked at Hawks Cay Resort. This person will not attend the event at they will serve as the point on-site contact for all event details regarding the ceremony and reception procession, setup, décor, vendors, etc. and will be responsible for creating finalized timelines, diagrams and itineraries. On the day of the event, this person will be responsible for the

5 coordination of the ceremony procession, the set up and break down of all event décor, executing the agreed timeline/sequence of events, and working as a personal liaison directly between the client, all event vendors and the Hawks Cay Staff. A timeline/sequence of events is required no later than 14 days prior to the event. Final diagrams and seating charts are required no later than 7 days prior to the event. Tastings Hawks Cay Resort offers wedding tastings for contracted groups of 50 guests or more at the 2016 wedding package pricing. Tastings are subject to an additional fee of $75 per person with a minimum of two guests in attendance. Arrangements for all wedding tastings must be made at least 21 days in advance, with confirmation from your Catering Manager. Hawks Cay wedding tastings are available for reservations, Monday-Thursday between 11am-2:00pm (based on availability). Menu Selection options are provided through the Hawks Cay Catering Manager. Guest Amenities All amenity distribution arrangements must be confirmed and approved with the Hawks Cay Resort Catering Manager prior to arrival and may be subject to additional charge. A $5.00 charge will apply for each item being distributed. All arrangements must be made with the Catering Manager no later than 7 days prior to the initial distribution date. Welcome amenity distribution will be handled at the Catering Manager s discretion at the time of distribution. One item is allowed per guest accommodation. Each item must be generic and not name specific, per each guest accommodation. Items will not be stored overnight. It is the client s responsibility to deliver items for distribution to the front desk supervisor on a daily bases in accordance with the groups arrival pattern. Per day, a list of reservation names and numbers must accompany each group of items to be distributed. The front office team will not hold multiple day s worth of amenities. Each guest amenity must be clearly labeled with the confirmed guest reservation name and reservation number. Should an amenity not reach its final destination, it will be returned to you prior to departure and you will not be charged for distribution services. Guest Parking Valet parking services are included in the daily resort fee. Self parking is available for non hotel guests at no charge if the food and beverage minimums have been met. A guest parking pass may be required at the time of arrival. Passes will be distributed based on need/availability at the time of the guest arrival. Shipping and Storage Hawks Cay Resort will welcome a limited amount of shipped materials at no additional cost. All shipments must be confirmed based on written approval through the Catering Manager. Materials shipped may arrive no earlier than 7 days prior to your function and may not remain on the premises longer than 2 days after the function date. All materials must bear the name of your group and be addressed to the attention of the Catering Department. Shipping charges accrued by Hawks Cay Resort, will be applied to the wedding master account. Major handling required on behalf of Hawks Cay Resort, will be subject to additional fees. All storage needs upon arrival to Hawks Cay Resort, must be communicated to the Catering Manager no later than 7days prior to arrival. Hawks Cay Resort will accommodate all needs based on availability at the time of request. Hawks Cay Resort is unable to guarantee that any storage area will be completely secure and will not be held liable for any items lost or damaged. Access to the items will be granted based on availability at the time of request. It is suggested that all valuable/breakable items be secured under your approved supervision. Hawks Cay Resort accepts NO responsibility for items stored or left on property before or after the event. Following the event, all items being shipped from Hawks Cay Resort should be properly packaged and ready to ship upon your departure. Approved shipping charges will be posted to the wedding master account.

6 Professional Steaming and Dry Cleaning Services Hawks Cay Resort does not provide professional services on property grounds. For such services, please contact the local drycleaner for further information. Based on availability, Hawks Cay Resort may provide the use of a personal hand held steamer to the Bride ONLY. Please contact your Catering Manager a minimum of 14 days prior to arrival for further details in regard to availability, rental times, deposits, etc. Security Hawks Cay Resort reserves the right to inspect and control all private parties, meetings, receptions, etc., being held on the premises, and to limit the noise volume in the function rooms for consideration of others. Hawks Cay Resort will not assume responsibility for the damage or loss of any merchandise or articles left in the hotel prior to or following any banquet or meeting. Arrangements may be made for security prior to your planned event through your Catering Manager. Group Representative Guarantee Patron is required to conduct the function in an orderly manner, in full compliance with applicable laws, regulations and hotel rules. Patron assumes full responsibility for the conduct of all persons in attendance and for any damage done to persons or property on or about any part of the Hotel premises or theft of property. Under no circumstances will Hawks Cay be held liable for the criminal acts of third parties. If the conduct of the wedding party and/or guests require compensation or retribution on behalf of the Hotel to other guests, such amounts will be administered to the patron master account. Force Majeure The performance of this Contract is subject to acts of God, government authority, military orders, disaster, or other civil emergencies, any of which make it illegal or impossible for either the Hotel to provide the facilities and/or services for Group s event or meeting, or for 75% of the Group s attendees to arrive during the Group s meeting dates. It is provided that this Contract may be terminated for any one or more of such reasons by written notice from one party to the other without liability.

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