Catering Function Terms and Conditions

Catering Function Terms and Conditions

Function Contract

EVENTS ARE ONLY CONFIRMED UPON RECEIPT OF THE SIGNED FACILITY RENTAL AGREEMENT, SIGNED TERMS & CONDITIONS AND NON-REFUNDABLE DEPOSIT.

The contract for any function must be signed and returned to the Administration Office at Lily Lake Pavilion Inc. P.O. Box 492, Saint John, NB E2L 3Z8 or via email to .

A copy of the LLP Rental Guidelines is attached to and forms part of this Agreement. For Weddings, final contracts must be signed with confirmed numbers, details and final payment must be received a minimum of two weeks prior to the event. For Business functions, all details and final menu selections must be confirmed 5 business working days in advance.This will be determined at the time of the booking of your event. All arrangements are subject to the terms and conditions following. LLP reserves the right to inspect and control all functions.

Contract Details

The menu and all other details of your event must be finalized a minimum of 5-14 business working days prior to the function date. Larger functions or special requirements may require a greater lead-time.

Menu Selection

Our staff would be pleased to assist you in planning a menu to suit your requirements. Pricing is based on the assumption that the SAME MEAL will be served to all guests.

With the selection of two meal choices there is an extra $2.00 charge per person and for three meal choices there is an extra $4.00 charge per person.

For Buffets, if there is a request for the APPETIZER, DESSERT, OR TEA/COFFEE TO BE SERVED, there will be an additional charge of $2.00 per service, per person.

Special dietary substitutions, including meal choice, are available; however, they must be arranged one week in advance of the function. We will be pleased to quote for such arrangements. Please advise LLP if a guest has an allergy or food sensitivity 5 business working days in advance of your function.

Due to market conditions,Food & Beverage Menu items and pricesare subject to change at any time without notice. Pricing of food will only be locked in at the time of ordering food when food is paid in full.

Cocktail Receptions

Our Hospitality and Sales Manager will be pleased to assist you in the planning of your cocktail reception. Recommended portion guidelines:

Reception Time Pieces Per Person

5:00PM-7:00 PM 14-16

6:00PM-8:00 PM 12-14

7:00PM-9:00PM 8-10

Confirmation of Guest Numbers

The number of guests must be confirmed in writing with the Sales Office a minimum of 5-14 business working days prior to the functiondate. If such confirmation is not provided by this time, the function will be set for the latest number that has been provided by the Event Convener. Function charges will be determined using the greater of the number of persons for which the function was set, or the number of guests in attendance. Should an overflow of guests occur beyond the control of the Event Convenor, LLP will service the guests to the best of their ability.

Food and Beverage

For Weddings only, LLP requires a minimum food catering order of $2,500.00.

To comply with local health regulations and to ensure the safety of all of our guests, LLP will be the sole provider of all Food & Beverage with the exception of wedding cake, cupcakes or candy for a candy bar.

NO other food or beverage of any kind is permitted into the Facility.

Removal of any leftover food will NOT be permitted. This is due to our inability to guarantee healthfulness of food products after they are removed from our control.

Liquor Laws

Lily Lake Pavilion IS THE ONLY PARTY LICENSED TO SELL ALCOHOLICBEVERAGES on the premises. NO OTHER BEVERAGES (INCLUDING HOME MADE WINE) ARE TO BE BROUGHT ONTO THE PROPERTY OR INTO ANY OF THE FUNCTION ROOMS.

Management reserves the right to immediately suspend all services and clear the Function Room should there be any violation of this policy. In this event, charges for all contracted services, whether completed or not, will remain payable. Service of alcoholic beverages is permitted until 1:30AM at which time entertainment shall cease in order to clear the function area. Last call to the bar will be at 1:15AM.

Special requests for specific product may be purchased through LLP, however if not completely consumed or unopened, it must remain in the property of LLP and the Event Convenor is responsible to pay for this item(s).

Bartender Services

In the event that total sales are less than $400.00 on a cash or host bar,

exclusive of the tax and gratuity, a labour charge of a flat rate of $75.00, maximum 3 hours

therefore $25.00 per hour/ per bartender will apply.

If there are requests for ADDITIONAL BARS there will be $200.00 set up fee PER BARBARTENDER FEES OF $25.00 PER HOUR, PER BARTENDER after 3 hours.

Taxes and Services Charges

Applicable taxes (13% HST) and a 15% service charge (gratuity) will be added to all Food and Beverage billing. 20% service charge for off-site catering. Canada Customs and Revenue Agency has ruled that we must charge HST on all service charges.

Account Settlement Options

Accounts may be settled by cash, debit card or major credit cards. Method of payment must be established at the time of booking. Non-business function (e.g. weddings, receptions) must be paid in full prior to service being provided. Any additional charges incurred, which were not included in the Function Contract, must be settled upon presentation of the account statement, prior to departure.

Business clients must complete a credit application for approval for direct billing.

Deposits

At the time of booking, the Hospitality and Sales Manager will determine if a deposit is required, and the terms of such a deposit.

Please note that all bookings require a minimum deposit of 50% plus taxes on the room rental at time of the booking.

Additional deposits are required, as follows:

• $500.00 Deposit is required on Food and Beverage time of menu selection.
• For Weddings, 50% of the contract amount is due 90 days prior (3 months) to the function date.
• All remaining monies are due 14 business working days prior to the start of the function.
• A credit card is required prior to the start of the function, to cover the remaining balance and/or any new charges.

Damage Deposit

Lily Lake Pavilion requires a credit card number to place in your file upon a satisfactory inspection, immediately following the event.

Damages, it is the responsibility of the patron to assume full responsibility for any damages to the Pavilion property caused by the patron, their guests or the agent of the patron (decorators, bands, DJ’s, display companies, etc.).

Credit Privileges

Requests for billing privileges are subject to our regular credit application procedures. We require a minimum of five days to process applications. Account balances unpaid 30 days from invoice will accrue interest, compound at 1.5% per month.

Cancellations and Function Changes

If a cancellation takes place there are no refunds on the room rental deposit.

We understand that circumstances sometimes lead to the need to cancel, postpone, or downsize a function. Should this need arise, the Event Convenor is expected to provide written notice at the earliest possible time to LLP. A complete cancellationwithin five days of the function date will result in a minimum charge of 50% of the total Contract, in addition to the charges for any service provided prior to the event. Food ordered and not required without proper notice to LLP will be charged at menu price.

Ceremony Rehearsal

We will do our best to accommodate requests to hold your rehearsal, however, we are unable to guarantee the time of your Ceremony Rehearsal until 2 weeks prior to the event.

Ceremony Special Notes:

The decision for an OUTDOOR CEREMONY will need to be made by the Bride and Groom and confirmed with the Hospitality & Sales Manager 24 hours in advance of the ceremony.

For a set up and tear down outside at the Gazebo there is $75.00 charge.

The following items are not permitted: Confetti, rice, birdseed, or rose petals.

Fireworks are permitted but must be arranged through 2 suppliers used by LLP, T.W. Graham or Fireworks FX.

Sparklers are permitted outside only, after use to be placed in ametal bucket provided by the Pavilion.

We recommend that all wedding gifts and cards to be removed from the banquet area prior to the dance beginning.

Storage of Equipment Liability

Lily Lake Pavilion has very limited space available for guests’ equipment and supplies. Such deliveries should not arrive more than 48 hours prior to the function and must have been coordinated with the Hospitality & Sales Manager. Packages must be clearly marked Attention:Hospitality & Sales Manager, along with the name of the group and date of function. Guests’ property left on the premises more than 24 hours after a function has ended shall be subject to a storage charge of $75.00 per day. Any guest property remaining on the premises 7 days after a function shall be considered abandoned and becomes the property of LLP. LLP will not be responsible for security of personal property or equipment belonging to Event Convener or their guests before, during, or after a function.

Function Rooms

Function Rooms are assigned in accordance with your requested room set up, and estimated number of persons attending. If the confirmation changes the room set up or numbers of persons, LLP reserves the right to change rooms, with notice to the Event Convener. Function rooms are reserved according to the hours of use indicated bythe Event Convener. If the room is required on a 24 hours basis, the room rental charges may increase, depending upon availability and demand. Request for changes in the roomset up received less than 48 hours prior to the function, shall be subject to a charge ranging from $25.00-$150.00 depending on the type of request. Staff assistance for additional help in hanging décor, assembling centerpieces, etc. will be subject to a $25.00 per hour service fee.

Decorations

The Event Convener and or/guests are responsible for supply, placement and removal of all decorations. For larger or heavier decorations, a limited number of permanent hooks have been installed around the upper perimeter of the room and ceiling beams.

• Fastening materials or devices must not damage walls, ceiling, or flooring.Painters tape and 3M Command Hooks are the only permitted adhesives.

• All Items & Decorations, including fastening materials/devices, must be removed immediatelyafter the functionusing great care. If cleanup is not satisfactory, and LLP incurs extra labour costs, the Event Convenor is subject to a minimum clean up charge of $100.

If a decorator is hired they are responsible to have all items removed immediately following the event.

LLP IS NOT RESPONSIBLE FOR ANY ITEMS LEFT BEHIND OR FORGOTTEN.

• Due to fire regulations, no tapered or open candles are permitted. (Tea lights may be used if fully enclosed in a glass holder). LLP does not provide candles for weddings. You are responsible to bring in any candles for both ceremony and reception that are required.
• Due to fire regulations and safety regulations, NO fog machines,bubble machines or blowing bubbles inside are permitted. Blowing bubbles is only permitted outside of the Pavilion.

• The function room will be available for decorating at 9:00 AM the day of thescheduled function. If scheduling allows, guests may be permitted to decorate before that time. This will be determined in advance by the Hospitality & Sales Manager.

Hired Outside Planners and Decorators by Clients

Any wedding function or event where the client hires an outside Planner and or Decorator, they too must also abide by LLP policies and procedures outlined in the Terms and Conditions. LLP’s on-site Banquet Coordinator will run the event according to the signed contract between LLP and the client.

• When hiring a decorating service or event planner, they must also be given LLP’s Terms and Conditions as they will be using the room and are responsible for the items outlined. This must be signed by them as well and submitted to the Pavilion 2 weeks prior to the event.
• LLP requires Planners and Decorators to have the set-up of the room entirely completed a minimum of 1 hour in advance of the event start time. If this does not occur, this is not the responsibility of LLP.
• Wedding Cakes and Cupcakes may be delivered and set up a minimum of 2 hours in advance of the event start time. Wedding Cakes and Cupcakes may only be delivered on the day of the event only, not the day before. LLP is not responsible for the storage and set up of Wedding Cakes and Cupcakes.

Socan Fee

A performing rights license is required when renting a facility for any function at which music will be playing/performed. The Society of Composers, Authors and Music Publishers of Canada (SOCAN) is a non-profit organization, which by law is authorized to collect fees for the public performances of music of Canada. The license fee, with no mark-up, is charged and collected by the Pavilion and remitted to SOCAN. SOCAN distributes the money collected to the copyright owners in the form of a royalty.

Functions with dancing $66.86

Functions without dancing $33.40 Prices include HST.

Smoking

In accordance with the NB Smoke-Free Places Act, LLP does not permit smoking on the premises; however areas have been designated outside the building.

LLP’s smoke-free policy has been broadened to include any and all electronic cigarettes, or water vapor cigarettes.

Audio Visual Equipment

Screen: No Charge. Projector $50.00.

Flip Chart and Easel: No charge for the first chart, $15.00 for each additional.

For other needs please refer to our recommended suppliers: TELAV Audio Visual Solutions at 634-7511 or Presentation Services at 657-3044 for details of available equipment and corresponding rental charges.

Lifeguard Staff Required

If you are participating in any water activities you must use a lifeguard. The cost is $35.00/hour per lifeguard. One lifeguard is responsible for 25 people.Canoeing, Kayaking, Swimming, Other (specify).

Security

Security may be required for events where alcoholic beverages are sold. Security may also be required when alcoholic beverages are not sold. LLP reserves the right to recommend to the Event Convenor/Client when Security should be provided. LLP reserves the right to hire a reputable Security Company that partners with LLP when necessary. Charges incurred in the hiring of such services will be the responsibility of the client.

I have read and understand the terms and conditions outlined in this contract. I, the undersigned, have the authority to commit my organization to the terms and conditions contained herein and hereby agree to the various terms and conditions set forth within the Lily Lake Pavilion Inc. Rental Agreement including all applicable.

______Date ______

Sign and print name

______Date______

Hospitality & Sales Manager - Signed on behalf of Lily Lake Pavilion Inc.