Print this pageTHE GARDEN PAVILION WEDDING TERMS AND CONDITIONS
DEPOSIT & PAYMENT SCHEDULE
1) All deposits and payments made are NON-TRANSFERRABLE and will be applied to your event. Final payment is due in the form of cash or cashiers check only, ten (10) business days prior to the scheduled event. A penalty fee of 10% of your final balance will be applied to all late final payments.
All checks must be made payable to Hannibal’s Inc.
2) A credit card number and signed authorization is required prior to your event; to secure any additional charges incurred at your event.
3) 50% of estimated room rental total is required as deposit for your event.
4) $500 deposit at the time of booking is required for catering service if applicable
( Initial ______ )
FINAL GUARANTEE
5) All final guarantees are due fourteen (14) business days prior to the event. This guaranteed number is considered final. Hannibal’s Catering & Events will prepare and set 10% over your guaranteed number. Guests arriving after the meal is served will be charged the same contracted rate ++ per person. Extra person charges are the organizer’s responsibility and will be added to your final bill and must be paid in cash or charge to credit card prior to the conclusion of your event
( Initial ______ )
Cancellation Policy
If you cancel 60 days or more in advance of your event, we retain 50% of the venue fee and the full catering retainer. If you cancel less than 60 days before the event, we retain the entire venue fee and the full catering deposit. All cancellations are required to be in writing. It can be faxed, mailed, e-mailed, or hand delivered. ( Initial ______ )
Reservation Hold
We are happy to hold a reservation for you at no charge 7 days while you tie up loose ends. If deposit is not paid by the 7 days mark, the date will be released. If someone else expresses interest within the 7 days period, we give you the first right of refusal and will ask you to make an immediate decision with payment. ( Initial ______ )
6) A 20% service charge applies to all orders. The service charge is not a gratuity, but is an additional charge that is used to cover certain additional costs that are associated with each event. The front of the house service staff that works the event does not receive any part of the service charge. The service charge covers the following cost: Administrative costs such as appointments, scheduling, ordering, paperwork, banking and any possible credit card fees (if applicable). We also have other indirect costs such as office & setup staff that work behind the scenes on every event, but aren't included in your labor fees. Liability insurance required to cover any damages or injuries caused by our staff or our equipment to any guests or property. This relieves the client of liability or responsibility when an accident is our fault. Vehicle insurance and costs not covered by a delivery/fuel charge. The service charge helps offset the costs of going the extra mile, such as handling the rental equipment and assisting with the non-catering or venue related elements of a party, wedding or event. The 20% service charge is subject to State Sales Tax (California State Board of Equalization Regulation #1603). (Initial______)
CHILDREN POLICY
7) All children under 10 years of age are charge half price on food. I understand that all children under the age of 12 years old must be supervised at all times. They will not be left unattended in the restrooms, parking lots, front entryways, or halls and are NEVER allowed to enter the kitchen or any service area. ( Initial ______ )
ROOM TIMES
8 ) Function rooms are reserved for allocated times designated with your sales professional. Half day rental is any five hours. Full day rental hours can begin at 8:00 am – 5:00 pm plus one hour early room access for set-up. Lunch must be served before 2:00 pm. Evening rental hours begin at 5:00 pm to 12:00 pm. Dinner must be served before 8:00 pm. Hourly fee applied after contracted hours, see room rental rates. Set up and decorating is allowed, not more than one hour prior to event by the client, unless prior arrangements are made. All rental pricing are subject to change. (Initial______)
9) We do not provide dressing rooms unless arranged with your sales professional ahead of time. Our restrooms are not available to change in. (Initial ______ )
FOOD AND BEVERAGE
10) No food or beverage, alcoholic or otherwise may be brought into the facility by the patron or attendees from outside sources. Due to insurance regulations unless arranged with your sales professional ahead of time, food or beverages may not be taken off the premises. All prices are subject to change. ( Initial ______ )
BAR
11) Bar services are subcontracted to The Lion’s Gate Hotel. Bar service fees are listed on our website. If alcohol is provide by the client and being sold, client is required to get a permit from the Alcohol Beverage Control Board 30 days before the event. The organizer agrees to abide by all existing Federal, State and local statues governing the sales and consumption of alcoholic beverages. The Garden Pavilion reserves the right to cease beverage service if, in the opinion of the management, to do so in the best interest of the facility, its employees, guest or function.
( Initial ______ )
12) I understand that I am responsible for the conduct and behavior of my guests and any problems related to the presence of alcohol. I will not serve or furnish any alcoholic beverages to a minor, any person under the age of 21 years old. I understand that if a minor is found possessing or consuming alcohol, the following actions will be taken: expulsion of guest(s), early closure of the event, and notification of the Sacramento Police Department. I understand that the consumption of alcoholic beverages is allowed only in the event room and that the service of alcoholic beverages must end one hour before the conclusion of the event. ( Initial ______ )
SET-UP CHANGES
13) A labor charge of $200+ will be added for any room set up changes that vary from the client’s original specifications or floor plan on the day of the scheduled event. If Client delays the meal service beyond one hour of the scheduled service time, an additional fee of 1.00 per guarantee guest will apply ( Initial ______ )
SECURITY
14) The Garden Pavilion will not be held liable for damage or loss of any merchandise or articles left in the event center prior to or following any function.
The Garden Pavilion has the right to require security for groups whose size, program or nature indicates such needs. Security expenses will be the responsibility of the client and will be charged at $35 per hour. (Initial ______ )
15) I understand that any guests exhibiting inappropriate behavior including intoxication or violence will be escorted outside the building and not allowed to re-enter. ( Initial ______ )
16) We reserve the right to refuse service to anyone. If a person is asked to leave for any reason, they may not re-enter under any circumstances. (Initial ______)
ENTERTAINMENT AND VENDORS
17) All entertainers (including DJs) must provide their own sound systems. The Garden Pavilion has the right to adjust the sound volume on any entertainment. Absolutely no microphones or extension cords will be supplied. Musicians must provide their own duct tape to secure all cords to floor. Fire Department regulations prohibit this event center from allowing any type of “Fog” machine. Inform the Garden pavilion prior to your event if there are any special electrical requirements, an additional charge will be incurred. ( Initial ______ )
18) All new or first time Entertainers, Disc Jockeys and Production companies to the Garden Pavilion are required to have an onsite visit prior to any set-up of equipments, The Garden Pavilion staff will not be available the day of the event to answer questions regarding specific layout , power requirements etc..
19) All vendors must enter and exit the Garden Pavilion side entrance. All vendors must immediately move their vehicles to the parking structure after unloading. ( Initial ______ )
20) All equipment brought by vendors must be picked up immediately following the event, as the Garden pavilion does not have storage. ( Initial ______ )
EVENT DETAILS
21) The details and specifics need to be confirmed AT LEAST 14 days before the event. We need that time period to finalize the details, schedule staffing and logistic needs, order food, rentals and any additional items for your event. All final changes, including the customer guarantee count must take place AT LEAST 14 days prior to your function. Any substantial changes of your event after this date will result in extra labor and charges of $100 for changes will apply, plus additional costs. Function rooms assigned are tentative and the Pavilion may reassign rooms without prior notification. The Garden pavilion will do its best to notify the planner of any unanticipated reassignments ahead of time. (Initial______)
CLEAN UP FEE – DAMAGE TO PROPERTY
22) A minimum fee of $100 will be added to your bill, to be collected at the end of your event, if glitter, confetti, rice, bird seed, etc. is used or thrown inside or outside of facility. I understand that I am responsible for any damage caused by the Organizer, Organizer’s contractors, i.e. Florist, Entertainment, DJs, production companies or any guest present at function to the event center’s interior or exterior; including but not limited to: event room, restrooms, lobby, and parking lot. ( Initial ______ )
DECORATIONS
23) All event décor plans, including details such as music, balloons, ice sculptures, floral arrangements, displays, banners, and lighting, must be approved in advance. Any decorative items at the event deemed unsafe by the Garden Pavilion Staff will be removed. Décor must not endanger The Garden Pavilion walls, panels or signage; require moving works of art; or affect their appearance. All decor and signage must be free standing. Nails, staples or tape may not be used on walls, floors or windows.
Client will not post or allow to be posted any signs, posters or banners without prior approval of the Garden Pavilion Manager. Candles and small votives must be surrounded by glass, extending 3" above the flame. Any plant brought into the Garden Pavilion must be clean and free of pests.
No smoke/fog machines are allowed without prior approval.
For safety reasons we cannot allow “real” rose petals or flowers to be dropped on the patio or on any carpets. (Silk only). Clients are responsible for all pre-event planning, placing of favors, place cards etc. Mirrored are available to rent for center of set tables (ask Caterer). Organizer’s agrees to pay $15 per missing or broken mirror. ( Initial ______ )
24) Organizer will assume responsibility for any rental equipment. ( Initial ______ )
Set-up, Breakdown and Clean-up
25) Plans for set-up must be reviewed and approved fourteen (14) days in advance of the event by the Event Coordinator. Doorways must not be obstructed. Front doors may be propped open only for delivery and removal of vendor equipment. All tables, chairs, equipment and instruments must be set-up three (3) feet from the walls. Nothing may be leaned against the walls.
All trash must be placed in receptacles provided. The Garden Pavilion will not be responsible for any items remaining on the premises.
The Garden Pavilion will not be responsible for any lost or stolen catering supplies, equipment or any other property, belonging to the Client and/or its subcontractors ( Initial ______ )
EXCUSED NON-PERFORMANCE
26) The performance of this agreement by either party is subject to acts of God, war in California, government regulations, Disaster, strikes, civil disorder in California, illegal performance making it inadvisable, illegal or impossible to provide the facility or to hold the event. Pavilion is unable to perform it's obligation under this agreement, such non-performance is excused, and Garden Pavilion may terminate this agreement. Garden pavilion will return your deposit and in no event will Garden Pavilion be liable for consequential damages of any nature for any reason whatsoever. (Initial_____)
LAW GOVERNING DISPUTES
27) The parties agree that the law of the State of California will govern all disputes under this agreement and determine all rights hereunder. The parties have executed this agreement in Sacramento, California. (Initial______)
DEFAULTS AND REMEDIES
28) Should Organizer’s default in performance of this contract, the Garden Pavilion shall have the right to seek all legal remedies necessary in the recovery of damages including a possessor lien on all property of Organizer for all reasonable legal fees and expenses incurred in seeking relief of damages and any collection fees. (Initial ______)
By signing below, organizer acknowledges that he/she read this agreement and agrees to all it’s terms and conditions. Organizer has independently evaluated all aspects of this agreement and the desirability of entering into the transactions contemplated in this agreement and is not relying on any representation, guarantee or statement other than those expressly set forth in this agreement.
Organizer: ____________________________
Date: ________________________________
Event Name: __________________________
Event Date: ___________________________
THE GARDEN PAVILION CORPORATE
TERMS AND CONDITIONS
DEPOSIT & PAYMENT SCHEDULE
1) All deposits and payments made are NON-TRANSFERRABLE and will be applied to your event. Final payment is due ten (10) business days prior to the scheduled event in the form of organization check or credit card, unless otherwise discussed with your sales professional. A penalty fee of 10% of your final balance will be applied to all late final payments. All checks must be made payable to Hannibal’s Inc. (Initial______)
2) A credit card number and signed authorization is required prior to your event; to secure any additional charges incurred the day of event. This card will be used to secure payment of any invoice/balance over 30 Days. (Initial______)
FINAL GUARANTEE
3) All final guarantees are due fourteen (14) business days prior to the event. This guaranteed number is considered final. Your number may increase and is not subject to reduction. Hannibal’s Catering & Events at the Garden Pavilion will prepare and set 10% over your guaranteed number. Extra person charges are the organizer’s responsibility and will be added to your final bill. (Initial______)
Cancellation Policy
If you cancel 60 days or more in advance of your event, deposit will be refund in full as well as full catering deposit if applicable. If you cancel less than 60 days before the event, we retain the deposit but allow the amount deposited to be applied toward future booking within a one year time period starting from the day of cancellation. All cancellations are required to be in writing. It can be faxed, mailed, e-mailed, or hand delivered
SERVICE CHARGE AND SALES TAX
4) A 20% service charge applies to all orders. The service charge is not a gratuity, but is an additional charge that is used to cover certain additional costs that are associated with each event. The front of the house service staff that works the event does not receive any part of the service charge. The service charge covers the following cost: Administrative costs such as appointments, scheduling, ordering, paperwork, banking and any possible credit card fees (if applicable). We also have other indirect costs such as office & setup staff that work behind the scenes on every event, but aren't included in your labor fees. Liability insurance required to cover any damages or injuries caused by our staff or our equipment to any guests or property. This relieves the client of liability or responsibility when an accident is our fault. Vehicle insurance and costs not covered by a delivery/fuel charge. The service charge helps offset the costs of going the extra mile, such as handling the rental equipment and assisting with the non-catering or venue related elements of a party, wedding or event. The 20% service charge is subject to State Sales Tax (California State Board of Equalization Regulation #1603). (Initial______)
ROOM TIMES
5) Function rooms are reserved for allocated times designated with your sales professional. Half day rental is any five hours. Full day rental hours can begin at 8:00 am – 5:00 pm plus one hour early room access for set-up. Hourly fee applied after contracted hours, see room rental rates. All rental pricing are subject to change. (Initial______)
FOOD AND BEVERAGE
6) No food or beverage, alcoholic or otherwise may be brought into the facility by the patron or attendees from outside sources without consent from sales professional. Due to insurance regulations, food or beverages may not be taken off the premises. All prices are subject to change. (Initial______)
SET-UP CHANGES
7) A labor charge of $200+ will be added for any room set up changes that vary from the client’s original specifications or floor plan on the day of the scheduled event. (Initial______)
SECURITY
8 ) The Garden Pavilion and Hannibal’s Catering & Events will not be held liable for damage or loss of any merchandise or articles left in the event center prior to or following any function. The Garden Pavilion has the right to require security for groups whose size, program or nature indicates such needs. Security expenses will be the responsibility of the client and will be charged at $35 per hour. (Initial______)
9) We reserve the right to refuse service to anyone. If a person is asked to leave for any reason, they may not re-enter under any circumstances. (Initial______)
ENTERTAINMENT AND VENDORS
10) All vendors must enter and exit the Garden Pavilion through the side entrance. All vendors must immediately move their vehicles to the parking structure after unloading. (Initial______)
11) All equipment brought by vendors must be picked up immediately following the event, as the Garden Pavilion does not have storage. (Initial______)
12) All new or first time Entertainers, Disc Jockeys and Production companies to the Garden Pavilion are required to have an onsite visit prior to any set-up of equipment. The Garden Pavilion staff will not be readily available the day of the event to answer questions regarding specific layout, power requirements, etc.
CLEAN UP FEE – DAMAGE TO PROPERTY
13) I understand that I am responsible for any damage caused by the organizer, organizer’s contractors, i.e. Florist, Entertainment, DJs, production companies or any guest present at function to the event center’s interior or exterior; including but not limited to: event room, restrooms, lobby, and parking lot. Items may not be affixed, taped, nailed, hung or stapled to the walls. Clients are responsible for all pre-event planning, placing of favors, place cards etc. Mirrored and votives are available to rent for center of set tables (ask Caterer). Organizer agrees to pay $15 per missing or broken mirror. (Initial______)
DEFAULTS AND REMEDIES
Date:__________________________________________________________
Event Name________________________________________________
Event Date:___________________________________________________
