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     ITALIAN CULTURAL CENTRE SOCIETY

CATERING BOOKING POLICIES 2024
Grand Ballroom

The following guidelines are used for Clients reserving the Grand Ballroom from Monday to Sunday.

Policies and Prices may change without notice - policies are confirmed once a contract is signed.
 

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BOOKING
Bookings for Saturdays are based on a first come, first served basis from May through September and December of each year; however, as a matter of courtesy, returning Clients are given an opportunity to book the same day as in the previous year.
Saturdays are reserved for ICCS Member Societies in all other months. Weekday bookings (Monday to Friday) are also based on a first come, first served basis. 

MENUS and BAR
We do not allow outside caterers to cater at our facilities. All food and beverages must be purchased from the ICCS. We can customize sit-down plated dinner or buffet menus to meet your requirements. Clients will be given a selection of dinner items to create their own menu, however, please keep in mind that we can only offer one menu choice to all your guests. We cannot provide the option of different Main Courses for your attendees, but we are more than happy to accommodate any dietary restrictions that your guests may have.  We will need the dietary restrictions 5 business days in advance of the event. There is 18% gratuity added onto the menu price.

AV
The use of the screens in the grand ballroom is $600.00 plus an Audio-Visual Technician to run the screens is $100.00/hour for a minimum of 4 hours, plus applicable taxes. Any additional hours are charged at $100.00 hour. 

MINIMUM CHARGES
We do not rent out the Ballroom on a Friday, Saturday, Sunday without catering.
For any catered function on a Friday and Sunday there is a minimum of $6,000.00 in food sales.
For any catered function on a Saturday night the minimum in food sales is $10,000. 
If you wish to rent the hall on a Saturday night without catering the minimum charge is $15,000. 
Parking is free on a first come first served basis.  Our room rental rates are listed below. 


RENTAL FEES
The Grand Ballroom Rental rates are as follows:
 

Catered Functions:
Saturday        $ 5,000.00 and up 
Monday-Thursday    $ 1,500.00 and up
Friday    /Sunday    $ 3,000.00 and up 

DEPOSIT AND PAYMENT

Your booking is confirmed upon receipt of the deposit as we do not tentatively book the Ballroom.
Once a date has been agreed upon a deposit of $1,000.00 is required to hold and secure your event date for you. Deposits must be secured by Credit Card, which we will keep on file for processing the final invoice. The Credit Card must be valid on the day of the event.  All deposits are non-refundable on cancellation of booking. Deposits cannot be moved to an alternate date.  If you wish to cancel, we will need three months’ notice and no penalties will be incurred.  If the event is cancelled within three months, a $5000.00 attrition fee will be charged to the cc on file. 

We require 100% of the total bill to be paid on the day of the event. 

 

DINNER SEATING CAPACITY

The maximum capacity for dinner in the Grand Ballroom is 688 dinner guests.
To have a dance floor for 688 people is only possible with one type of table configuration. Please ask for further details.

CONFIRMED ATTENDANCE 

Clients must confirm the number of dinner guests 4 working days in advance and any dietary restrictions as we won`t be able to help you on the day of the event. The confirmed guests or actual attendance, whichever is greater, will be the number of meals billed by the ICCS. We cannot accept a decrease in the confirmed number less than 4 days prior to the event. The menu must be confirmed 2 weeks prior to the date of the event.

FULL PAYMENT 

Full payment is required prior to the date the day of the event, no exceptions. Should there be any remaining balance owing after the event, we will process that amount to the credit card that we have on file.

LEFT OVER CATERING

The City of Vancouver strictly enforces that it is against food regulations to provide any leftover catering to leave the premises. Should your group not consume all the ordered catering, we provide the food to Britannia Community Centre’s Homework Club and Union Gospel Mission to feed individuals in need.  

ADDITIONAL CHARGES/INFORMATION

DEPARTURE CHARGES

All guests must depart by the agreed time as stated in the contract. The bar and music must stop at the agreed time or a surcharge of $250.00 will apply for the first 15 minutes and an additional charge of $250.00 per quarter hour or portion thereof will apply. 

For late night events:
All guests must depart by 1:30am. The bar must close by 12:30 and music must stop at 1:00am or a surcharge of $250.00 will apply for the first 15 minutes and an additional charge of $250.00 per quarter hour or portion thereof will apply. The band must remove all equipment out of the Ballroom, enabling catering staff to lock and secure the building by 2:30am or a charge of $500.00 will apply.

LATE DINNER FEE CHARGES

Dinner start times are on the contract. If you are late in starting, a fee will be added to the invoice. One half hour late – no charge, 45 minutes late, a penalty of $2.00 per confirmed guest will be charged. A fee of $2.00 per person will be charged for every 15 minutes thereafter. Staff is scheduled to work based on start times as indicated on the contract. The Italian Centre cannot shoulder the cost of customer tardiness.
 
DECORATIONS

You may decorate the Ballroom only after getting approval from our Catering Manager. Absolutely no nails, tape or staples are to be used to attach anything to the walls. Decorations must come down the same day as the event. Nothing is to be left overnight unless approved by the Catering Manager. 
The Italian Cultural Centre will not accept responsibility for any items left overnight. 

Policies and Prices may change without notice - policies are confirmed once a contract is signed.
 

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