OUTSIDE Catering **Photo compliments of Lin & Jirsa
Event Planning We have shared in some amazing events. Experience shows that those events don t just happen by accident it s all in the planning. The more time you invest up front, the more you will be able to relax and let the experience unfurl before you. There are incredible resources available to help you plan. From our experiences, here are a few starters, tools and tips to make your event remarkable. Getting Started Key Questions How can you set your event apart from other experiences? What would you like your guests to remember the most after they leave? How do the event activities fit into your budget? Establish Timeline Organize every detail as early as possible. Have a soft timeline for your events to keep yourself on track. We say soft timeline to allow room for modification of the timeline; be prepared for the unexpected. Get YOUR Priorities Right Build a team. It is a monumental task to plan an event, get people involved and review the good and bad from previous experiences. Go over some of the items in the checklists, then decide who will take care of which items Make a list of the details you can t live without. Everyone has an idea of what their event is going to look or be like in their head. Make a short list of "must haves" for your event. If you budget these things in first, they will have a better chance of actually making it into your final plans Event and Online Resources = Planning Made Simple Embassy's online tools and resources make it easy to coordinate your event - no matter what size. Plan your event, book room blocks and manage your event from anywhere in the world, any time of day, at your convenience. Confirmations are e-mailed directly to you and no phone calls are necessary - though event planners are always ready should you wish to speak with someone directly. Manage Your Event Guest List Manager - This tool provides instant access to your online group reservation details and guest room information. Book rooms directly for your guests or view room count by room type Personalized Group Web Page - Create a private and customizable web page dedicated to your event. Personalize it with event details and photographs. Your guests can book reservations directly online from this web page which also interfaces with your guest list manager and provides 24/7 access to your room block Space Planning Software - Create the perfect seating style setup for your event using complimentary downloadable software. Customize room layout and email your designs directly to the hotel to help avoid any confusion on arrangements. Capacity charts are also available to ensure you are providing enough room for your guests
The Art of Catering Meeting Rooms
OUTSIDE CATERING ** **Photo compliments of Lin & Jirsa
PACKAGE 1 Room Set-up Banquet Tables and Chairs Skirted Gift, Cake and Registration Tables Dance Floor and Space for DJ Elevated Staging for Head Table or Sweetheart Table Dedicated Banquet Captain and Wait Staff Table Set-up Plates for Salad, Dinner and Dessert Silverware and Glassware (one setting per person) Choice of White or Ivory Table Cloth and Napkin color Round Mirrors and Hurricane Lighting on each Table Beverage Service Coffee, Decaf Coffee, Hot Tea, Iced Tea and Water durmeal service Additional Requests Corkage- $15 on all bottles not bought at the hotel Cake Cutting- $2.50 per person ** ing **Photo compliments of Lin & Jirsa
PACKAGE 2 Room Set-up Banquet Tables and Chairs Skirted Gift, Cake and Registration Tables Dance Floor and Space for DJ Dedicated Banquet Captain and Wait Staff Elevated Staging for Head Table or Sweetheart Table Table Set-up Plates for Salad, Dinner and Dessert Silverware and Glassware (one setting per person) Choice of White or Ivory Table Cloth and Napkin color Round Mirrors and Hurricane Lighting on each Table Beverage Service Coffee, Decaf Coffee, Hot Tea, Iced Tea and Water during meal service Champagne and Sparkling Cider toast Assorted Soft Drinks & Assorted Fruit Juices upon request (2) Hour Hosted Mocktails Additional Requests Corkage- $15 on all bottles not bought at the hotel Cake Cutting- $2.50 per person ** Cran-Apple Cider; Cranberry juice and apple cider mixed and poured into a sugar rimmed glass Margarita; Limeade, orange juice, lime and kosher salt on the rocks Mai Tai; Pineapple juice, club soda, orange juice and grenadine Faux Champagne; Ginger ale, white grape juice, pineapple juice and orange juice **Photo compliments of Lin & Jirsa
PACKAGE 3 Room Set-up Banquet Tables and Chairs Skirted Gift, Cake and Registration Tables Dance Floor and Space for DJ Dedicated Banquet Captain and Wait Staff Elevated Staging for Head Table or Sweetheart Table Table Set-up Plates for Salad, Dinner and Dessert Complimentary Cake Cutting Silverware and Glassware (one setting per person) Choice of White or Ivory Table Cloth and Napkin color Round Mirrors and Hurricane Lighting on each Table Beverage Service Coffee, Decaf Coffee, Hot Tea, Iced Tea and Water during meal service Champagne and Sparkling Cider toast Assorted Soft Drinks & Assorted Fruit Juices upon request Additional Requests Corkage- $15 on all bottles not bought at the hotel Host Bar per additional hour- $6 per person (1) Hour Hosted Bar Premium Liquor Johnnie Walker Black Grey Goose Crown Royal Bombay Sapphire Patron Hennessey Chivas Regal Black Label **Photo compliments of Lin & Jirsa **
TERMS AND CONDITIONS Guarantee The final number of guests attending scheduled events, must be confirmed 72 hours in advance and will be considered as the final guarantee for room setup and food preparation. In the event fewer people attend, you will be charged for your guarantee number. Each banquet room has a minimum guarantee established and reception rooms are assigned by the number of guests anticipated to attend. Should the number you have estimated increase or decrease substantially, Embassy Suites Hotel Brea reserves the right to change your originally assigned room to more comfortably accommodate your guarantee according to catering department guidelines. Beverages Complete bar service can be set up in your reception area. The $150.00 bartender fee will be waived if a minimum of $350.00 in sales per bar is met. Should a cocktail server be requested, there will be a $50.00 charge per server/ per hour. The bar can be set up on a host or cash basis. All beverage prices are charged per drink. Legal/proper identification will be requested from anyone consuming alcoholic beverages. Set Up Arrangements/Linens After advising us of your seating requirements, we will work with our banquet staff to set up a floor plan to best suit your needs. Should a diagram be requested for a function, it must be signed and returned, along with your signed contract. Wedding reception tables are traditionally draped with white linen. Specialty linens may be rented at an additional charge. Deposit/Payment Initial deposit for the services rendered is required at the time the booking is confirmed. Failure to return the signed contract with requested deposit within specified time will result in release of function space. Final payment is due 14 business days prior to the event by cash, credit card, or check. If less than 14 business days, personal & business checks cannot be accepted. Prices/Menu Your Catering Manager must receive menu selections at least 30 days prior to the scheduled function. All food and beverage prices do not include tax and service charge of 22%. Additional items will be subject to applicable fees, tax & service charge. Cancellation Notice of cancellation must be received in writing. All monies (including deposit) are non-refundable. Sleeping Rooms Embassy Suites Hotel Brea has 228 suites available. Ask your Catering Manager for special group rates. Reservations for penthouse or upgraded room types will be based on availability only.
OUTSIDE CATERING AGREEMENT Scheduled Event: Account Number: Event Date: The following list of rules & regulations for Outside Caterers using Embassy Suites Hotel Brea. All reservations and agreements are made upon, and are subject to the following conditions. 1. A Release of Liability (Hold Harmless Agreement) signed by the client & the Outside Caterer. Signed document must be on file three weeks prior to the event. 2. The caterer must send a Certificate of Liability Insurance with a minimum of 1 million in coverage and name Nesbitt Partners Brea Venture LTD, dba Embassy Suites Hotel Brea-North Orange County as the additional insured. Scheduled event name and event date should be included on certificate. 3. A description of the menus and all items must be sent to the Catering Manager three weeks prior to the event. 4. A list of equipment that is needed must be sent to the Catering Manager no later than three weeks prior to the event. ~Applicable fees to be applied. The Caterer is to provide all serving equipment necessary to serve their food i.e. Chafing Dishes, Serving Spoons, Bowls and necessary preparation equipment. The Caterer does not have access to kitchen / refrigeration and heating equipment at Embassy Suites Hotel Brea. 5. If Stewards are needed for preparation or dish out they are available at $75.00 per hour. Plated meals require one Steward per 100 guests for dishing plates to Servers. 6. The Caterer must go over all details of the menu with the Banquet Captain. 7. The Caterer must arrive early for prepping and walk through of designated area with Banquet Manager & Steward Manager. Caterer is responsible to have adequate food for the event. 8. The Caterer is responsible for providing sufficient staff to service, prepare and maintain food and buffet stations throughout the food service time. 9. It Is the responsibility of the Caterer to prepare and tray all food items. Caterer will display and present food in a professional manner. Caterer must be completely ready with food to be placed in chafers along with all serving utensils, 30 minutes prior to the event. 10. The Hotels requires one double-sided buffet for every 150 guests. The Caterer must provide enough food for each buffet line. 11. At conclusion of event, Caterer will do a final walk through with Steward and/or Banquet Captain. 12. It is the responsibility of the caterer to clean any area he is using pr a cleaning fee will apply. Price to be advised. Client s Signature: Date: Caterer s Signature: Date: Catering Manager s Signature: Date:
INDEMNITY & HOLD HARMLESS AGREEMENT Scheduled Event: Account Number: Event Date: It is agreed that I, shall protect, defend, identify, and save harmless the Embassy Suites Hotel Brea-North Orange County, and their affiliates and employees from all claims, damages, losses, and expenses including but not limited to attorney s fees and costs, by reason of any suits, claims, demands, judgments or causes of action, initiated by any person, persons or organization arising or alleged to have arisen out of operations of, regardless of the hotel s participation in arranging for use of its services. It is understood that is not owned or controlled by the hotel, and information about its services is provided solely as a courtesy to interested parties.. Client s Signature: Date: Caterer s Signature: Date: Catering Manager s Signature: Date: