BAYVIEW EVENT CENTER 2007-2008 POLICIES & PROCEDURES

Payment Procedure/Contracts
~ To guarantee your booking, a non-refundable deposit equal to 25% of the food & beverage minimum and/or room rental fee is required, in addition to a signed contract.
~ A payment equal to 50% of your estimated balance is required (3) months prior to your event date.
~ An estimated guest guarantee and all event details are required (14 ) business days prior to your event date.
~ Your final guest guarantee and remaining balance is required (7) business days prior to your event date.
~ A credit card must be left on file for settlement of any remaining balance after the event.
A facsimile (fax) with a signature shall be deemed to be an original and an acceptance of contract terms. Returned check fee is $30.00. Declined credit card fee is $30.00.

Room Charge - The room charge is a flat fee that includes: use of contracted space, set-up, clean-up, parking, staffing, standard tables, chairs, linens, china, glassware and centerpieces. The room charge is in addition to the contracted food & beverage minimums. BayView Event Center reserves the right to assign rooms based on the guaranteed number of guests. Final confirmation of a room can be made at the time the final guest guarantee is given.

Food and Beverage Minimum - If you fail to meet the food and beverage minimum indicated on your contract, an additional room charge will be applied to your final invoice. The additional room charge will be the difference between the food and beverage minimum and your total food and beverage charges (exclusive of tax and gratuity).

Service Charge/Taxes - There will be 19% service charge applied to all food and beverage purchases. BayView Event Center has complete discretion as to its use and distribution. There will be a 9% Minnesota Liquor Tax and Hennepin County Sales Tax of .15% applied to all alcoholic beverages. There will be a 6.5% Minnesota Sales Tax and a .15% Hennepin County Sales Tax applied to all food, non-alcoholic beverages, equipment and service charges.

Wedding Coordination Services - A Wedding Coordinator is assigned to each wedding event when the Booking Contract is signed and deposit is received. The Coordinator works with the Client directly to detail and implement the full range of facility service options to ensure that the event meets the Client's expectations. The average wedding event requires approximately 1.5 hours of coordinating services. BayView will provide two hours of said service at no charge to you, the Client. If additional coordination time is required, BayView reserves the right to bill for service at $75.00 per hour.

Menu Selection/Food Guarantee - Menu selections and approximate guest counts must be provided (14) business days prior to the event date. In the case of short-term bookings (within 14 working days of the event) menu selections and approximate guest counts are due at the time of booking. Multiple entrée selections are limited to 2 choices and menu or place cards must be provided to indicate the guests' selection. A final guarantee for the number of guests attending is required (7) business days prior to the event date. This is the number for which you will be charged. You will be charged for any additional guests over your guaranteed number. Guarantees may not be lowered once submitted, but may be raised upon approval of the Sales Department. If no guarantee is submitted, we will consider the last number given to be the guarantee. Prices and terms are subject to change up to sixty (60) days prior to the event unless a Final Catering Contract has been executed and signed by both parties.

Catering - Due to Health and Insurance regulations, we cannot allow any leftover food or beverages to be taken off the property. All food and beverages must be purchased from BayView Event Center, with the exception of Wedding Cakes. Alcoholic Beverages - STATE LAW PROHIBITS ALCOHOL CONSUMPTION BY PERSONS UNDER 21. BayView Event Center is licensed to allow consumption of beverages provided by BayView Event Center. BayView Event Center reserves the right to confiscate any alcoholic beverages that are brought onto BayView property. In order to consume any alcoholic beverages, food must be made available. Any representative of BayView Event Center reserves the right to refuse service to anyone who appears to be intoxicated. Failure to act responsibly and maintain self-discipline may result in removal from premises, legal intervention or termination of event. For a full bar set up, sales must reach a minimum of $350.00 or the difference will be charged as a staffing fee.

Wedding and Special Occasion Cakes - When you order your cake through our preferred baker, Buttercream, your cake will be billed directly through BayView, the cost will apply toward your food and beverage minimum and our staff will cut and serve your cake for no additional fee. You are welcome to use another licensed baker, however, a fee of $75.00 will be applied to your final invoice.

Decorating/Deliveries/Set-up - Set-up time for vendor deliveries and decorating will be indicated on your contract at the time of booking. If more time is required please ask your Sales Manager about pricing and availability. When planning your décor, please follow these guidelines: Candles and flames must be enclosed, confetti/glitter is not allowed, and signs and banners are welcome but must be approved.

Shipping/Storage - Early deliveries must be pre-arranged and all items must be clearly labeled with your name and event date. All items must be taken home immediately after the event and BayView will not be responsible for items stolen, lost or left behind. Do not send boxes more than two days prior to your function.

Audio/Visual Equipment - A full range of A/V equipment is available, as well as on-site technical support when requested at an additional charge.

Liability/Damages - Liability for damage to the premises will be the responsibility of the function sponsor. The BayView Event Center will not be responsible or liable for damage to or loss of any personal belongings, equipment, or materials of the function sponsor or attendees. BayView reserves the right to charge an appropriate fee for any damages and/or extensive cleaning if deemed necessary by the condition of any room or equipment used. A damage deposit may be required.

Seasonal Decor - BayView reserves the right to decorate the facility with seasonal decor. If your event requires removal of said decor, a labor charge will apply. Cancellation - If cancellation occurs within 180 days of wedding event (120 days for all other events), you are responsible for 100% payment of the contracted food and beverage minimums, room rental fees and other rentals that have been contracted by BayView on your behalf. All advance deposits are non-refundable. Notice of cancellation must be in writing. Customer agrees to pay all cost of collections including reasonable attorney’s fees.