Facilities Use Policies and Procedures

RESERVATIONS
Reserved dates are not considered secured by the Client (“User”) until the San Diego  Wine & Culinary Center (“SDWCC”) has received the signed Event Contract and the initial deposit. A receipt for teh deposit will be faxed as confirmation of User's reservation.

The initial 50% deposit, as specified in the Event Contract, is due and payable upon signing of the contract with the SDWCC. If such deposit is not received within one week of the execution of the contract, the reservation will be released.

Clients requesting dates held, but yet unconfirmed by another group, will be placed on a waiting list in the order the request was received.
Scheduling of events is subject to availability. The SDWCC retains the right to book concurrent events in non-reserved spaces. The SDWCC will make every effort to avoid conflicts when there is more than one group on the premises at the same time.

It is the User’s responsibility to observe and execute all the procedures and policies mentioned above and hereafter. Failure to comply will result in the forfeiture of all fees paid and the SDWCC’s right to terminate the contract completely.

FINAL PAYMENT
All charges, less the advance deposit, are payable no later than one week prior to the event. Payment is accepted in the form of credit card, cash, company check, certified check or money order. Personal checks can only be accepted with prior approval of the SDWCC. Charges incurred for additional items consumed during the event (beyond those stipulated in the event contract) must be paid in full at the immediate conclusion of the event. Credit card information is required to be on file for events with elements to be paid the night of the event.

TIMING
The SDWCC books a wide variety of events, and frequently there are multiple events per day. This contract is for the hours specified. Additional charges may apply if the timing of your event is not within the contracted hours - see Additional Fees below. Additionally, sometimes the SDWCC is unable to extend the use of the facility beyond the contracted hours.

CANCELLATION
In the event of cancellation within 30 days of the original event date, the deposit shall be non-refundable. Should the event cancel more than 30 days in advance of the original event date, all deposits may be applied to a different date within one year of the original event date.

PRICING
All contract pircint reflects a five percent (5%) cash discount applied to your event. If payment is received in a form other than cash or check, the SDWCC shall charge, and client shall be responsible to pay, the full amount without deduction for aforementioned five percent (5%) discoutn.
Menu items listed are market-priced. Quoted prices will be guaranteed for 90 days after the written quote. All food and beverage is subject to 20% service charge and applicable sales taxes. Groups or organizations claiming tax exemption must furnish a copy of the organization’s tax exemption certificate prior to event date.

The food and beverage minimum outlined on the cover page of this contract is set based on the projected cost per person (for food, beverage, and/or activity) multiplied by the person minimum. The person minimum is originally set at 20% below the contracted guest count. Once the guarantee is given (see Guest Guarantee below) that becomes the person minimum and the food & beverage is recalculated at that time based on the guaranteel.

GUEST GUARANTEE
Guaranteed guest counts are required one week in advance of the event date BY NOON. If no guarantee is received, SDWCC will charge for the most recent guest update given or for the number of guests in attendance, whichever is greater. Should the actual number of guests fall below the guarantee, client will be charged for the difference. Guarantees are charged based on the estimated cost per person based on the quoted bill. If final guest count is below contracted number, SDWCC reserves the right to move the event into a different part of the facility.

ADDITIONAL FEES
Additional fees will be charged when an event exceeds its scheduled hours. Charges will be billed at $150 per hour, or fraction thereof. User is fully responsible for damage to or loss of SDWCC property and will be billed accordingly.

The San Diego Wine & Culinary Center can provide up to (20) 60" round tables, up to 78 mahogany Versailles chars with black cushions, up to (8) 30" belly bars and up to (6) 30" cocktail tables (all tables come with burgundy tablecloths) at no additional charge. Chairs and tables to be provided is outlined in teh Special Requests section of this contract. If you need additional or different types of tables/chairs/linens, please inquire with our Event Coordinator.

The SDWCC can supply china and flatware for seated meals up to 120 guests (beyond that plateware and flatware will be rented for you, at a charge of $10.00 per person). Staioned meals/hors d'oevres receptions will be set with high quality plasticware unless china is specifically requested by the client and outlined in teh Event Contract section of this document. For additional rentals please inquire with our Event Coordinator for pricing.

EXCUSED NON-PERFORMANCE (Force Mejeure)
The SDWCC has the permission to cancel an event at any time if the SDWCC proves to be unsuitable for use due to any of the following:

1. Fire or other calamity caused by nature.
2. Labor dispute.
3. Notice of violations by the City of San Diego.
4. Any other occurrences beyond the control of the SDWCC.

In the event of such cancellation, User will not be liable for payment of fees for cancelled programs, nor will the SDWCC have any further liability or obligations with regard to said canceled program. Should such action by the SDWCC become necessary, the SDWCC guarantees that it will provide suitable time(s) for rescheduling.

The SDWCC also retains the right to revoke permission to use its facilities when, in its sole judgment, an event would jeopardize the facility or the safety of those attendees at the facility. In such instance, as much notification as possible will be provided and all fees will be refunded.

INVITATIONS AND PRINTED MATERIALS
User is permitted to use the SDWCC name and logo to announce the location of the event. The User cannot make claims that the SDWCC is sponsoring or hosting the event unless a separate sponsorship agreement has been signed by the SDWCC.

APPROVAL PROCESS
Once the Event Contract has been signed and a deposit is received, the SDWCC Event Coordinator will fax User a receipt of the deposit, confirming your reservation. Any on-site walk-throughs should be setup via appointment by User and the SDWCC Event Coordinator. For any scheduled walk-throughs with the Users, as well as any caterers and subcontractors that will be involved in the event, policies, procedures, equipment, set-up, production schedule and all other important details of the event will be discussed. If needed, a final walk-through will be scheduled no later than two weeks prior to the event.

DÉCOR
The User is responsible for removing all event equipment and décor from the premises immediately after the departure of the last guest from the SDWCC at the conclusion of the event, unless arrangements for said materials have been made directly by the SDWCC. The SDWCC will not be responsible for any items remaining on the premises. Storage and/or removal fees may be charged for items not removed by the time arranged.

All signage is subject to prior approval from the SDWCC. All décor and signage must be freestanding. Nails, staples and tape cannot be used on walls, floors or ceilings. Banners, awnings, promotional or commercial signage may not be placed on the front of the building without permission from the SDWCC and the Harbor Club. It is the User’s responsibility to provide labor to set-up, maintain and remove all decor and signage. User or subcontractors must remove all décor/signage immediately following the event. Confetti, glitter, sequins, fake snow, rice, birdseed, sand, helium balloons etc., are not allowed.

All additional lighting, both, inside and outside the SDWCC must be approved in advance by the SDWCC. Outside lighting is subject to the approval of the Harbor Club and the City of San Diego.

All décor items must comply with local fire department regulations. Votive candles may be used with no more than 4 votives on each 60 inch round and/or 8 foot banquet tables. All votives must be fixed in a container that is at least twice the height of the votive. No other candles or open flames may be used. The SDWCC must approve all equipment installation. The User must notify the SDWCC if a technician’s presence is required for the preliminary walk-through.

In order to promote the facility rental program, the SDWCC reserves the right to photograph the facility during the set-up and throughout the reception time. The SDWCC will retain all copyrights for future use in promoting our special events program. Such images may be displayed on the SDWCC web page, the special event portfolio and to potential clients.

MUSIC AND ENTERTAINMENT
The selection of music and entertainment for the event is subject to SDWCC approval. Pursuant to the guidelines established by the American Society of Composers and Publishers (ASCAP), User is responsible for any applicable licenses for live or recorded music performed during the event. User further agrees to indemnify the SDWCC against any liability resulting from failure to do so.

FOOD & BEVERAGE
Due to health, safety and state liquor laws, neither food nor beverage may be brought in nor taken out of the SDWCC, with the exception of items purchased at the retail shop. Alcoholic beverages may not be brought into the center from an outside source. The SDWCC strictly adheres to all state and federal laws pertaining to the sales and service of alcoholic beverages, including sales to minors and intoxicated persons.

DUMPSTERS
User and caterer will not have access to the SDWCC dumpsters. Caterers are responsible for removing all trash from the premises after an event.

SET-UP AND BREAKDOWN
Access for set-up will be arranged at the discretion of the SDWCC based upon other scheduled classes, events and tasting room use. Generally setup is allowed one hour prior to the event start time and one hour will be allocated after the event for cleanup and breakdown. The SDWCC will not be responsible for any lost or stolen catering supplies, equipment or any other property of caterers, sub-contractors or User. It is required for the caterer to do a final walk-through with the SDWCC staff to evaluate the condition of the party/staging area before they depart from the building.
Walk-in patrons of the SDWCC will be asked to leave the premises thrity minutes prior to teh contracted event start time.

CLEAN-UP
The SWCC must be returned to the condition in which it was found. Clean up and removal of refuse is the responsibility of User and/or User’s sub-contractors. All trash must be removed from the premises entirely. No equipment, décor, tables, chairs, debris or other materials may remain on site overnight. If any SDWCC personnel judge routine cleaning and maintenance inadequate to return the premises to its prior condition, special maintenance services will be contracted by the SWCC and this fee will be billed to User.

ACCESS
Load-in and load-out are to be done at the times agreed upon in writing. Generally load-in will be done immediately prior to the event and load-out will be done immediately following the event, unless otherwise specified in writing. The access for load-in is located at the loading dock and vehicles cannot be left there unattended or parked there under any circumstances. Vehicles must have commercial plates in order to use the yellow loading zone. Failure to comply will result in a likely fine issued by the City of San Diego and/or the Harbor Club.

STORAGE
The SDWCC has no storage areas for events. Therefore, all deliveries and pick-ups must take place on the event date.

PARKING
Parking is available on street or at a variety of local parking lots in the area around the SDWCC, including the San Diego Convention Center. Valet parking service is available using select vendors approved by the SDWCC. All valet services are at User’s expense.

DELIVERIES AND PICK-UPS
All deliveries and pick-ups must be scheduled and coordinated through the SDWCC staff at the time of the pre-event walk-through. The SDWCC will not be responsible for counting and checking deliveries and does not assume responsibility for items delivered or left at the SDWCC. All deliveries must be clearly marked with the User’s name and date of event. The SDWCC will not receive COD deliveries on the User’s behalf.

PRESS
Any press coverage or other related activities must be coordinated with the SDWCC’s Marketing Department and are subject to the SDWCC’s approval.

SECURITY
For events including live music of any kind, one security officer per 50 guests will be required by the conditions of the SDWCC liquor license. User will be charged for security personnel. If City Police, Fire Department or medical services are required on-site for the event, User will be responsible for all related costs. The SDWCC reserves the right to inspect and control all events and may, at the discretion of the management, require security for certain events, particularly those with minors in attendance. The cost of such services will be the User’s responsibility. The SDWCC assumes no liability for theft or damage to personal property occurring prior to, during, or after the event.

SMOKING
All SDWCC facilities have been designated non-smoking. Smoking is permitted on the outdoor patio only.

COMPLIANCE WITH CITY, STATE AND FEDERAL REGULATIONS
User must comply with all city, state and federal regulations. User may not discriminate against any person or group of persons.

ADA COMPLIANCE
After set-up, at least one entrance and exit to the event space(s) must remain ADA compliant.