2020 wedding guide - coasthotels.com · based on floor plan) • chef’s entrée tasting table for...

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2020 WEDDING GUIDE

Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 2

GUIDELINES

The following guidelines outline operating practices and available services at the Coast Coal Harbour Vancouver Hotel by APA.

Coast Coal Harbour Vancouver Hotel by APA Weddings Include:• Reception space for up to 300* (*based on floor plan) • Preferred group wedding block room rates and customized wedding webpage • White china, flatware, glassware, white linens, white napkins, votive candles and table numbers• Dance floor, staging, round tables for 8-10 guests, chairs, cocktail tables and other tables as required

(based on availability) • All set-up and banquet labour costs are included in your menu price (some extra labour costs may apply

based on floor plan) • Chef’s Entrée Tasting Table for up to 4 guests (upon booking based on minimum 120 guests: certain

restrictions apply, please speak to the Catering Sales Manager; Tasting times are from 2:30pm-4:30pm

Monday-Friday)

As an additional incentive upon booking your wedding with us, we would be pleased to offer you the

Honeymoon Romance Package and a choice of Coast Hotels points or Aeroplan miles (based on a $20,000

Food and Beverage minimum before service charge and tax). Should your spend be less than $20,000 you may

choose one (1) of either the Honeymoon Romance Package or Coast Hotels points or Aeroplan miles. See below

for details:

Honeymoon Romance Package

• Overnight accommodation in a Superior Room• Complimentary valet parking for one (1) vehicle• Welcome bottle of sparkling wine and Callebaut chocolate dipped strawberries

• Coast Signature breakfast for two in Prestons or room service (excludes alcohol)

Coast Hotels points or Aeroplan miles

Earn one Coast Rewards point—or one Aeroplan mile—for every dollar spent on qualified group room charges

(excluding taxes and levies) related to your event.

Earn one Coast Rewards point for every three dollars spent (excluding taxes and gratuities) on food, beverage,

and room rental charges for your event to a maximum of $20,000.

• 4,000 Coast Rewards Points/Aeroplan Miles for a $12,000 reception




Cancellation PolicyA non-refundable and non-transferable deposit is required to confirm date and space held. This deposit will be regarded as a down payment towards the total cost of the event. The estimated balance as prepared by the Catering department is payable by certified cheque, cash, or completed credit card authorization four (4) weeks prior to the event. • Deposit for weddings of $15,000 or more will be $2,500• Deposit for weddings less than $15,000 will be $2,000• Cancellation of a confirmed event less than 30 days prior to the start date will result in a cancellation charge

of 100% of the total charges. Cancellations must be received in writing to the attention of the Catering Manager.

Termination Date Meeting Space Food & Beverage

0 – 30 Days 100% 100%

31 – 90 Days 75% 25%91 + Days 0 Deposit Only

Food & BeverageDue to licensing requirements and quality control issues, all food and beverage served on Hotel property must be supplied and prepared by the Coast Coal Harbour Vancouver Hotel by APA. In accordance with BC liquor laws, all alcoholic beverages consumed in licensed event areas must be purchased by the hotel through the BC liquor distribution board; liquor service is not permitted after 1:00am, and 12:00am on Sundays and statutory holidays. Outside food and beverage products may not be brought into the building; and food and beverage that is not consumed may not be taken off the premises. The Hotel reserves the right to confiscate any outside food and/or beverages and/or charge for this service.

Plated Entrée ItemsPre-Selected Menu: Plated meal entrées are limited to a maximum of three (3) entrée selections (vegetarian option inclusive). To ensure your Guests are served correctly please provide place cards indicating meal selection for each entrée being served. The entrée counts are required seven (7) business days prior to the dinner service. The highest menu price will apply for the entire group. Should the Hotel be required to produce additional entrées over the guaranteed amount originally provided, the Client is responsible for paying for the additional meals produced.

Booking WindowThere is a 14-month booking window for weddings for the months of July and August. Other dates are subject to shorter booking windows based on availability. Please ask the Catering Sales Manager for details.


Hours of Room RentalSubject to availability, you may have access to your function space as early as 9:00am on the day of the event for set-up. The latest end time of your event is 1:00am, with move-out to finish no later than 2:00am.

Function GuaranteesThe hotel requires an approximate guest count 30 days prior to the event date. Banquet Event Orders (BEOs) will be issued 10 days prior to your event. BEOs need to be signed and returned within 7 business days of the event with all pre-selections of meals and dietary restrictions included.

A final guarantee is required 3 business days prior to the event. Should the guarantee not be received on time, the hotel reserves the right to prepare and charge for the original number contracted, or the actual number of guests, whichever is greater. Guarantees for Monday or Tuesday events are required by the Friday prior.

Our hours of meal service are:Breakfast 6:00am to 10:00am Lunch 11:00am to 2:00pm Dinner 5:00pm to 9:00pmShould your service times be prior to 6:00am or later than 9:00pm a menu surcharge will apply.

Should the number of guests attending the function differ from the original contract, the hotel reserves the right to provide an alternate function room. All changes are based on availability, by-laws and additional fees may apply.

If the agreed upon room set up noted on the BEO is changed after a room has been set or within 48 hours an additional labour charge of $50 per staff, per hour may apply for any requested changes.

All prices are subject to change without notice. Prices will be confirmed no more than six months prior to the function date. All Food and Beverage fees are subject to a 18.5% service charge.

Allergies and IntolerancesThe Coast Coal Harbour Vancouver Hotel by APA is not a nut-free or wheat-free kitchen; however, we are committed to ensuring you and your guests are offered options for allergies, intolerances, vegetarians, vegans, health issues or religious and cultural needs. In order to guarantee alternate meals, it is up to you, the client, to provide a complete list of any guest in your group who has dietary requirements in writing, which must detail guest’s full name, table number and dietary requirements. Should this information not be provided in writing in advance of the event the Hotel will not be liable for any issues. Special dietary restrictions may be met if notified no later than 72 hours (business days) prior to the event.

Should the number of alternate meals required (including vegetarian and vegan) be more than the guaranteed number on your dietary list, an additional fee per entrée (exclusive of tax and service charge) will be applied.


Children's Menu PricingPlated: 0-10 years special plated children’s menus are availableBuffet: 0 - 4 years free | 5 -11 years 50% off

Host BarAll beverages consumed are to be paid for by the host. Host prices are subject to an additional 18.5% service charge, 5% GST and 10% PST. We recommend one host bar per 100 people. Should consumption be less than $400.00 in sales per bartender, A bartender fee of $150.00 will apply to each bar ($250.00 on statutory holidays).

Cash BarGuests are responsible for paying for their own beverages and all cash bar prices include taxes. Should consumption be less than $400.00 in sales per bartender, a bartender fee of $150.00 ($250 on statutory holidays) will apply and a cashier fee of $100.00 ($150.00 on statutory holidays) will apply per bar and cashier station.

CorkageThe Coast Coal Harbour Vancouver Hotel by APA and Prestons Restaurant and Lounge function spaces do not participate in the BC corkage program.

Wedding CakeThe Coast Coal Harbour Vancouver Hotel by APA does not provide wedding cakes. Should you wish to supply your own wedding cake and the cake cutting is not technical, a charge of $3.00 per guest will apply for our service to cut, plate and serve the cake individually. Any complex tiered cakes are subject to other restrictions. Please note that all wedding cakes must come from a reputable commercial Bakery which adheres to FoodSafe.

ParkingYour Catering Manager would be happy to offer special rates for valet parking.

Audio Visual FeesWe provide full audio services through PSAV. If you would like to provide your own AV supplier additional charges and time restrictions may apply. Please ask your Catering Manager for details.

InternetThe Hotel is pleased to provide complimentary Wi-Fi to its ballrooms and meeting rooms. Should you require a hardwired internet connection there is a fee of $200 per line per day. Please contact your Catering Manager should you require dedicated bandwidth.


Music TariffsSOCAN, the society of composers, authors, and music publishers of Canada and re:sound, the Canadian not-for-profit music licensing company dedicated to obtaining fair compensation for artist and recording companies for their performance rights has a license fee for each event held where music is played, live or recorded. These fees are collected by the hotel and submitted to SOCAN and re: sound directly. All music tariff fees are charged based on the function room of the event. Your Catering Manager can provide you with detailed pricing pertaining to music tariff fees based on event space.

Service Charge and TaxesService charges are subject to change without notice. Current taxes are applicable as follows: Food: 18.5% service charge and 5% GSTLabour charge: 5% GST and 7% PSTAlcoholic Beverages: 18.5% service charge plus 5% GST and 10% PSTMiscellaneous items: 5% GST and 7% PSTAudio visual: 23% service charge (applicable on equipment only) plus 5% GST and 7% PSTAdditional Banquet Labour: $35.00 per hour minimum 4 hours per server plus 5% GST and 7% PST

SecurityAny security arrangements must be contracted by the hotel and invoiced accordingly. Any events for persons under the age of 19 years must have one security officer per 50 guests, for the duration of the event. Prices are determined based on specific event needs.

SignageYour signage may only be displayed directly outside your designated function room. The hotel reserves the right to remove signage that is not prepared in a professional manner.

DécorRegarding special events props: all candles must be enclosed in containers; decorations or signs may be displayed provided supporting equipment is used; tacks, staples, glue, nails, tapes or anything that could mark the walls or windows is not permitted; smoke, fog, or dry ice is prohibited as it will trigger the fire alarm. We also request that no confetti, rice or petals be used on hotel premises. A clean up fee of $500.00 will apply if used. Helium balloons will require a waiver.

It is the responsibility of the wedding party or supplier to set up, take down and remove all decorations within the hours of room rental. We are not responsible for damage or loss of any external items.


Guest Packages and Boxes - Loading BayDue to limited storage on property, we can only accept shipments 2 days prior to your event. All vendors are required to advise the Catering Manager of their delivery (in vehicle height of 10’10” for the loading bay). Arrangements for left over boxes must be made prior to your departure. The hotel is not responsible for damage to, or loss of, any articles left on the premises during or following an event. All deliveries must be properly labeled. Your Catering and/or banquet manager can provide a shipping label for you. Deliveries must be made to the receiving/loading dock of the hotel. The hotel will not accept deliveries at the front door. A service charge of $5.00 per piece will be levied on arrival and departure. The hotel will not be responsible for exhibits, displays and products locked in a function room. The hotel will not receive or sign for any COD shipments.

Non-smoking HotelAll function rooms and foyers are designated non-smoking in accordance with the city of Vancouver by-laws. pertaining to music tariff fees based on event space.

The Coast Coal Harbour Vancouver Hotel by APA is one of the city's most environmentally friendly hotels. We are proud to be a Zero Waste certified facility and strive to keep atop of the latest trends to keep providing the best client care while also working towards being a carbon neutral hotel.

Our ceremony and venue spaces create the perfect backdrop for your story.

THE VENUE


An integral part to every story is the setting. Our ceremony and venue spaces are the perfect backdrop for your

story’s setting. Please contact our catering team for a site tour of our beautiful ceremony and venue spaces.

Room speci�cations

Third Floor - 3F Fourth Floor - 4F

stairsto fourth

�oor

windows windows

Terrace

VancouveSuite

HemlockSuite

GrouseSuite

ConoeSuite

Coal Harbour BallroomA

Coal Harbour BallroomB

windows

Elevators Escalators

CypressSuite

SeymourRoom

Elevators

stairs to third �oor

Ballroom

Room speci�cations

Room Guests Sq. Ft. Location

Third Floor - 3F Fourth Floor - 4F

stairsto fourth

�oor

windows windows

windows

VancouverRoom

HemlockRoom

GrouseRoom

ConoeRoom

Coal Harbour BallroomA

Coal Harbour BallroomB

windows

windows windows

windows

windows

windows

glass wall

Elevators Escalators

CypressRoom

SeymourRoom

Elevators

stairs to third �oor

Ballroom

COAL HARBOUR BALLROOM 300 5000 3rd Floor

COAL HARBOUR A 140 2700 3rd Floor

COAL HARBOUR B 100 2180 3rd Floor

GROUSE ROOM 60 966 4th Floor

2020 wedding guide - coasthotels.com · based on floor plan) • chef’s entrée tasting table for...

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