Our namesake, Fess Parker, was an actor who was called by some "An American Icon." His portrayal of frontiersmen Davy Crockett and Daniel Boone impacted millions of young viewers in the late 1950’s and 60’s who eagerly rushed out to don coonskin caps and mimic the "King of the Wild Frontier." The traits that Crockett and Boone embodied – integrity, resourcefulness and good humor – carried over to Fess’ personal life and formed the foundation upon which the family business was built. First-class hospitality has always been at the core of their ventures, first as hoteliers and eventually with the opening of the Fess Parker Winery. The Fess Parker – A Doubletree by Hilton Resort was built in 1986 with the goal of capturing the architectural details reflected in our Mission and Spanish colonial history. As a proud member of the Doubletree by Hilton family, we welcome each and every guest with warm and friendly service embodying "The Little Things That Mean Everything." JANUARY 2017 SAND & SURF DINNER EVENT GUIDELINES Banquet Event Orders & Diagrams Upon review of your final menus and event requirements, Banquet Event Orders and a schematic will be sent to you (30) thirty days prior to your event to confirm all final arrangements and pricing. These items will be due with your authorized signature to your Catering or Event Manager a minimum of (14) fourteen days prior to your event. If you do not advise the hotel of any changes to the Event Orders by the date requested, you agree that the Event Orders and their arrangements will be considered confirmed and you will be billed accordingly. Guarantees/Final Count At least five (5) business days before your event, you must inform us, in writing, of the exact number of people who will attend your event. This will be considered a guarantee for which you will be charged even if fewer guests attend the function. Should unanticipated additional guests attend your event you will be charged for each additional guest in attendance. A maximum of 3% above this guaranteed number will be set and prepared for. Outside Food & Beverage Due to state law, outside alcoholic beverages are prohibited. Outside food and/or non-alcoholic beverages may not be brought into the hotel. Limited exceptions require advance approval via your Catering or Event Manager and a Hold Harmless Agreement and Liability Insurance are required. Service fees will apply to any outside food or beverage served in our function space regardless if hotel labor is required. Menu Pricing Menu prices set forth in the enclosed packet are subject to change without notice. Pricing is guaranteed only when a Banquet Event Order is completed for an event and signed by you indicating acceptance. The hotel reserves the right to make reasonable substitutions due to unforeseen changes in market conditions at the time of your event. Special items not included in our menus may be ordered upon request and billed on the quantity purchased, not consumed. Plated Meals All Lunches have a minimum of two courses and 10 guests. All Dinners have a minimum of three courses and 10 guests. Plated Meals have a server ratio of 1 per 25. You may offer up to three pre-selected entrée choices (limited to two proteins and one vegetarian) with an additional $4 per guest surcharge. This surcharge will be based on the highest priced entrée and will apply to all guests. The number of each entrée selection is required a minimum of (5) five business days prior. Escort cards clearly denoting the entrée are required and must be provided by client. Buffet Meals Each menu has a minimum number of guests required. In the event your guarantee falls below these minimums the difference in count will be applied to your event. Buffet meals have a server ratio of 1 per 40. Breakfast and Lunch will be served for a maximum of sixty minutes. Dinner will be served for a maximum of ninety minutes. Buffet service times may be extended with the approval of your Catering or Event Manager at prevailing additional costs. JANUARY 2017 2 Service Charge & Tax A portion of the combined current service charge is a gratuity and will be fully distributed to the employees assigned to the event. The remainder of the service charge is a service charge that is not a gratuity and is the property of the Hotel to cover discretionary and administrative costs of your event. Please note that service charge is taxable by California state law. Labor & Miscellaneous Charges Portable Heaters $95 each Event Overtime $400 per hour (based on availability) Market Umbrellas (Ivory Canvas) $55 each Coat Check $25 per attendant, per hour (4 hour minimum) Chair/Table Set-up Fee (Boxed Lunches) $2 per guest Security Officer $50 per hour (outside provider, 4 hour minimum) Chef Attendant $175 each Additional Service Staff $100 per hour, per server (3 hour minimum) Beverage Tray Pass Servers $100 each, per hour Banquet Housemen $100 per hour, per houseman (2 hour minimum) Banquet Attendant $175 each Printed Menus $1 per place setting or $5 per table (2 per table) Bartender Fee $250 each* *(1 per 100 guests) Waived with a minimum of $500 in sales per bar. *Any set up changes made the day of your event will be charged at the rate of $2 per guest, per change or $50 whichever is greater. *Should extensive meeting room setups or elaborate staging be required, there will be a setup charge to cover hotel costs and additional labor. *Should additional equipment be necessary that exceeds hotel’s inventory then you agree to pay for the costs of renting these additional items. Load In & Out All load in and load out must occur via the Grand Ballroom foyer entrance located to the left of the main parking entry. Please notify your Catering or Event Manager in advance of your estimated time of arrival and/or pick up. In the event that your function is somewhere else on property a predetermined location will be identified and agreed upon with your Catering or Event Manager. Immediately following load in/out, vehicles must be removed from the loading areas. All service hallways must be kept clear of items and a minimum (4) four foot clearance from all fire exits is required with exit signs remaining visible at all times. Set Up & Teardown Venues will be held for your use exclusively based on the time/s outlined within your Sales Agreement and therefore, alternate events may be scheduled prior to and/or after your event. Teardown is to begin immediately following the event’s conclusion based on your Sales Agreement. We are unable to store your items and all equipment must be removed immediately following event conclusion unless otherwise approved by your Catering or Event Manager. Storage fees may apply for items received in advance and the Hotel does not assume any responsibility of items left in public or function rooms. The function area shall be left in the same condition you found it or clean up charges may apply. Should additional set-up and/or tear-down time be needed please notify your Sales, Catering or Event Manager at the earliest opportunity. In the event of availability, prevailing additional facility fees may apply. Weather Weather calls will be made by your Catering/Event Manager, or Banquet Captain. For breakfast and lunch events the decision will be made by 5:00pm the day prior. For events beginning after 4:00pm the decision will be made by 10:00am that same day. JANUARY 2017 3 Audio Visual PSAV is our preferred audio visual partner for the hotel and has an office on premise with maintained equipment, technician and sales representation. Should your needs require audio visual services to include but not limited to power, banner hanging, extension cords etc. please advise us a minimum of (7) seven days prior to your event. Rigging services of all banquet function areas (to include Plaza del Sol) are to be provided exclusively by PSAV. Curfew/Amplification Outdoor venues are under curfew from 11:00pm – 8:00am. Amplification must remain under 91 decibels at all times. The hotel reserves the right to adjust volume levels at their discretion. Candles & Decorations The use of candles is limited to self-extinguishing votive style and glass encasing must be a minimum of two inches over the flame. All decorating materials are subject to approval by your Catering or Event Manager and must pass or meet local Fire Department standards. Decorators are required to carry copies of fire certificates for the materials they will be using. Helium tanks must be properly secured as required by federal, state and local regulations. Confetti and the like are not permitted. Carpet, walls, doors, ceilings, etc. are to be protected. Any damages to hotel furnishings will become the group’s financial responsibility for the repair and/or replacement. No items to be affixed to walls, windows or ceilings without prior approval. Per Santa Barbara County Fire Department, pyrotechnics, smoke machines and/or sparklers are not prohibited. Insurance Requirements Prior to arrival the client and/or vendor shall provide the hotel a copy of the following; commercial general liability, commercial auto liability (if applicable) and/or worker’s compensation (if applicable). Proof for coverage must be provided in the form of a certificate of insurance indicating the hotel as an additional insured. A minimum of ($2,000,000) two million dollars is required for all insurance programs. Conduct of Event Group agrees to comply with hotel authority and all applicable federal, state and local laws including health and safety codes, federal anti-terrorism laws and regulations including compliance with the provisions of 29 CFR part 470.