BROCK HOUSE RESTAURANT

Vancouver's Venue with a View!

EVENTS AT BROCK HOUSE RESTAURANT

  1. DEPOSIT

A non-refundable, non-transferable security deposit is required at the time of booking ($1500.00 + applicable rental fee) to secure the date and room(s). This amount will be reflected in the final bill after the event. The security deposit will be regarded as a down payment towards the total cost of the event.

  1. CONTRACT

A signed contract with a valid credit card number including a photocopy of the front and back of the credit card and non refundable non transferable deposit is required to secure a booking.

  1. PREPAYMENTS AND FINAL PAYMENTS

A prepayment (10% F&B) is required EIGHTEEN MONTHS in advance, a second prepayment (20% F&B) is required TWELVE MONTHS in advance and a third prepayment (50% F&B) is required SIX MONTHS in advance. Full food and beverage estimated prepayment is required ONE MONTH in advance based on a food and beverage pre-estimate prepared by the Catering Department. If the minimum is not met a room rental fee for the outstanding balance will be added to your final bill. Prepayments are payable by cheque, e-transfer, wire transfer, or cash; credit cards are not accepted for prepayments. The final bill must be settled within two weeks following the event. Any queries with regards to your final bill must be brought to our attention within 14 days of receiving your invoice. In the event of an overpayment, the amount will be credited back in the form of a cheque. If there is an outstanding balance, the credit card on file will be charged.

  1. CANCELLATION

Our cancellation policy requires that the catering department be informed in writing, of a cancellation at least 180 days before the event. In any case, the deposit is non-refundable and non-transferable. If less than 180 days notice of cancellation is given, you will be held liable for the venue rental fee, ceremony fee (if applicable), tent fee, and for the minimum food and beverage as stated in your contract All deposits and prepayments are non-refundable and non-transferable at any time

  1. GUARANTEES

A final guest count and any layout related changes are required 5 business days prior to your event by 5:00 pm PST (for weekend events, your final guest count and layout changes will be due by 5:00 pm PST on Monday of that week.) You will be billed for this guaranteed number or the actual number whichever is greater. If no final guest count is received, you will be billed for the expected number or the actual number whichever greater.

  1. PRICING

All prices are stated exclusive of taxes and service charges. Prices are subject to change without notice.

  1. TAXES, LABOUR & SERVICE CHARGES

A 5% Government Sales Tax (GST) applies to all food, beverage, and service charges. A 7% PST will apply to all carbonated beverages containing sugar. Rental charges are subject to 5% GST and 7% PST. All alcoholic beverages are subject to 5% GST and 10% Provincial Liquor Tax. An 18% service charge will apply to all food and beverages.

  1. LIABILITY

Brock House Restaurant shall not be liable or responsible in any manner whatsoever for any loss, injury, or damages in any form or of any kind sustained by the Host or any person attending the function or any other person, firm or corporation whatsoever including, without limitation, any loss or damage resulting from: the inability of Brock House Restaurant to perform the services set out herein as a result of any strike, flood, fire, force majeure or act of God; the conduct of any person or persons attending the function; the conduct of the Host or the management of the function by or on behalf of the Host. Brock House Restaurant is not liable for loss or damage to any gifts, cards, goods, property, or equipment brought onto the property by the Hosts and/or their guests. Brock House Restaurant is not liable for any other expenses incurred by the client.

  1. ABUSIVE BEHAVIOR

Any abusive conduct by a Host toward a Brock House Restaurant employee will not be tolerated and are grounds for Brock House Restaurant to respectfully decline hosting the event. Any money prepaid to Brock House Restaurant will be refunded to the Host. Brock House Restaurant is not liable for any other expenses incurred by the Host or provide any reimbursement for any damages resulting from canceling the event. Abusive conduct may consist of physical, non-physical, verbal, or non-verbal behavior that may be perceived to be of a demeaning, exploitative, derogatory, or humiliating nature.

  1. SECURITY

If required at the sole judgment of Brock House Restaurant, to maintain adequate security measures considering the size and nature of the event, Brock House Restaurant shall provide, at the Host’s expense, security personnel for the event supplied by a reputable licensed guard or security agency.

  1. RECEPTION HOURS

Afternoon (Saturday & Sunday) 10:00 a.m. – 3:00 p.m. (8:30 a.m. access for decorators and vendors set up / 3:00pm – 3:30pm vendor teardown complete)

Evening (Monday to Friday) 6:00 p.m. – 1:00 a.m. (4:30 p.m. access for decorators and vendors set up/ 1:00am – 2:00am vendor teardown complete)

Evening (Saturday & Sunday) 5:30pm – 1:00am (3:30pm access for decorators and vendors set up/1:00am – 2:00am vendor teardown complete)

Whole Day (Saturday & Sunday) 2:00pm – 1:00am (12:00pm access for decorators and vendor set up/1:00am – 2:00am vendor teardown complete)

Please note, guests may arrive no earlier than the event start time and the earliest ceremony start time is 30 minutes after the event start time.

Any vendor/decorator or guests on-site prior to, or after the contracted time shall result in a fee of $1,000.00 per hour which will be charged to the Host and reflected in the final invoice.

  1. RATES

Rental Rates and Food & Beverage Minimum Spend Guarantees apply with each booking. Rental Rates and Food & Beverage Minimum Spend Guarantees vary depending on season and date. Please contact the Catering Department for current rates.

  1. EXCLUSIVE VENUE ACCESS

Each booking for the Main Floor, Garden Tent, and North Lawn has exclusivity of the grounds unless otherwise arranged with the Catering Department.

  1. CAPACITY

May through September Maximum of 280 people for a sit-down dinner or buffet (using a combination of the Conservatory and Garden Tent for seating)

MAIN FLOOR VENUE, WHITE GARDEN TENT & NORTH LAWN 

In peak season, the Brock House Restaurant can accommodate up to a maximum of 280 people with 180 people at round tables of 10 under the waterfront garden tent and a maximum of 100 people at banquet tables of 6-12 in the Conservatory. The Halpern Room (located directly behind the Conservatory) can accommodate a maximum of 50 people at banquet tables of 10 in the case of overflow or for use in the offseason. In addition to the Conservatory and garden tent, guests will have access to the North Lawn.

SECOND FLOOR VENUE & WEST LAWN

The 2nd Floor can accommodate a maximum of 50 people at banquet tables, and the Sunroom (located directly off the Begg Room) will hold an additional 8 guests in overflow if required. With the 2nd Floor venue, guests have access to a private patio and access to the West Lawn.

  1. CEREMONY

The grounds are available for a ceremony hosted in conjunction with food and beverage catered by Brock House Restaurant. There is a ceremony fee applicable when hosting your ceremony and reception on the property regardless if chairs or a registry table is required to be set up on the Main Floor and North or West Lawn. This includes the set-up of our white resin folding garden chairs, a registry table to sign your documents, and a bridal room. A representative of Brock House Restaurant shall make the final decision regarding the location of the ceremony, based on weather if your ceremony is anticipated for outdoors. 

  1. TENT SIDEWALLS 

Events that take place under the garden tent will have the use of our clear tent sidewalls. The tent is a temporary structure and is designed to handle most normal weather conditions; however, there may be situations such as heavy rain, high winds, or lightning that may result in unsafe conditions. An event may be required to relocate indoors if evacuation of the tent is necessary.

  1. MENU SELECTION

To guarantee your selections, please provide your menu and wine selections to our Catering Department no later than 6 weeks prior to your event. No amendments to the menu and wine selections will be permitted 4 weeks prior to the event. The client is responsible for making sure the Catering Department receives this information on time.

  1. FOOD & BEVERAGE

All food and beverages must be provided by the Brock House Restaurant. Due to health regulations, food may not be brought in or removed from Brock House Restaurant. Wedding Cakes and Cupcakes from a Bakery that practices Food Safe are an exception; however, an outside food fee of $2.50 per guest will apply for cakes and $1.50 per guest for cupcakes. Should you wish to provide a dessert table for your event an outside food fee of $3.00 – $5.00 per guest will apply based on the variety of items being brought in. Brock House Restaurant is unable to provide storage or set-up for specialty cakes. Corkage events are respectfully declined.

  1. LIQUOR LAWS

Brock House Restaurant must provide all alcohol and do not allow outside alcohol to be brought in under any circumstance. Provincial liquor laws prohibit the service of alcoholic beverages prior to 11:00 a.m. and after 12:30 a.m. Monday through Sunday. Brock House Restaurant reserves the right to refuse service to any guest we determine to be intoxicated and reserves the right to escort this guest off the property if deemed necessary. The Host acknowledges that Brock House Restaurant is bound by the Liquor License Act of the Province of British Columbia and that the compliance of that Act is a condition of the use of Brock House Restaurant.

  1. DELIVERIES & SET-UP

Vendors and decorators are granted access no earlier than ninety minutes prior to the event to begin setup. Afternoon function access: 8:30 a.m. Weekday Evening function access: 4:30 p.m. and Weekend Evening function access: 3:30 p.m. Whole Day access: 12:00 p.m. Brock House Restaurant will accept delivery of small materials required for use during your function the week of your event date. Deliveries must be prearranged with the Catering Department and are subject to the availability of space. All items must be clearly labeled with the function date and name of the Host. Brock House Restaurant assumes no responsibility for the damage or loss of any articles left on our premises prior to, during, or following the event and will not be responsible for the delivery, pick-up, or return of any materials. Any vendor/decorator or guests on-site prior to, or after the contracted time shall result in a fee of $1000.00 per hour or a portion of the hour will be charged to the Host and reflected in the final invoice.

  1. POLICY VIOLATIONS

Brock House Restaurant reserves the right to inspect and monitor all events and to discontinue service if a violation of any facility policy or provincial law is being made. In any such case, the Host is still liable for any outstanding balances.

  1. DECORATING

The use of nails, staples, glue, or any like material is not permitted on any walls, doors, posts, ceilings, surrounding trees, or any like objects of Brock House Restaurant. Rice, confetti, sparklers, real and faux flower petals, table sparkles of any nature is forbidden. Bubbles are recommended alternatives. Open flames are not permitted on the lawn including sparklers & coals. Lanterns lit by candles, including sky lanterns are not permitted on the property. All décor items must be removed immediately after the conclusion of the event without exception including any flowers for the ceremony. A charge of $500.00 will be levied when deemed necessary by Brock House for bringing in prohibited items, the removal of garbage, décor items, or extraordinary cleaning. Set up and removal of décor items are solely the responsibility of the Host. No tape or pins of any kind can be applied or hung to the fabric and/or pipes in the tent. Items may not be strung or hung from the light fixtures under the tent. If the Host would like to bring in rented chairs, there is a $500.00 charge for Brock House Restaurant to remove all of the banquet chairs. Your decor/rental company is responsible for arranging the delivery of rental items to the venue and placing them around the tables. At the end of the evening, the decor/rental company is responsible for stacking and removing the chairs from the venue. Should the Host want to arrange alternative light fixtures under the garden tent, there is a $400.00 charge for Brock House Restaurant to remove the light fixtures under the garden tent. The Host must arrange the installation and removal of their alternative lighting fixtures by the contracted event end time.

  1. FACILITY DAMAGE

The host shall be held responsible for any damage to the Brock House Restaurant’s property during their event and is responsible for the actions and/or conducts of their guests and vendors. Any damage to Brock House Restaurant will be billed to the host. A refundable damage deposit is required in the amount of $500.00 and is due at the same time as the final payment. A $500.00 refundable damage deposit will be returnable to the client (s) after the event has been held once the property has been inspected for any potential damage from the event or wedding. In the case of any damage or excessive clean up required, Brock House Restaurant reserves the right to withhold a refund of the damage deposit up to and including $500.00. If the damage is caused, or excessive cleaning is required more than the $500.00 damage deposit, Brock House Restaurant Reserves the right to bill the additional amount to the couple after the event. A damage fee of $80.00 per table linen will apply to any Brock House Restaurant table linens damaged in any nature including candle wax, or flame.

  1. ARCHAEOLOGICAL SENSTIVE AREA

The land area under and surrounding Brock House is an archaeological sensitive area which is protected under the BC Provincial Heritage Conservation Act. Infractions include fines of $50,000 up to $1,000,000 and/or two years of imprisonment.

You are not permitted to disturb any land area under or surrounding the Brock House building and property, including but not limited to digging, puncturing holes or gouging the earth or pavement of any nature.

By signing this contract, the above parties agree to take responsibility of all guests and hired vendors involved in their event, understand the above, and hereby indemnify Brock House Society and Brock House Restaurant and it officers and directors against any claims, fines, penalties and legal costs imposed on or levied against them arising in respect to infractions under the BC Provincial Heritage Conservation Act. 

  1. REHEARSAL

A 30-minute ceremony rehearsal is permitted on the lawns, subject to availability at no additional cost. All rehearsals are self-conducted and must be booked in advance with the Catering Department. Brock House Restaurant reserves the right to re-schedule rehearsals should a secured booking be acquired at the same arranged time. In this case, the couple will be notified and will be given alternative availability to choose from.

  1. MUSIC

Brock House Restaurant has one exclusive in-house DJ provider: Musos Entertainment (www.musosent.com / admin@musosent.com). Once booked, please contact the company directly regarding your entertainment needs.

All entertainment for dancing is subject to a one-time S.O.C.A.N. (Society of Composers, Authors and Music Publishers of Canada) charge of $69.50 and Re: Sound licensing charge of $29.15. Amplified live bands will not be permitted on the property at any time. No exceptions will be made. Classical ensembles are permitted, with a maximum of three musicians. All music must be kept at a reasonable volume throughout your event. No music is permitted outside after 10:00 p.m. in respect of our neighbors.

  1. PHOTOGRAPHY

The client gives Brock House Restaurant permission to use any photographs and videos on their company social media accounts, website, or for marketing purposes. Credit will be provided to photographers if professional photos from the wedding day are used.