ITALIAN CULTURAL CENTRE SOCIETY
CATERING BOOKING POLICIES 2018
Grand Ballroom
The following guidelines are used for Clients reserving the Grand Ballroom from Monday to Saturday
(the Grand Ballroom is used exclusively for Bingo on Sundays.)
BOOKING
Bookings for Saturdays are based on a first come, first serve basis from May through September and
December of each year; however, as a matter of courtesy, returning Clients are given an opportunity
to book the same day as in the previous year.
Saturdays are reserved for ICCS Member Societies in all other months. Weekday bookings (Monday
to Friday) are also based on a first come, first serve basis. The Grand Ballroom is used exclusively
for Bingo on Sundays.
MENUS
We do not allow outside caterers to cater at our facilities. All food must be purchased from the ICCS.
We can customize sit-down plated dinner or buffet menus to meet your requirements. Clients will be
given a selection of dinner items to create their own menu, however, please keep in mind that we
can only offer one menu choice to all of your guests. We cannot provide the option of different Main
Courses for your attendees, but we are more than happy to accommodate any dietary restrictions
that your guests may have.
MINIMUM CHARGES
We do not rent out the Ballroom on a Friday or Saturday without catering.
For any catered function on a Friday there is a minimum of $4,000.00 in food sales and the hall
rental is $2,000.00; therefore the minimum charge is $6,000.00
For any catered function on a Saturday night the minimum in food sales is $10,000 and the hall
rental is $4,000 hall rental; therefore the minimum charge is $14,000.
If you wish to rent the hall on a Saturday night without catering the minimum charge is $14,000.
Parking is free.
RENTAL FEES
The Grand Ballroom Rental rates are as follows:
Catered Functions:
Saturday $ 4,000.00
Monday-Thursday $ 1,000.00 and up
Friday $ 2,000.00 and up
Sundays are reserved for Bingo
DEPOSIT AND PAYMENT
Your booking is confirmed upon receipt of the deposit as we do not tentatively book the Ballroom.
Policies may change without notice – polices are confirmed once a contract is signed
Once a date has been agreed upon a deposit of $1,000.00 is required in order to hold and secure
your event date for you. Deposits must be secured by Credit Card, which we will keep on file for
processing after the event. All deposits are non-refundable on cancellation of booking. Deposits
cannot be moved to an alternate date.
We require 100% of the total bill to be paid three days in advance of the function.
DINNER SEATING CAPACITY
The maximum capacity for dinner in the Grand Ballroom is 700 dinner guests.
To have a dance floor for 700 people is only possible with one type of table configuration. Please ask
for further details.
CONFIRMED ATTENDANCE
Clients must confirm the number of dinner guests 4 working days in advance. The confirmed guests
or actual attendance, whichever is greater, will be the number of meals billed by the ICCS. We
cannot accept a decrease in the confirmed number less than 4 days prior to the event. The menu
must be confirmed 2 weeks prior to the date of the event.
FULL PAYMENT
Full payment is required prior to the event or the day of event, no exceptions. Should there be any
remaining balance owing after the event, we will process that amount to the credit card that we have
on file.
Policies may change without notice – polices are confirmed once a contract is signed
ADDITIONAL CHARGES/INFORMATION
DEPARTURE CHARGES
All guests must depart by 1:30am. The bar and music must stop at 1:00am or a surcharge of
$250.00 will apply for the first 15 minutes and an additional charge of $250.00 per quarter hour or
portion thereof will apply. The band must remove all equipment out of the Ballroom, enabling catering
staff to lock and secure the building by 2:30am or a charge of $500.00 will apply.
LATE DINNER FEE CHARGES
Dinner start times are on the contract. If you are late in starting, a fee with be added to the invoice.
One half hour late – no charge, 45 minutes late, a penalty of $2.00 per confirmed guest will be
charged. A fee of $2.00 per person will be charged for every 15 minutes thereafter. Staff is
scheduled to work based on start times as indicated on the contract. The Italian Centre cannot
shoulder the cost of customer tardiness.
DECORATIONS
You may decorate the Ballroom only after getting approval from our Catering Manager. Absolutely no
nails, tape or staples are to be used to attach anything to the walls. Decorations must come down the
same day as the event. Nothing is to be left overnight unless approved by the Catering Manager.
The Italian Cultural Centre will not accept responsibility for any items left overnight.
Policies may change without notice – polices are confirmed once a contract is signed
