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Terranea Resort - FY2023-031DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 10 TE R !L A l `V EA.' L,A,'S OCrANI:KONT PLs(.)Pr EVENT CONTRACT BETWEEN City of Rancho Palos Verdes - 50th Anniversary Celebration And Terranea Resort September 21, 2022 TO: Ara Michael Mihranian 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 Phone: 310-544-5202 E-mail: aram@rpvca.gov / kbanates@rpvca.gov FROM: Nicole Lazo Catering Sales Manager 100 Terranea Way Rancho Palos Verdes, CA 90275 Phone: 310-265-2800 E-mail: nlazo@terranea.com EVENT DATES: Saturday September 9, 2023 Pursuant to this contract once accepted City of Rancho Palos Verdes - 50th Anniversary Celebration will hold an event at the Terranea Resort. 2023 E t Schedule ven Date Start Time End Time Function Room Setup Agr Room Rental Sat Sep 9 12:00 PM 5:00 PM Setup Palos Verdes Terrace See BEO 250 Sat Sep 9 12:00 PM 6:00 PM Setup Palos Verdes Grand Ballroom See BEO 250 Sat Sep 9 3:00 PM 11:00 PM Valet Service Ballroom Circle Drive Sat Sep 9 6:00 PM 7:00 PM Reception Palos Verdes Terrace See BEO 250 Sat Sep 9 7:00 PM 11:00 PM Dinner &Dance Palos Verdes Grand Ballroom See BED 250 Waived FOOD AND BEVERAGE MINIMUM REVENUE REQUIREMENT The agreed food and beverage minimum is $65,000.00 (excluding taxable service charge, rental, audio visual, set up fees and sales tax). Should this event fall below this amount, the shortage will be billed as room rental fee (service charge and sales tax will apply). City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date Z Page 1 Terranea Resort Representative Initials/Date Z 10/6/2022 DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 GUARANTEES The guarantee refers to the expected number of people in attendance at the function. The final guarantee must be communicated to your Catering Service Manager by 12 noon, a minimum of three (3) business days prior to the event. Terranea Resort will prepare for 3% over the guaranteed number if requested. You will be charged for the guarantee or the number served, whichever is greater. If we are not notified, the expected number of guests presented on your Banquet Event Order (herein referred to as your `BEO"), will be considered the guarantee. Any increases to the guarantee, within the three business days, will be subject to a 20% increase to the prices as indicated on the BEO. The fee is imposed as the resort will incur additional costs due to last minute increases. CONCESSIONS • Resort will waive the Palos Verdes Grand Ballroom rental fee of $10,000. • Resort will reduce the Palos Verdes Grand Ballroom and Terrace Saturday food and beverage minimum from $125,000 to $75,000, prior to tax and service, on Saturday September 9, 2023. • Resort will offer all day set-up with additional hours of load -in beginning at 12:00pm instead of 3:00pm. The potential to determine availability for additional hours of load -in and set-up time will be made no earlier than 10 days prior to this event. • Resort will offer waived bartender fees ($200 each). A maximum of one (1) bartender will be provided per every 75 guaranteed guests. OUTDOOR EVENTS IN INCLEMENT WEATHER Terranea Resort reserves the right to make the final decision regarding outdoor functions. The decision to move a function to an indoor location will be made no less than three (3) hours prior to the event. This will be based on prevailing weather conditions and the local forecast. TERRANEA RESORT POLICIES • Photography and videography will be permitted in contracted event space only during hours as specified in "Event Schedule" above; photography and videography are not permitted in Public areas of Terranea Resort, to include, but not limited to, lobby lounge, lobby bar, lobby terrace, front drive, pools, etc.; • Amplification of music is only permitted indoors and will be limited to decibel levels and time of the day restrictions. This will be determined based upon the location of the event. The Resort reserves the right to reduce the volume when necessary. • Amplified music and/or dancing is not permitted in outdoor banquet venues at Terranea Resort. • All food and beverage to be provided by the Resort, no exceptions; • Any open flames, including candles, must have a fire permit on file with Los Angeles County and is the responsibility of the organization to file for the permit; No haze, bubble, fog machines, confetti, rice, streamers, glitter, etc. are permitted; • Event Valet parking is $20.00, per vehicle, and can be paid for by the group; • Event includes number of hours of service as outlined in Event Schedule above. Additional hours of service are based on availability and charged at $1,000.00 per each additional 30 minutes incurred. If during your event you want to extend hours, or add any goods or services, we will do It City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date / WG/i Page 2 10/6/2022 Terranea Resort Representative Initials/Date n� DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 so upon verbal direction by the contact of the function. This direction will be considered authorization to collect charges not previously detailed on banquet event orders; Your menu may offer two (2) choices of entree for your guests. The Resort requires utilizing response cards. If you choose to offer a choice of entree, your guaranteed number of each entree should be submitted four business days prior to your event. An individual place card with your guests' pre -determined entree selection noted is required. It is recommended that you also provide your Catering Service Manager with an alphabetical list and table group list that includes your guests' pre -selected entree choice in order to personalize the service for your guests. When a choice of entree is offered, all entrees are charged at the highest price. Tableside choice of entree requires two (2) courses prior to entree, with the higher priced menu item prevailing plus a $20.00 per person surcharge; A complimentary private menu tasting is offered for events guaranteeing 100 guests or more and booking a minimum of 90 days prior to the event date. Tasting appointments are offered on Tuesdays and Thursdays at either 11:OOam or 2:OOpm. A minimum of two (2) weeks notification is required to ensure tasting appointment availability. It is recommended to schedule the tasting appointment no sooner than 3 to 4 months prior to event date to ensure current menu offerings. The tasting appointment will include selections from the Dinner Menus only (including plated appetizer, soup or salad, entree and dessert). Up to four (4) guests may attend the tasting appointment. • No shots or neat pours are permitted at any private event; no wine or champagne bottles are permitted to be left on dining tables for self -pouring. • A taxable service charge of 25% (subject to change) and sales tax of 9.5% (subject to change) will be applied; • Resort's logo, trademark, name, etc., may not be used by Group without prior written permission of Resort; • Resort's sound, phone, electrical, lighting, mechanical equipment, or rigging may not be installed or operated by anyone other than Resort's staff, applicable fees (including labor), will be charged; • Resort recommends its in-house A/V department, additional fees for set up/labor will apply; all events are subject to additional fees to include, but are not limited to, additional power needed, lighting for outdoor events, rigging, set up and labor fees; • The Resort only allows confetti cannons provided all cannon specifications are provided at least 2 weeks prior to event. There will be a $1,000.00 cleanup fee added to your final bill. Should any confetti enter into chandeliers and wall sconces, an additional $1,000.00 cleanup fee will be added. • For environmental purposes, the resort does not allow balloons on property whether intended for indoor or outdoor use. • Event Space must be cleaned immediately following the conclusion of ceremony and reception. No equipment or items will be stored or removed by Terranea Banquet Staff. If event equipment and decor is not removed at the conclusion of event, clean up fees may apply. OUTSIDE VENDORS • The Resort reserves the right to approve all outside vendors and approve the design and decor elements of the event. / City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date T _F�l �7 Page 3 10/6/2022 Terranea Resort Representative Initials/Date 1n-4 DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 • Vendors are the sole responsibility of the contract holder and their organization. The Resort will not assume liability for any items brought into the Resort. Items must be removed at the conclusion of the event. Vendors are not permitted to eat in the employee dining room and will be refrained from eating in the service hallways or in public areas; • All Vendors are required to have a signed "Terranea Vendor Policies and Codes of Conduct" on file as well as provide a copy of certificate of liability insurance; • All deliveries must enter through the Resort's loading dock; at no time will deliveries be made through any public entrance; • All vendor vehicles must be parked in the designated areas, as assigned by the Resort. No overnight parking is permitted. AUDIO-VISUAL EQUIPMENT The Resort is the exclusive provider of all Internet, electrical, outside lighting, rigging services, labor, electrical chain hoists and rigging hardware for the Resort. Any connection to the ceiling or supporting structure of the Resort must have approval from the Hotel prior to installation and subject to charges. Additionally, Resort maintains exclusive control over all connections to house audio, lighting, data, and electrical systems and to hang points and skyhooks, and over all signs, banners, decorations, or balloon drops suspended in the Resort. Appropriate charges will apply, and electrical, power, phone and internet service fees will apply if those services are requested, whether by Group or its outside Audio -Visual company. Subject to compliance with the requirements imposed on Outside Contractors herein, Group may elect to use a different Audio -Visual contractor for its main/general session, and no additional charges will be added by the Resort should such an outside Audio -Visual company be selected. Group must use the Resort's in- house Audio -Visual provider for all other rooms. However, should the outside company need access to the Resort sound system, hang points, or skyhooks, or other facilities or services as noted immediately above, fees may apply for these items. Proposals and pricing can be obtained by contacting Encore at 310.525.6533. MENU PLANNING Menu prices will be guaranteed six months prior to your scheduled event or upon mutually confirmed and signed banquet event orders. Final menu selections must be submitted no later than FIVE weeks prior to your scheduled event. SIGNS BANNERS, and AERIAL DECOR No signs or banners are permitted in the Resort's public areas, including the lobby, or on any of the building's exterior, Signs outside event rooms must be professionally printed, free standing or on easels. Nothing may be screwed, pinned, tacked or applied with adhesive to any podium, door, wall or ceiling. Terranea reserves the right to approve all signage and placement of signage. Assistance in hanging signs or banners can be arranged provided adequate notice is given. A charge for these services may apply. The Resort will allow confetti cannons only if all cannon specifications are provided at least two (2) weeks prior to event. A $1,000.00 cleanup fee will be added to your final bill. Should any confetti enter into our chandeliers or wall sconces, an additional $1,000.00 cleanup fee will be added. For environmental purposes, the resort does not allow mylar balloons on property or any balloon type to be used for outdoor events. City of Rancho Palos Verdes regulations preclude the use of fireworks and other pyrotechnics. City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date V� �QwZi1Z Page 4 10/6/2022 Terranea Resort Representative Initials/Date n� DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 POWER Please note that the power supply in the event space is limited. Please provide all entertainment and d6cor power needs to your Catering Service Manager to ensure appropriate power is supplied for your event. In the event that your power supply needs exceed what is available, applicable fees for a one time power drop fee will be posted to your Account. CANCELLATION - • In the event of a cancellation occurring 0 to 30 days prior to arrival, one hundred percent (100%) of the anticipated catering food, beverage and rental revenue figures as indicated on the banquet event order and total estimate charges will be due, plus service charges and applicable taxes. • In the event of a cancellation occurring 31 to 90 days prior to arrival, liquidated damages in the amount of ninety percent (90%) of the Food and Beverage Minimum Requirement will be due, plus room rental fees and/or site fees, service charges and applicable taxes • In the event of a cancellation occurring 91 to 180 days prior to arrival, liquidated damages in the amount of sixty percent (60%) of the Food and Beverage Minimum Requirement will be due, plus room rental fees and/or site fees, service charges and applicable taxes. • In the event of a cancellation occurring 181 to 365 days prior to arrival, liquidated damages in the amount of fifty percent (50%) of the Food and Beverage Minimum Requirement will be due, plus room rental fees and/or site fees, service charges and applicable taxes. • In the event of a cancellation occurring between the time of acceptance of this contract and 366 days prior to arrival, liquidated damages in the amount of forty percent (40%) of the "Anticipated Room Night and Banquet Food and Beverage Revenue Figures" will be due, plus applicable taxes and service charges. FORCE MAJEURE No party shall be liable for, nor shall such party be considered in breach of this Agreement, due to any failure, in whole or in part, to perform its obligations under this Agreement as a result of any act of God or war (whether declared or not), a public enemy or terrorist, government retaliation against foreign enemies, natural disasters including but not limited to fire, flood, earthquake, storm, hurricane, landslide, accidents or other casualty or other like event, plague, pandemic, power or other utility, strikes (exception: neither party may terminate or suspend this agreement for strikes involving their respective employees or agents), any government law, regulation, or order or any other unforeseeable similar cause, any one of which could not have been prevented by such party with reasonable care, and any one of which makes performance either illegal, impossible or commercially impracticable (each, a "Force Majeure Event")." DEPOSIT SCHEDULE (Friday October 7, 2022) $19,500.00 Initial Non-refundable Deposit: 30% of the food and beverage minimum/site fees (Thursday March 9, 2023) $19,500.00 Initial Non-refundable Deposit: 60% of the food and beverage minimum/site fees (Friday June 9, 2023) $19,500.00 3 months of event date: 90% of the food and beverage minimum/site fees (Wednesday August 9, 2023) TBD 1 month of event date: 100% of the FINAL ORDER as indicated on the Banquet Event Order & Total Estimate of Charges plus 10% of the food and beverage revenue minimum for any additional costs. Full estimated payment of the charges, based on your estimated number of guests as indicated on the banquet event order and total estimate of charges, plus an additional 10% of the food and beverage revenue City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date 'r Adr 5 aw— Page 5 rn� 10/6/2022 Terranea Resort Representative Initials/Date l DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 minimum for any additional costs, per The Resort Credit Policy, is due thirty (30) days prior to the event on (8/9/2023). Payment may be by cash, credit card or cashier's check. Credits for overpayment will be issued in the same format they are received within three weeks following the event. All accounts will require a Credit Card Authorization Form to be on file (regardless of payment type). Please complete attached Credit Card Authorization Form completely and return with signed contract. Check should be made payable to Long Point Development. INSURANCE AND INDEMNIFICATION Damage to the Resort premises by the City of Rancho Palos Verdes - 50th Anniversary Celebration or appointed contractors will be the Group's responsibility. Group will accept full responsibility for any damages resulting from any action or omission of their individual attendees in conjunction with organized group activities. The Resort is not responsible for any loss or damage no matter how caused, to any samples, displays, properties, or personal effects brought into the Resort, and/or for the loss of equipment, exhibits or other materials left in meeting rooms. The Resort reserves the right to approve all outside contractors hired for use by the Group in the Resort, and may have a list of approved contractors and vendors. The Resort must be notified in advance of any proposed vendor. The Resort reserves the right to advance approval of all specifications, including electrical requirements, from all outside contractors, and to charge a fee for outside services brought into the Resort. The Group and/or outside contractors must provide proof of worker's compensation insurance for employees who will work on Resort premises and proof of adequate general liability coverage for the Group and/or outside contractors' activities while on Resort's premises, and must comply with all other similar requirements the Resort deems appropriate, in its sole discretion, regarding use of function space, facilities and use of Resort services. The Resort shall indemnify, defend and hold harmless the Group and its officers, directors, partners, agents, members and employees from and against any and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney's fees (collectively "Claims") arising out of or caused by the Resort's negligence in connection with the provision of services or the use of the Resort facilities, except to the extent and percentage attributable to the Group's or its members', agents', employees', or Exhibitors' negligence. The Resort shall not have waived or be deemed to have waived, by reason of this paragraph, any defense which it may have with respect to such claims. The Group shall indemnify, defend and hold harmless the Resort and its officers, directors, partners, agents, members and employees from and against any and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney's fees (collectively "Claims") arising out of or caused by the Group's negligence and/or its members', agents', employees', independent contractors' or Exhibitors' negligence in connection with the use of the Resort facilities, except to the extent and percentage attributable to the Resort's negligence. The Group shall not have waived or be deemed to have waived, by reason of this paragraph, any defense which it may have with respect to such claims. MISCELLANEOUS PROVISIONS In the event of litigation, California laws will apply; prevailing party shall recover attorneys' fees and all litigation costs and expenses, charges and costs incurred, including pre- and post -litigation fees related to collection and judgment enforcement efforts; parties consent to exercise of personal jurisdiction of California courts, which will have exclusive jurisdiction. This contract is the entire agreement between the parties, superseding all prior proposals, negotiations, representations, and other communications, whether oral and written. This agreement may be amended ONLY in writing, signed by representative of Group and authorized Resort representative. Group may not assign any benefits associated in any way with this contract without consent of Resort. City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date, �U Page 6 10/6/2022 Terranea Resort Representative InitialsMate DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 ACCEPTANCE This contract shall be deemed accepted only after it has been signed by a representative of the group and thereafter signed by a representative of the Resort. Acceptance may be made by facsimile transmission and this contract may be executed in one or more counterparts, each of which when fully executed, shall be deemed to be an original, and all of which shall be deemed to be the same agreement. Please sign this contract and return it along with the requested deposit. If the contract and non-refundable deposit are not returned by Frida ; Octoher i„ 2022, this contract shall be null and void. City of Rancho Palos Verdes - 50th Anniversary Celebration Representative: By; Date: Imo' S ' LO22- Ara -Ara Michae ihranian LONG POINT DEVELOPMENT, LLC, a Delaware limited liability company By: Destination Long Point, Inc. a California corporation, its Authorized Agent EDocuSignede/by: ?UCO By 5B14E7A0DE604F6 — Date: Nicole Lazo Catering Sales Manager by[DocuSignedveto FPIAaA�By7ARA0904745D44F Date: Agnelo Fernandes Chief Strategy Officer & Executive VP of Revenue 10/6/2022 10/6/2022 City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Dat! 1/ `A U -✓ �2d u Page 7 Terranea Resort Representative Initials/Date rn� 10/6/2022 —� -- DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 1 L' I`4 RAN .tom s i,A.'S OCEANFRONT RESORT INVOICE Date: September 21, 2022 Bill To: City of Rancho Palos Verdes - 50th Anniversary Celebration Attn: Ara Michael Mihranian 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 Quantity Due Date Description Amount 1 st Deposit for City of Rancho Palos 1 Friday October 7, 2022 Verdes - 50th Anniversary Celebration $19,500.00 on Saturday September 9, 2023 Total $19,500.00 Please make your deposit payments by check payable to Long Point Development, LLC and reference City of Rancho Palos Verdes - 50th Anniversary Celebration on Saturday September 9, 2023 and mail to: Terranea Resort 100 Terranea Way Rancho Palos Verdes, CA 90275 Attention: Accounting Department City of Rancho Palos Verdes - 50th Anniversary Celebration Representative Initials/Date %-W ZO Page 8 10/6/2022 Terranea Resort Representative Initials/Date Fns DocuSign Envelope ID: 23871AF1-EAA7-48F7-96F6-4EF163E463A8 City of Rancho Palos Verdes - 50th Anniversary Estimate of Cost Date - Saturday September 9, 2023 Palos Verdes Grand Ballroom & Terrace Estimated Guest Count: 250 1 (600) Maximum Cocktail Reception - Tray Passed Hors d'oeuvres (5 to 8 pieces per person recommended) Estimated at: $9.00 per piece 5 pieces per person Cocktail Reception - Stations (1 to 2 stations estimated) Estimated at: $0.00 per person 0 guests estimated Hosted Bar Package - (2) drink tickets per person Estimate at: $16.00 per drink 2 drinks per person Tableside Wine Service with'Dinner (actual price will be based upon selection and consumption) Starting at: $51.00 per bottle 0 glass(es) per person estimated Sparkling Wine or Champagne Toast - (actual price will be based upon selection and consumption) Starting at $50.00 per bottle 1 glass per person Taste of California Buffet Menu A minimum of 75 guests is required Starting at: $175.00 per person 250 guests estimated Vendor Meals (DJ, Band, Planner, Photographer, Etc) $75.00 per person 2 guests estimated 8/29/2022 $11,250.00 TBD $8,000.00 TBD $2,083.33 $43,750.00 $150.00 ***Special reduced F&B of $65k++ Food & Beverage Total, excluding tax and service fees Total F&B Minimum = $125,000++ $65,233.33 Service Charge of 25% $16,308.33 Sub Total $81,541.67 Additional Charges Ballroom Rental Fee $10,000.00 ***waived per Terri Haack*** Waived Bartender Fee $200.00 each (1 required per 75 guests) 4 bartender(s) Waived Solar Flo Patio Heaters $75.00 each 0 heaters TBD TBD Market Umbrellas $75.00 each 0 umbrellas Overtime $500.00 per half hour after 5 hours 0 half hour(s) TBD Ballroom Power Fees $995.00 amps of service, Encore 0 power fee TBD $81,541.67 Sub Total $7,746.46 Sales Tax of 9.5% 10% additional deposit of F&B min. due 30 days of event date for additional costs $7,500.00 Audio Visual Fees TBD Encore to quote separately based on event details TBD Event Valet Parking $20.00 per vehicle, reduced from $50.00 0 vehicles estimated TBD $96,788.13 Total Estimate of Charges minus 10% deposit $7,500.00 Total $89,288.13 This document serves as an estimate only. Actual pricing will be based on final guest count, menu selections and actual beverage consumption. Client Initials: The above pricing is only an estimate and subject to change. Estimate based on 4 hours of total event time Lawn & outdoor events in the evening require a professional lighting package provided by Encore - please inquire for more details