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Banquet Terms and Conditions

Banquet Terms and Conditions

Service Charge & Sales Tax
All Audio-Visual, Food and Beverage charges are subject to a 24% service charge. California State sales tax, currently 8.00%, will be added to all food, beverage, labor, miscellaneous items and service charges

A guaranteed guest count is required by 12:00 Noon, three (3) business days prior to your function. We will set up and prepare for up to 5% over your guaranteed guest count. You will be charged for your guaranteed guest count or your actual attendance, whichever is greater. If we are not advised of a guaranteed count, then the tentative number of guests will become the guaranteed count.

Food & Beverage
All food & beverage items must be purchased exclusively from the Hilton Orange County/Costa Mesa and consumed in the designated Banquet area. The Hilton Orange County/ Costa Mesa is the only licensed authority to serve and sell food and alcoholic beverages on the premises; therefore, outside food and beverage are not permitted on the hotel property. All prices are subject to change due to market fluctuations. Confirmed prices will be quoted thirty (30) days prior to each event.

Labor Charge
The hotel will add a $100.00 labor charge to plated or buffet functions with fewer than 20 guests. This charge does not apply to coffee breaks, box lunches or receptions. Additional servers may be ordered for a function at a charge of $100.00 per server. Chef and Carver charges are $150.00 for a 2-hour period. Bartender charges are $100.00 per bartender for a 2-hour period, which will be waived when consumption exceeds $500.00 per Bar/Bartender.

Buffets & Food Stations
Banquet buffets offer specific quantities of food. Food preparation is based on one serving per person and should be guaranteed for the total attendance. Additional servings may be purchased at appropriate prices. (Please note on our menus the minimum number of people for buffets and stations)

Audio Visual Equipment
Presentation Services is the selected on-site audio-visual/staging service provider for the hotel. We highly recommend using Presentation Services for all of your audiovisual needs, as they are most knowledgeable of our function space and ballrooms. Presentation Services has exclusive control over the House Sound System and hanging equipment from our ballroom ceilings. Please call (714) 540-3010 for any assistance or guidance.

Floral Arrangements & Décor
Floral arrangements, specialty linen and room decor greatly add to the ambiance of your event. Please consult your Catering/Meetings & Conventions Manager for recommendations.

Southern California has an abundance of talented and engaging bands, DJ’s, performers and acts. Please consult your Catering/Meetings & Conventions Manager for any entertainment needs you may have.

Signage & Registration tables are permitted in our function areas only. Please note that only approved signage may be displayed in the hotel. Signage may never be affixed or attached to any hotel surface.

Telephones and Phone lines are available for rental from the hotel. Orders not received a minimum of ten (10) working days prior to the first day of your event will be subject to a 50% surcharge. Please consult your Catering/Meetings & Conventions Manager for assistance.

Portable Patio Heaters
Heaters for outdoor functions may be rented from the hotel at a fee of $75.00 per heater per function

Internet Access
The hotel features Wired and Wireless Internet access in the hotel’s guestrooms and PSAV Internet in the function space as well as wireless Internet access in the public areas of the hotel. Hard-wired connections are at T-1 speeds and are $350.00 per computer per day. Please consult PSAV for assistance with pricing for Hubs, Networking & Wireless connectivity in our Meeting Rooms.

Storage & Packages
All incoming packages should be addressed with the name of your Catering/Meeting & Conventions Manager handling your event, the name of the group and the dates of your program. Please advise of large shipments in advance, as it may be necessary to arrange for drayage at the client’s expense. Due to limited storage, the hotel kindly requests that shipments arrive no sooner than 3 days in advance of your program. The hotel will assess the following charge for incoming and outgoing packages:
• 0lbs – 5lbs: $5.00 per box
• 6lbs – 20lbs: $10.00 per box
• Over 50lbs: $25.00 per box
• Crates/Display cases: $25.00 per crate/case
• Pallets: $75.00 per pallet
• Pallet Storage: Shipped more than 3 days prior to the event, an additional $25.00 per day

Miscellaneous Information
All Displays, Exhibits and Decorations must conform to city code fire ordinances. Exhibit tables will be charged at $75.00 per table. This fee includes one 6’ or 8’ Table, two chairs and a wastebasket.

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Hilton Orange County/Costa Mesa | 3050 BRISTOL ST., Costa Mesa, California 92626