Policies

1. DEPOSIT

A $1500.00, (plus rental fee if applicable) non-refundable, non-transferable security deposit is required at time

of booking in order to secure the date and room(s). This amount will be reflected on the final bill after the event. The security deposit will be regarded as a down payment towards the total cost of the event.

 

2. CONTRACT

A signed contract with a valid credit card number including a photocopy of the front and back of the credit card

is required in order to secure a booking.

 

3. PAYMENT

A full prepayment is required one month in advance based on a food and beverage estimate prepared by the Catering Department.  Prepayments are payable by cheque only.  The final bill must be settled within the two weeks following your event.  In the event of an overpayment the amount will be credited back in the form of a cheque.  For a balance owing, the balance will be charged to the credit card on the contract.

 

4. CANCELLATION

Our cancellation policy requires that the Catering Department be informed of a cancellation at least 180 days

prior to the event.  In any case, the Deposit is non-refundable.  In the event that less than 180 days notice of cancellation is given you will be held liable for the minimum F&B spending as well as guaranteed numbers as stated in your contract unless the room can be re-booked with an equivalent banquet.  All cancellations must

be received in writing.

 

5. GUARANTEES

A final guest count and any layout related changes are required 3 business days prior to your event (for weekend weddings, your final guest count and layout changes will be due by Wednesday 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.  The Brock House Restaurant reserves the right to move groups to a more suitable room if the number of guests differs greatly from that of the original number quoted at the time of booking.  In such cases, the client will be advised in advance.

 

6. PRICING

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

 

7. TAXES, LABOUR & SERVICE CHARGES

A 5% Government Sales Tax (GST) applies to all food, beverage and service charges.  Rental charges (i.e. tent decor fee, tent side walls and heaters) are subject to 5% GST and 7% PST. All alcoholic beverages are subject to 5% GST and 10% Provincial Liquor Tax.  A 15% service charge will apply to all food and beverages. 

 

8. LIABILITY

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. If in a situation where Brock House Restaurant is unable to host the event, any money prepaid to Brock House Restaurant will be refunded.  Brock House Restaurant is not liable for any other expenses incurred by the client.

 

 

9. SECURITY

Brock House Restaurant does not provide security.  If you wish to hire security, you must make your own arrangements.

 

10. RECEPTION HOURS

Afternoon (Saturday & Sunday) 11:00 a.m. - 4:00 p.m. (9:30 a.m. access for decorators and vendors)

Evening (Monday through Sunday 6:30 p.m. - 1:00 a.m. (4:30 p.m. access for decorators and vendors)

 

11. RATES

Rental Rates apply on all weekends (Fridays, Saturdays and Sundays) as well as holidays and pre-holiday dates. 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.

 

12. SPECIAL WHOLE RESTAURANT/VENUE BUY-OUTS

Brock House will often host up to two functions at a time, but the venues are separate and secure with its own washrooms and bar set up.  To ensure absolute privacy, the entire house can be bought out anytime during the year with an additional rental fee.  Please contact the Catering Department for prices. For Saturday evenings in July and August, the whole house will automatically be rented.  

 

Vancouver

13. CAPACITY

Peak Season (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)

Off Season (October through April)

Maximum of 150 people for a sit-down dinner or buffet (using a combination of Conservatory and Halpern Room)

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 off season.  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 Sun Room (located directly

off of the Begg Room) will hold an additional 10 guests in overflow if required.  With the 2nd Floor venue, guests will also have access to the West Lawn.

 

14. CEREMONY

The grounds are available for a ceremony hosted in conjunction with food and beverage catered by the Brock House Restaurant.  There is a $500.00 ceremony fee applicable when hosting your ceremony and reception on

the property on the Main Floor and North Lawn.  This includes the set-up of our white resin garden folding chairs, a registry table to sign your papers and a bride’s room.  The ceremony fee for the second floor is $250.00.

 

15. TENT SIDEWALLS HEATER RENTALS

Events that take place under the garden tent may require the use of our clear tent sidewalls & heaters. Both are readily available and may be used as needed for a charge of $200.00.

  

16. MENU SELECTION

In order to guarantee your selections, please provide your menu and wine selections to our Catering Department no later than four weeks prior to your event.  The client is responsible for making sure the Catering Department receives this information on time.

 

17. FOOD & BEVERAGE

All food and beverages must be supplied by the Brock House Restaurant with the exception of specialty cakes/cupcakes, which may be brought in subject to a cutting and service fee of $2.00 per guest.  Corkage

events are respectfully declined..  Any food from a full service catered event cannot be packaged to take home.

 

18. 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 Saturday and prior to 12:00 p.m. and after 12:00 a.m. on Sundays. 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.

 

19. DELIVERIES & SET-UP

Brock House Restaurant will accept delivery of small materials required for use during your function prior to the event date. Deliveries must be prearranged and is subject to the availability of space.  All items must be clearly labeled with the function date and name of the host.  Vendors and decorators are granted access no earlier than two hours prior to the event to begin setup.  Afternoon function access: 9:30 a.m. and Evening function access: 4:30 p.m.

 

20. POLICY VIOLATIONS

Brock House Restaurant reserves the right to inspect and monitor all events and to discontinue service in the event that 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.

 

21. DECORATING

The use of nails, staples, glue or any like material is not permitted on any walls, doors, posts, ceilings or any like objects of the Brock House.  Rice, confetti, sparklers and table sparkles will not be permitted on the property.  Bubbles and birdseed are recommended alternatives.  Open flames are not permitted on the lawn.  Lanterns lit by candles are not permitted to be hung from the surrounding trees.

 

22. 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.

 

23. MUSIC

Man About Town Entertainment is Brock House Restaurant’s exclusive in-house DJ provider. Once booked, your information will be provided to their offices to contact you directly regarding your entertainment needs. All entertainment for the purpose of dancing is subject to a one time S.O.C.A.N. (Society of Composers, Authors and Music Publishers of Canada) charge of $59.17and Re:Sound licensing charge of $26.63. 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 four 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.