DEPOSITS & PAYMENT
The Hart House requires a $1500.00 non-refundable and non-transferable deposit and a valid credit card to confirm your booking. The deposit will be regarded as a down payment towards the total cost of the event. 50% of the minimum food and beverage requirement will be due 8 months prior to the event. The full balance is required one month in advance based on a food and beverage estimate prepared by Hart House’s event planner. Any outstanding charges will be invoiced and must be paid within 14 days of the event or will be charged to the credit card number provided with the signed contract. In the event of overpayment the amount will be paid to the undersigned by cheque. Payments must be made by debit, cash or by certified cheque.
Our cancellation policy requires that the Hart House be informed of a cancellation at least 240 days prior to the event. In any case, the Deposit is non-refundable. If less than 240 days’ notice of cancellation is given the host will be held liable for the minimum guaranteed revenue, including all rental fees, as stated in your contract. All cancellations must be received in writing.
To ensure our maximum efficiency, a final guest count is required one week prior to your event. If no guarantee is received the Hart House will bill for the 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 is greater. Should the numbers differ from the guaranteed guest expectancy the Hart House reserves the right to renegotiate costs based on the new size of the group, and to provide an alternative function room best suited for your group size. A minimum spending requirement will apply. Tented events may not exceed the maximum number of 220 guests.
All prices are stated exclusive of applicable taxes and 17% gratuity. Prices are subject to change. Hart House Restaurant guarantees that there will be no changes to menu prices within 3 months prior to the event.
FOOD AND BEVERAGE
All food and beverages must be supplied by Hart House Restaurant except for specialty cakes. All specialty cakes are subject to a cutting and plating fee of $2.00 per person with the exception of cupcakes. A bakery or professional pastry chef must provide all specialty cakes. The Hart House is unable to provide storage or set-up for specialty cakes.
Food and Beverages may not be removed from the premises. Menu and beverage choices should be advised one month prior to your event. Children under the age of 10 will be billed 50% of the agreed menu price, for buffet menus only. Due to licensing restrictions corkage is not permitted.
All food, beverages, rental fees and service charges are subject to applicable taxes. A 17% gratuity will be added to all food and beverages. In lieu of menu tastings Hart House Restaurant will offer one complimentary dinner (a la carte) for Bride and Groom between the time the booking is confirmed and the wedding date. This offer excludes alcohol, and is not valid on February 14, December 24/25 or Mother’s day. This offer applies only to tented wedding bookings or restaurant buyouts with a minimum guaranteed spend.
ADDITIONAL TERMS & CONDITIONS
We assume no responsibility for the damage or loss of any articles left on our premises prior to, during or following the event. The Hart House is unable to provide storage before or after an event. The Hart House is not responsible for the delivery, pick-up or return of any items not rented through our venue. All décor items must be removed immediately after the conclusion of the event. Set up and removal of décor items are solely the responsibility of the host.
The host will be held responsible for any damage to the Hart House Restaurant’s property during their event and is responsible for the actions and/or conducts of their guests or independent contractors during the duration of their presence on the premises. Any abusive conduct by guests towards Hart house Restaurant employees will not be tolerated and are grounds for concluding the event.
Booking times are as stated in the contract. All ceremonies must be held within that time. Access for décor is permitted two hours before the contracted start time unless alternate arrangements have been made with Hart House Management.
The host understands the potential for poor weather conditions, including rain and sudden drops in temperature. Wedding ceremonies are held in the reception tent if weather is inclement.
No items may be affixed to the light fixtures, walls, floors or ceiling with nails, screws, tacks, pins, tape or any other substance which would mark the floors, walls or ceilings. NO confetti or decorative sparkles are permitted. Synthetic flowers/petals, rice or birdseed may not be used on the lawns of the Hart House. Only real flower petals are permitted on the lawns of the Hart House. All petals must be removed from the grounds prior to the end of the event. No sparklers are permitted anywhere on the grounds. Please be sure all guests of your event are aware of our policies, as a cleanup charge will be applied to your final invoice if deemed necessary by hart House Restaurant management. Any items affixed to the ceiling of the tent must be set up and taken down by a professional decorator approved by Hart House.
Hart 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.
If you are hiring a musician, DJ service or intend to play any recorded music during your event the Society of Composers, Authors & Music Publishers of Canada (SOCAN) mandates that a license be obtained. The Hart House must add to your invoice a fee of $59.17 plus tax if your event included dancing, and without dancing a fee of $29.56 plus tax. Due to our proximity to local residential zoning sub-woofers are not permitted as part of DJ’s sound system.
Due to our location licensing amplified live bands are not permitted as part of the musical entertainment. Only DJs listed as our recommended vendors are permitted on the premises. Classical or Jazz ensembles are welcome. Indoor events: A dance floor is available on the banquet floor for dancing after 9:00pm, if requested.