POLICY & BOOKING INFORMATION OVERVIEW
The following information was prepared to assist our clients in understanding the policies and procedures for the Riviera Events & Convention Centre Inc.. All policies and procedures apply to all social and corporate events including; Weddings, Showers, Jack & Jill’s, Anniversaries, Baptisms, Communions, Confirmations, Bar/Bat Mitzvahs’ or all other Galas and events.
DEPOSITS AND PAYMENT SCHEDULE
*Upon booking an initial deposit is required. Please note all menu prices are plus applicable taxes.
*Six months after signing your contract a second deposit is required. You may leave us a post-dated cheque with your original deposit cheque. A larger deposit may be required if your function is booked less than 3-6 months away.
*Final payment required 1 week prior to event – post dated cheque accepted with pre authorized credit.
*Final payment must be in the form of cheque or cash. Credit card payments are acceptable, and will be charged a 3% service charge
*Additional guests attending or add-ons must be paid in full prior to start of event
*Please mail or drop off the deposit and final payments in person.
*NSF Cheques will be charged a $75 service fee
A minimum guaranteed number of guests is required when you are booking your event. You must meet this minimum number when providing final guest count. 7 days prior to your event date no reduction of number of guests is permitted. When you are asked to fill your seating plan please remember that we require a minimum of 8, maximum 10 guests per table. Kindly detail all tables found on seating plan.
NOTE: YOU CANNOT REDUCE GUEST COUNT WITHIN 7 DAYS OF THE EVENT DATE
We can provide alternative menu options for guests with allergies, vegetarian guests, as well as children.
Due to health and safety regulations, food that is prepared for the function is not allowed to leave the building. Take out menus are packaged and prepared with instructions.
MENU SELECTION & FOOD TASTING (WEDDING ONLY)
In order to help with your wedding menu selection, all couples booked will have an opportunity to sample some of the contracted items. Our event coordinator will contact you to confirm date of tasting.
Riviera Events & Convention Centre Inc. is a fully licensed establishment throughout, providing a variety of bar service options. A special occasion’s permit is required if you decide to bring your own alcohol. All receipts must be brought to us and all alcohol and license(s) are to be delivered 2 days prior to your event.
An additional $500.00 fee will be charged for functions that require a special occasions permit.
We provide uniformed lobby attendants to greet your guests. Our wait staff are uniformed suited in black and are expertly trained in attentively providing French service for banquet functions. All bartender staff are also uniformly suited, and are Smart-Serve certified.
Operations Manager to assure quality of service
Captain/Maitre D’ – mandatory 1 per room
Bar staff- 1 per 150 people for full alcoholic bar, non alcohol bar varies.
Wait staff- Depending on the type of event, the amount of service staff varies. For sit down dinner we use 2 staff per 3-5 tables, for buffet 1 staff per 50 people, unless otherwise specified.
Riviera Events & Convention Centre is able to provide in-house charger plates, white and ivory linens, napkins and chair covers for a minimal additional fee.
All décor arrangements must be disclosed to the Riviera Events & Convention Centre management prior to the event for approval. Fresh floral arrangements must be fully assembled off site prior to delivery. All centre pieces with candles must be enclosed in a glass. Riviera Events & Convention Centre does not permit arrangements with open flames.
We ask that you deliver all items to the office and one of our staff will store it in the appropriate place.
Riviera Events & Convention Centre Inc. is not responsible for any lost or stolen items that are left behind after your function.
All décor must be delivered through our loading dock area and removed by the decorator immediately after your event. Delivery times are subject to approval by our coordinating team.
Access to the event room is subject to availability. We attempt to make your room accessible to anyone participating in your event (decorations etc…) at 10 am. If an event is booked in the same room prior to your event, your access time will be no earlier than 3 pm. Ask the detailer for more specific information. Delivery times are subject to approval by our coordinating team.
Riviera Events & Convention Centre has the right to change your room subject to availability. Price changes may apply for upgrade or downgrade. Common space and lobby set up will be different for every day of the week. Ask for details. You have a bridal suite available to you upon request. Keys and times for usage will be given the day of your event.
A charge of $500.00 per hour will apply for any additional event hours. This fee must be paid the evening of your event. All guests must vacate the building by 2:00 am, unless otherwise specified.
All décor must be removed immediately after. Tear down of décor times are subject to approval by our coordinating team.
WEDDING CEREMONIES (WEDDINGS ONLY)
Should you wish to perform your wedding ceremony at the Riviera Events & Convention Centre Inc., you may do so outdoors on our patios, or indoors in one of our elegant ballrooms. A set up and clean-up fee will be charged.
We work with a variety of well known caterers in the GTA. Our website contains menu options and pricing for international cuisines that we can recommend to you.
If you are interested in bringing some cultural food items you may do so by signing an outside food waiver. Outside caterers are permitted with a signed waiver. Caterer company name signs must be placed in the event room and charges will apply for the use of kitchen space.
A security deposit may be required for clean up and damages.
RIVIERA EVENTS & CONVENTION CENTRE, IN-HOUSE ENTERTAINMENT SERVICES
The Riviera Events & Convention Centre Inc. has contracted National Entertainment Group (NEG) as its in-house audio visual company. This is to conveniently supply you with state of the art audio, video, lighting, DJ’s, MC’s and many other entertainment services on site at the property.
NEG has specifically designed the installation at Riviera Events & Convention Centre Inc. with state of the art audio, video and lighting capabilities which are aesthetically unobtrusive. These services can be used to assist you in creating the desired theme and ambiance for your event.
Although we recommend you use their services, it is not mandatory. However, all clients are required to contract NEG to use the in house audio system. You will be allowed to hook up to the in house speaker system. A sound system rental fee will be charged.
When booking a D.J., please remember the use of confetti & paper streamers are strictly prohibited. Also pyrotechnics can only be performed by a licensed DJ and a permit from the Fire Department.
Additional audio/visual rules and regulations
No outside speakers, screens or lighting will be allowed on the premises.
all audio visual services are not part of your contract & must be booked & paid for separately.
all audio/visual/lighting are to be contracted through National Entertainment Group 416.749.4000 or email@example.com for pricing.
all functions will be charged a sound system rental fee applicable taxes will apply.
We recommend our in-house A/V and in-house speakers as the design along with our insulated dividing walls act as a sound barrier.
Once a contract is signed, to cancel a contract you will have to sign a cancellation of contract form and a release form.
Cancellation policy (Based on original attendance as outlined in confirmation letter of function contract)
Convenor must put cancellation request in writing. Riviera Events & Convention Centre shall be entitled to the deposit and charge the following fee in an attempt to recover anticipated revenue for function rooms, food and beverage fee calculation is based on the following schedule:
-Cancellation more than eight (8) weeks prior: Fee equal to the standard room rental charge(s)
-Cancellation between seven to three (7-3) weeks prior: 75% of estimated total event cost*
-Cancellation within two (2) weeks prior: 100% of estimated total event cost
6 months after signing your contract your 2nd deposit is due. To help us we ask you leave us a post dated cheque when signing. If your event is sooner arrange deposit details with your sales representative.
(WEDDING ONLY) Call us 6-8 weeks prior to your Wedding date to setup a date for your food trial (Tasting). Ask about our new specialty stations. Bride and Groom to be are free….additional guests pay $30.00.
1 month prior to event call the Riviera Events & Convention Centre to arrange an appointment to finalize event details.
Two weeks prior to your event please call the Riviera Events & Convention Centre to confirm the total amount of guests
Adults: ___ Children (3-12yrs): ______ Infants will not be served
Monday before your event your function detail Agenda/Itinerary, Seating Plan, & final numbers form are due.
If you are using outside service providers or specialty linens, please ensure all deliveries arrive 1-2 days prior to your event date. Large décor items are to be delivered the day of your function. All items to be removed immediately after function.
(All items are to be delivered the day before the event. (Eg: Bombonieres, guest book, pen, seating cards, money box, etc.) Unless other arrangements have been made with management or detailer.
A list of telephone numbers for all vendors or outside services is required.
FREQUENTLY ASKED QUESTIONS
What time can we have access to the hall?
You are able to have access to the hall at 10:00am. If we host a daytime function your access time will be 3:00 pm. Restrictions may apply. Please inform all vendors dropping off items that day that they must check into the main office and pick-up the night of.
Can we drop off items the night before?
You can drop off all your event items with details and set up instructions the night before and our team will be happy to set them up for you providing everything comes per assembled
Who is the contact person for the night?
Upon arrival on your wedding day you will be introduced to your Operations Manager as well as a Room Captain that is assigned to your function.
What time does the bar close?
The bar closes at 1:00am
What time can we have the room until?
You have the room until 2:00am at no extra charge. $500.00 every half hour after 2:00am will be charged.
What linens are included?
Your choice of our in house white or ivory damask table cloths and napkins are included in your contract.
Can you accommodate dietary restrictions?
We can accommodate all your dietary restrictions, as long as we are given all the restrictions 1 week prior to the function. Kosher meals are also available at an additional cost. Visit our website under the “Menu” section for options.
Do you provide kid meal?
We can provide a separate meal for children 3-12 years of age at half the price of the adult meal. Children that will be having an adult meal will be charged the adult price.
What is the food and beverage policy?
In accordance with health department regulations, all leftover food prepared by Riviera Events & Convention Centre Inc. will not be released to clients or guests.
What is the payment schedule?
15% is due upon signing the contract, 10% 6 months prior to the event and final payment is due 1 week prior.
What payment is accepted?
We accept cash, certified cheques or bank drafts. A 3% service fee is applied to credit card payments. Post dated cheques are also accepted with a pre authorized credit card.
When do I confirm my final guest numbers?
Ten days prior to the function date, the event coordinator will require your final guest numbers. You will be charged based on your minimum guaranteed number on your signed contract or confirmed final guest numbers given 10 days prior – whichever is greater. Any additional guests in attendance the day of your function must be paid for the night of. Your final guest number will not be reduced under any circumstances. All final floor plans must be submitted no later than the Wednesday prior to your function.
Can we bring in tea lights for the tables?
Yes we allow tea lights, however they must be in glass casing.
Do you provide tables numbers?
Yes we provide table numbers
How many guests can fit per table?
Our standard 64” tables can seat 10 guests per table. We also have larger 72”round tables that can accommodate 11-12 guests. A fee will apply to tables less than 8 people
Do we get a food tasting? (Weddings Only)
There is a complementary menu tasting for two that is included in your contract. If you would like to invite other guest to join you a $30.00 per person charge will apply. An appointment must be made.
Do we get our own bridal suite? (Weddings Only)
You will be given your own private bridal suite, along with a key. We strongly recommend that you take all your belongings with you at the end of the night as Riviera Events & Convention Centre Inc. is not responsible for any lost or stolen items that are left behind.
Do you provide any décor for the head table?
No, we do not provide the décor for the head table other than the standard linens that are included in your contract. For pricing on backdrops and other linen rentals, please contact our in house décor company Luxel Décor 905.569.0062
Do you have any overnight accommodations?
Although we do not have any overnight accommodations, we do offer a discounted rate to our brides and grooms and their guest at the Montecarlo Inn Tel: 416.761.7170 — Code RIV-08
Do you have audio visual equipment?
We have audio visual equipment on site. No outside speakers, screens or lighting will be allowed on the premises. All audio visual services are not part of your contract and must be booked and paid for separately. All audio/visual/lighting are to be contracted through National Entertainment Group 416.749.4000 or firstname.lastname@example.org for pricing.
Do we have to pay an audio visual hook-up fee?
All functions will be charged an audio visual hook up fee. You will be allowed to hook up to the in house speaker system. (no use of in house DJ booth) Charges include music licensee fees.