General Information
Harborside’s prices are very affordable and your personal banquet manager will guide you through the entire process.
To download a copy of the below text and Acknowledge Agreement as a PDF, please click here.
Payment Schedule
The Non-Refundable “Reservation Payment” of $2000 is required to confirm one (1) room ($4000 for two rooms) which will be applied to your final bill on the day of the event; no holding or temporary reservations are accepted. A signature and acceptance of all conditions will need to be received at the time of the initial payment. Then a “Secondary Payment” of 50% of the estimated remaining balance is due one hundred and twenty (120) days prior to the event and is also non-refundable. The “Final Balance Payment” is due fourteen (14) days prior to the event along with the confirmed guest count. Any additional charges incurred during the event must be paid in full at the end of the event. We accept all major credit cards, checks or cash.
Banquet Facilities
Each of the two (2) Banquet Rooms (Catalina or Lido) has a maximum capacity of 250 persons, or the entire Grand Ballroom for up to 500 persons can be reserved. Depending on the configuration of tables, dancing, podium, entertainment or wedding receptions, the capacity may decrease. Both rooms have an outstanding waterfront view and one room has a outside deck for additional guests or service. The regular time frame of a day event is four (4) hours and is five (5) hours for evening events, and should end by 11:00pm without incurring additional charges. Extended or altered event hours are an additional $1000 per hour, per room; above and beyond four (4) hours for daytime events or five (5) hours for the evening events. Only with advanced prior written approval of the Banquet Manager.
Guest Counts
Guaranteed Guest Counts must be received fourteen (14) days prior to the event, but in any case, may not fall below the food minimums per room. A 10% increase of Guaranteed Guests is allowed up to five (5) days prior to the event, only with approval from a Banquet Manager. Each event will only be set up for the exact amount of guests confirmed at final.
Amenities
Harborside provides all tables and chairs, white linens, plate ware, silverware, serving dishes, entertainment risers, all set up and breakdown of Harborside equipment including the necessary serving staff at no additional charge. Harborside also provides Wi-Fi for its clients at no extra charge. Colored napkins or table linens, chargers, projector and screen, flat screen televisions, wireless microphones, centerpieces, votives, electric candles, and chiavari chairs are available to rent.
Parking
Harborside Banquets provides valet service at all events at a cost of $25/car. Prepaid or hosted valet parking passes available. Public parking lots are only 2 blocks away, holds 600 cars, charges by the hour or a maximum daily rate. Metered street parking is located all around Harborside with hourly rates, and after 6pm, the meters are free. Rates vary depending on time of year. See the City of Newport Beach website for current rates.
Decorations
Harborside allows outside vendors or personal guests to decorate the room(s) two (2) hours prior to the start of the event, unless earlier setup is approved by the Banquet Manager. All decorations including balloons, flowers, candy and streamers must be removed after the event concludes or a $250 Disposal fee we be charged. Absolutely no staples or nails are to be used, nothing may be hung from the ceilings, no bubbles or fog machines are allowed, no contractor tape can be used, no rice or confetti are allowed. All decorations must be removed within one (1) hour after a daytime event, or by 10:00am the next day for nighttime events. Any open flames or fire related decorations require the client to obtain an Approved Fire Permit from the City of Newport Beach and submitted to the banquet manager two (2) days prior to the event. No candles or open flame may be lit without a permit on file.
No sparklers or any device that makes smoke or mist are allowed. _______ initials
Table / Seating Schematic
Harborside will provide the suggested design of the table and seating arrangements for approval by the client prior to the guaranteed guest count timeframe of ten (10) days. Table numbers stanchions can be provided but seating arrangements and cards must be coordinated by the client.
Service Charge/Sales Tax
A Service Charge is 22% for all events, which will be based on all food, bar, room rentals, hosted parking and other charges. Service charges are mandatory and are used to pay our staff a premium hourly rate to service your event. Service charges are not a gratuity or tip because they are not voluntary. Tipping the bartender is allowed on cash bars only. Sales tax will be added to all charges, including service charges as required by law.
Ceremony Rehearsals
Most wedding rehearsals occur on Thursday or Friday in the afternoon based on available rooms and is prearranged with the Banquet Manager at either of our fine restaurant locations (discounts are offered). All ceremonies require a wedding coordinator and rehearsals should be limited to a maximum of thirty (30) minutes and twenty (20) persons.
Alcoholic Beverages
Harborside adheres to all Alcoholic Beverage laws and will not serve any guest who appears to be intoxicated and Harborside does not allow any outside alcoholic beverages or products to be brought into the Banquet Facility. All liquor, beer and wine must be purchased from Harborside. Harborside reserves the right to refuse service to any guest who cannot provide valid identification of age (21 years old). Harborside reserves the right to shut down any event where alcohol service to guests, that are causing a disruption, or outside alcoholic beverages are found to be brought onto the premises for illegal consumption.
Accessibility
The Grand Ballroom is located upstairs and offers a handicapped lift for the disabled only. The lift may not be used for any vendor’s supplies or equipment to be brought upstairs, by order of the State, and hosts are recommended to inform their vendors the lift is for disabled persons only.
Staffing
Harborside will provide, at no additional charge, adequate staffing based on a buffet event of one (1) server per 30-39 guests (about 3-4 tables) and for a sit down event of one (1) server per 20-29 guests (about 2-3 tables), which will also include a banquet captain and a banquet manager to oversee the event.
Event Coordinator
Harborside Grand Ballroom requires any reception or bar/bat mitzvah to provide a professional day-of coordinator. The coordinator must be someone who is not attending the event and is experienced as a meeting/wedding planner. We offer excellent referrals.
Food Menus
Only food purchased through Harborside will be allowed (no outside caterers except some ethnic), and no food is permitted to leave the premises after the event, with the exception of decorated cakes. Prices are subject to change prior to final approved menus. Final menus are due 30 days prior to each event.
Food Tastings
Harborside will allow a “limited” complimentary food tasting prearranged by appointment and is for tasting purposes only, with a maximum of four (4) persons attending and a selection of four (4) dishes; some items can only be prepared in large quantities. Tastings are for booked clients and for dinner packages only. Wine tasting must be arranged in advance.
Bar Menus
Harborside has a full liquor license and provides for all beer, wine and alcohol products. NO outside beer, wine or alcohol products may be brought onto the premises, and if found on someone’s possession the bar portion of the event could be shut down since it is strictly prohibited both by law and this establishment. Special purchase requests for bar products can only be made through Harborside, and only the prepaid beer or wine remaining may be taken by the client the next day.
Bar / Beverage Service
Harborside will provide for bar service through either a “hosted bar” package or a non-hosted “cash bar” with a $150 bartender fee per cash bar. One bartender per 100-125 guests is normally scheduled. Bartenders may require proof of ID at any time and may refuse service to anyone who cannot provide proof of age or appears intoxicated in any way. The bar sales from wine, beer or alcohol will include juices, sodas, bottled waters to reach the minimum bar sales. Please no glassware is allowed on wood floor while dancing to ensure the safety of the guests.
Entertainment
All entertainment must cease ten (10) minutes prior to the event ending time. All entertainers and their equipment are to set up no more than two (2) hours prior to the event and must be entirely removed one (1) hour after the event is completed, or additional Overtime charges will occur. Approvals for using live entertainment must be given by the Banquet Manager in advance and requires booking of both rooms, or the entire Grand Ballroom. Harborside has a list of recommended DJ’s if needed. Please inform your entertainer that the banquet room is on the second floor and the ADA elevator can only be used for disabled persons, no entertainment equipment can go in the elevator.
Outside Vendors
All outside vendors who are hired by the client and work the event must provide a certificate of insurance naming Waterfront Enterprises Inc. as additionally insured. All outside vendors should be informed by the client that the handicapped elevator is for disabled persons only and not for items such as heavy audio gear to the second floor. Parking for vendors will be accommodated in the white loading zone in front of the building for loading and unloading only. Vendor event parking will not be provided unless paid for by the client or host. We are not allowed to offer assistance carrying gear or equipment up or down the stairs per our insurance liability. Harborside is not responsible for equipment left after the event unless arrangements with the Banquet Manager are made in advance.
Security
Some school and other Special Events require the client to hire a security company approved by Harborside in advance for purposes of legal drinking verification, to insure the safety of the guests, to insure the facility is not damaged, and to insure the event runs smoothly and without incident.
Directional Map
Harborside can supply complimentary preprinted directional maps to enclose into your invitations if you desire.
Audio Visual
Harborside has ceiling mounted projectors with drop screens, 55” to 75” television monitors, wireless microphones and all the latest AV equipment available for rental. Harborside can supply a podium and has a Wi Fi connection at no additional charge. Advanced or trained AV companies available for hire upon request, just contact the banquet manager for more information.
Cancelations
Harborside will not refund any payments made once the event date/room have been reserved for your event starting with the first payment. If progress payments are not made on time, the event can be cancelled, and all prior payments will not be returned.
