Catering Policies & Guidelines

The Beverly Hills Country Club welcomes personal, corporate and non-profit organizations to this unique location for planning an event. Guidelines have been developed in order to better assist you in planning your event. The following information below outlines our policies and guidelines and gives general information about the event space.

Step 1) Planning Your Event
The Club’s event planner will assist you or a representative from your organization in planning the following details of the event:

• Tours and walk-through of the event space
• Availability of the facility
• Establishing estimated budgets
• Making arrangements with other club departments
• Menu planning
• The logistics of the event, diagrams and timelines

Step 2) Reserving Space
The club will reserve space and hold a reservation for 10 working days pending a deposit. A letter confirming the tentative booking and requesting deposit will be sent to you. The Catering Department will provide a Banquet Proposal with details of the estimated costs for your event. Once you have made the decision to book your event, a non-refundable deposit (check or credit card) is required to hold the date. Once the club has received the deposit along with the signed contract, your reservation is confirmed, not before. For members that reserve our card or small meeting rooms, a reservation must be made at least 2 weeks in advance. Please note that the scheduled rooms for playing may be changed at any time without notification.


Step 3) Booking and Contract Agreement
A Banquet Event Order (BEO) will then be drawn up for your approval. One week prior to your event the 1) final count 2) final payment (excluding bar bill) and 3) final event details must be completed with your coordinator. Any changes requested by you or your organization after this date will be taken under advisement by the club, and we will make all reasonable efforts to accommodate your requests. You will be advised in writing of any additional costs incurred by the BHCC as a result of these changes. Your written approval of additional costs will be required. The club reserves the right to disallow any changes after the original plan as noted above.

Specific Policies and Guidelines
Policies regarding specific details are as follows:

Kosher and Outside Catered Events
The Beverly Hills Country Club takes great pride in offering some of the finest Kosher and Ethnic Caterers. The agreement we have allows specific caterers to provide meals, staff, china, flatware, and stemware to each client. All catering details and payment will be made directly to the caterer. The BHCC will provide the facility, tables, chairs, standard linens, and hosted bar. A facility charge will be incurred. Please see the attached section regarding Outside Catering Policies.

Event Capacities
The Griffin/Chandelier room can accommodate approximately 80 guests for a seated event, 120 quests for a reception, and 180 for theatre-style seating. The Main Dining Room (including Beverly, Cheviot, Board and Lounge Rooms) can accommodate approximately 150 guests for seated events, or 200 guests for reception. The Terrace can accommodate approximately 280 guests for seated events, 300 for reception, and 350 for theatre-style seating. A layout can be provided by your event planner.

Rental Time Allotment
Each event is given 5 hours that is figured from guests’ arrival to the conclusion of the event. Additional time may be available with prior notification and additional charges may apply.

Set-up and Break Down
Additional time is blocked to allow the set-up and strike of your event. There will be additional charges if set-up is required prior to the day of your event, and if the event lasts longer than 5 hours. At the conclusion of each event the client and their caterer are responsible for the dismantling and pick up of all equipment and decorations. Please note that the club staff cannot assist in the loading/unloading, check-in, or placement of outside vendor equipment. Any personal items found by our staff will be given to our service center manager and kept in a locked area for no longer than 30 days.

Equipment and Physical Rentals
The BHCC can provide some equipment at a reasonable price. The club equipment that may be available includes: tables, chairs, portable signs, coat racks, dance floors, podium, microphones, sound system, 4 propane Heaters, easels, TV monitor and video recorder. Any additional equipment will be rented at the client’s expense.

Noise Restrictions
Noise restrictions are applicable to events held outside or on the terrace. The event planner will discuss the restrictions with you.

Deliveries
The Club will accept the delivery of items for an event (i.e. wine, printed materials) ONLY if arrangements are made at least 4 days prior to the event. Deliveries should be scheduled to occur between 9:00 am to 5:00 pm Mon-Fri.

Smoking and Eating Areas
There is NO smoking in the public space of the club. Food and Beverages are restricted to the event area. Glassware cannot be used on the outside areas.

Security
For certain events (i.e. Mitzvahs, political events, etc.) security will be required. If needed, the club will determine the number of security personnel required. This number cannot be adjusted by the client. When special security is needed by the client (i.e. personal bodyguards, Secret Service, off-duty law enforcement officers, traffic control), a written liability clearance must be obtained for the club. Please note that security must work along with our management and must follow the requests of management.

Additional Attendants
Custodial staff, coat check and restroom attendants, audio visual technicians, maintenance personnel, and staffing in these areas will be determined by the club based on specific plans for the event. The cost for specific staff will be included on your preliminary budget provided by the catering department.

Valet
Valet is mandatory for events with over 30 guests. A charge of $28 an hour per valet attendant (four hour minimum) will be added to your bill. Valets are scheduled one half hour prior to the beginning of your event and one half hour after the conclusion of your event. If valet is needed for additional time not previously contracted, an additional charge of $28 per additional hour per attendant will be added to your bill. Please refer to the chart below regarding the number of valet for your event.

Number of Guests Site Fee
1-30 - Attendants not required
30-40 - 1 Attendant
50-70 - 2 Attendants
71-100 - 3 Attendants
100-300 - * 1 additional attendant for every 30 guests

Event Cancellation
Events cancelled within 90 days will receive ½ of deposit refund, except for the month of December. No deposits will be refunded for events booked in the month of December.

We hope that these policies and guidelines will assist in planning your event. If you have further questions, please feel free to call the Catering office.

It is our pleasure to assist you!