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Home My WebLink AboutSANTA ANA ELKS LODGE, THE INSURANCE NOT REQUIRED N-2026-057 WORT(MAY PROCEED CITY CLERK LATE. MAR 1 9 2026 0:CMo(k) . f P 5+¢ph eir%;C Gar c i ei(Vz) 1 " 1 THE SANTA ANA ELKS LODGE #794 THE BENEVOLENT AND PROTECTIVE ORDER OF ELKS The Client agrees to the following policies below for the event date and time specified on this contract. A deposit is required to guarantee the date and time for all clients utilizing the Santa Ana Elks Lodge 794 Banquet Facility. A provisional hooking of one date can be held for up to 3 days, after which time the Santa Ana Elks Lodge 794 has full discretion to release the date. The Client is required to make a deposit of$500.00 to secure the booking. The Santa Ana Elks Lodge 794 reserves the right to withhold all or part of the initial deposit if any substantial damage is done to the facility or outside property; in addition to additional charges incurred the day of the event.INITIAL AN Cancellation Policy: Cancellation within 30 days of your scheduled event will result in the forfeit of 50% of the Client's deposit. Cancellation within 14 days of your scheduled event will result in the forfeit of 75%of the Client's deposit. Cancellation less than 14 days before your scheduled event will result in the forfeit of 100%of the Client's deposit. INITIAL AN Guests: The Client is responsible for all guests attending their event. Guests must stay in the designated venue area while attending the event. A guest is prohibited from walking around the lodge and is not allowed to go outside the building. Should a guest need to retrieve an item from their vehicle, they are to inform the Security Officer on site. If the Security Officer feels that a particular guest(s) is making frequent visits outside, he has the discretion to inform that guest that they are not able to return to the event. In turn,the Security Officer will inform the contact person of the event. Wedding: Should any questions or concerns arise during the day of the event, we require that an onsite contact person be provided to us; other than the Bride and Groom. INITIAL AN Food Policy: All food and beverage arrangements MUST be provided by the Santa Ana Elks Lodge 794 (no outside food/or beverages including Alcohol).Any food provided buffet or sit-down style, not consumed during the event, will not be permitted to leave the premises, according to the health code. Meals are served promptly as set forth on the Banquet Event Order. A two (2) hour maximum is allowed for Food Service. Menu &Guests Count:Any menu changes, special requests and guaranteed number of guests must be confirmed S days prior to the scheduled event.Absolutely no reductions in the guaranteed guest count will be accepted less than one (1)week prior to the scheduled event. The Santa Ana Elks Lodge 794 reserves the right to substitute any food that may become unavailable in the market or that exceeds reasonable market price. And will make the best effort to notify the Client of such substitution(s) if time allows. SANTA ARIA ELKS LODGE 4794 1751 S ELK LANE, SANTA ANA,CA 92705 - (714) 547-7794 BANQUET CONTRACT PAGE 2 OF 3 Bar Service: Santa Ana Elks Lodge 794 offers a full bar service, including cash, tab, and open bar options. Events requesting bar service will be assessed a $125.00 per bartender fee. Guests should acknowledge the right of our bartenders to suspend the serving of alcohol to any persons to ensure responsible drinking.The Client shall comply with all applicable local and state liquor laws,and further agrees that neither Client nor Client's guests will request or serve alcoholic beverages to a minor or any persons who are intoxicated. LAST CALL for ALCOHOL will be given 30 minutes before the event ends; no exceptions. INITIAL AN The Santa Ana Elks Lodge 794 forbids any alcoholic beverages brought onto the premises. If any persons) brings alcoholic beverage onto the premises it will be confiscated. INITIAL AN ('decoration: Santa Ana Elks Lodge 794 will provide white or black table linens, your choice of linen napkin, glassware, plate ware, and silverware for all events. In addition to the use of audio-visual equipment and microphone and podium.The Client will have access to the event venue at least 2 hours prior to the start time of the event to decorate. Should Client need additional time,there will be an additional charge of$150,00 per hour. The Banquet Manager must approve all additional decorations or displays brought onto the premises in advance. The use of confetti, rose petals, birdseed, glitter, feathers, fog, sparklers, pyrotechnics and smoke machines, are strictly prohibited and will result in a loss of initial deposit. Nothing can be stapled or taped to any walls or surfaces. Personal Belongings: Santa Ana Elks Lodge 794 will not be held responsible for the loss or damage of any personal belongings of the Client or guests of Client. Security:One Security Guard per 100 guests is required for all events. Security will be checking all bags upon entry to the event. Liability Insurance:The Grand Lodge requires that each event is covered by our Insurance Company. Damage: Because the Client is responsible for their guests and vendors; prior to the event the Banquet Captain, Ban et Manager or General Manager will walk the event area and Lodge to insure there is no visible damage. If reed, he Client will sign and date below that everything was in perfect order. 3-q -�-� t-knl'S ature Date (walk through) John oore Banquet Captain, Banquet Manager, General Manager Condition After the event we will rewalk the premises to ensure all areas are still in perfect order and damage free. The Client will be responsible for the cost to repair any damaged or missing items caused by guests or vendors. John Moore Banquet Captain, Banquet Manager, General Manager Condition Client Signature SANTA ANA ELKS LODGE 4794 1751 S ELK LANE, SANTA ANA CA 92705 -(714) 547-7794 BANQUET CONTRACT PAGE 3OF3 Final payment: Final payment for the guaranteed number of guests must be paid in full by check, credit, or cash. All additional charges, including charges for additional guests above your guaranteed count, shall be paid immediately following dinner. A Banquet Manager or Captain will verify the number of guests in attendance for your event. See attached Addendum for additional terms. Alvaro Nunez agree to the above referenced policies in this contract. Client #Name(s): Alvaro Nunez Client Address: 20 Civic Center Plaza Client Email Address: sgarcia5@santa-ana.org Type of Event: Business EXp0 Date of Event: March 27-March 29, 2026 Time of Event Sam -5pm all three days Room Rented: Main Ballroom Rental/ Labor Fee: AS QUOTED (see quotes) - Exhibit 1, Exhibit 2, and Exhibit 3 See signature page atta ed -3 fir-- Z0Z-,6 CLIENT SIGNATURE DATE John Moore DIR OF BANQUETS OR EVENT COORDINATOR SIGNATURE DATE EVENT DEPOSIT Required Deposit: $500.00 Credit Card #: EXP: Check#: Date: Cash/ Date: Client Signature: SANTA ANA ELKS LODGE#794 1751 S ELK LANE, SANTA ANA CA 92705 - 1714) 547-7794 IN WITNESS WHEREOF,the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF S TA ANA enn r L. 1 Alvaro Nunez Cit Clerk City Manager APPROVED AS TO FORM: SONIA R. CARVALHO RECOMMENDED FOR APPROVAL: City Attorney By: u Andrea N. Garcia Michael L. Garcia Senior Assistant City Attorney Executive Director Community Development Agency 42146268vl Addendum This is an Addendum to The Santa Ana Elks Lodge#794 ("Elks Lodge") Event Contract ("Contract") between the Elks Lodge and the City of Santa Ana ("Client" or"City"). The Elks Lodge and Client shall collectively be known as "Parties" and individually as "Party." The Parties desire to add terms to the Contract as follows: Event Dates The Event, known as the Sister Cities Business Expo, shall take place on Friday March 27, 2026, Saturday, March 28, 2026, and Sunday, March 29, 2026 ("Event"). Compensation The final payment amount, as contemplated by the Contract, shall not exceed $20,000 ("NTE Amount"). Banquet Event Order The three (3) Banquet Event Order forms, one for each day of the Event are made part of this Contract and are attached hereto, as Exhibit 1, Exhibit 2 and Exhibit 3, respectively. The Parties desire flexibility with regard to food and drink items during the Event based upon attendance. The Parties have discretion to negotiate, and agree upon, more or less food and drink items, depending on the catering demand of the Event so long as the Parties do not exceed the NTE Amount. SANTA ANA ELKS LODGE 794 JOHN MOORE, General Manager 1751 S. Lyon Street t�� f, 794iohnmoore@gmaii.com Santa Ana, CA 92705 i , r MARIA BISBEE, Dir of Banquets • 794banguets@#;mail.com Office:(714) 547-7794 BANQUET EVENT ORDER Name of Event: CITY OF SANTA ANA BUSINESS EXPO ELK MEMBER YES Date of Event: Friday, March 27,2026 Client: CITY OF SANTA ANA-ECONOMIC DEVELOPMENT Time of Event: 8:00-5:00 PM Phone: 714-647-5385 714-647-5230 Type of Event: TRADE SHOW Email: GCRAMER_@SANTA-ANA.ORG SGARCIAS Room: BALLROOM ER, PATIO Address: 20 CIVIC CENTER PLAZA Number of Guest: 200-250 PPL SANTA ANA,CA. 92701 Meal Time: 11:30-1:30 PM Meal Type: BOX LUNCHES NiLI, QUANTITY @ COST TOTAL SPLIT PATIO AND EMERALD ROOM: COFFEE,HOT TEA,ICED WATER 100 $3.0Q $300.00 $300.00 BOX LUNCH Choice of Roasted Turkey, Roast Beef or Tuna salad on freshly baked sour dough or squaw breads. Fresh fruit cup, potato chips,chocolate chip cookie and bottled water with cutlery and condiment packages on the side 100 $ 15.00 $ 1,50Q.00 $ 1,500.D0 PLEASE SEE ATTACHED DESCRIPTION SCHEDULE: DRAPPING AT 6 AM,SAM-513M (CITY STAFF ARRIVE AT 7 AM) SUB-TOTAL FOOD $1,800.00 MANDATORY FEES ROOM RENTAL BALLROOM, ER, PATIO 1 $ 5,000.00 $ 5,000.00 $ 5,000.00 LIABILITY INSURANCE(Fee$295.00) 1 INCLUDED INCLUDED INCLUDED SECURITY(1) (Fee$25,( FOR OVER 125 PPL) 1 INCLUDED INCLUDED INCLUDED LABOR FEE 1 INCLUDED INCLUDED INCLUDED PARKING ATTRNDANT 1 INCLUDED INCLUDED INCLUDED SUB-TOTAL MANDATORY FEES $ 5,000.00 ADDITIONAL AMENITIES EXHIBIT 1 SUB-TOTAL ADDITIONAL AMENITIES $ - GRATUITY 24% $ 432.00 CA SALES TAX 9,25% $ 166.50 TOTAL BEO $ 7,398.50 ELK DISCOUNT $ 997.50 TOTAL BEO AFTER $ 6,401.00 A$500.00 DEPOSIT IS REQUIRED TO SECURE YOUR DATE FULLY REFUNDABLE 1 WEEK AFTER YOUR EVENT DEPOSIT DATE RECEIVED PAYMENT DATE RECEIVED PAYMENT DATE RECEIVED CREDIT DATE RECEIVED Final Payment Due On: Certificate of Liability Insurance Due on: EXHIBIT 1 SANTA ANA ELKS LODGE 794 JOHN MOORE, General Manager 1751 S. Lyon Street ~�`" f, 794johnmoore@Rmail.com Santa Ana, CA 92705 MARIA BISBEE, Dir of Banquets 794banquets@gmail.com OffiCe:(714) 547-7794 BANQUET EVENT ORDER Name of Event: CITY OF SANTA ANA BUSINESS EXPO ELK MEMBER YES Date of Event: SATURDAY 3/28/26 Client: CITY OF SANTA ANA-ECONOMIC DEVELOPMENT Time of Event: 8:00-5:00 PM Phone: 714-647-5385 714-647-5230 Type of Event: TRADE SHOW Email: GCRAMER@SANTA-ANA.ORG SGARCIA5 Room: BALLROOM ER, PATIO Address: 20 CIVIC CENTER PLAZA Number of Guest: 200-250 PPL SANTA ANA,CA. 92701 Meal Time: 11:30-1:30PM Meal Type: BOX LUNCHES MENU QUANTITY 9 COST TOTAL SPLIT EMERALD ROOM AND PATIO:COFFEE, HOT TEA, ICED WATER 60 $3.00 $180.00 $180.00 BOX LUNCH Choice of Roasted Turkey,Roast Beef or Tuna salad on freshly baked sour dough or squaw breads. Fresh fruit cup,potato chips,chocolate chip cookie and bottled 100 $ 15.00 $ 1,500.00 $ 1,500.00 water with cutlery and condiment packages on the side PLEASE S€€ATTACHED DESCRIPTION SCHEDULE:8AM-5PM (CITY STAFF ARRIVE AT 7 AM) SUB-TOTAL FOOD $1,680.00 MANDATORY FEES ROOM RENTAL BALLROOM, ER, PATIO 1 $ 5,000.00 $ 5,000.00 $ 5,000.00 LIABILITY INSURANCE(Fee$295.00) 1 INCLUDED INCLUDED INCLUDED SECURITY(1) (Fee$25,( FOR OVER 125 PPL) 1 INCLUDED INCLUDED INCLUDED LABOR FEE 1 INCLUDED INCLUDED INCLUDED PARKING ATTRNDANT 1 INCLUDED INCLUDED INCLUDED SUB-TOTAL MANDATORY FEES $ 5,000.00 ADDITIONAL AMENITIES EXHIBIT 2 SUB-TOTAL ADDITIONAL AMENITIES $ GRATUITY 14% $ 403.20 CA SALES TAX 9.15% $ 155.40 TOTAL BEO $ 7,238.60 ELK DISCOUNT $ 997.50 TOTAL BEO AFTER $ 6,241.10 A $500.00 DEPOSIT IS REQUIRED TO SECURE YOUR DATE FULLY REFUNDABLE I WEEK AFTER YOUR EVENT DEPOSIT DATE RECEIVED PAYMENT DATE RECEIVED ;PAYMENT DATE RECEIVED CREDIT DATE RECEIVED Final Payment Due On: Certificate of Liability Insurance Due on: EXHIBIT 2 SANTA ANA ELKS LODGE 794 I - "- JOHN MOORE, General Manager 1751 S. Lyon Street 794iohnmoore@Bmail.com Santa Ana, CA 92705 I„ MARIA BISBEE, Dir of Banquets • 794banguets@gmaiI.com Off ice:(714) 547-7794 BANQUET EVENT ORDER Name of Event: CITY OF SANTA ANA BUSINESS EXPO ELK MEMBER YES Date of Event: SUNDAY 3/29/26 Client: CITY OF SANTA ANA- ECONOMIC DEVELOPMENT Time of Event: 8:00-5:00 PM Phone: 714-647-5385 714-647-5230 Type of Event: TRADE SHOW Email: GCRAM ER@SANTA-ANA.ORG SGARCIA5 Room: BALLROOM ER, PATIO Address: 20 CIVIC CENTER PLAZA Number of Guest: 200-250 PPL SANTA ANA,CA.92701 Meal Time: N/A Meal Type: N/A MENU QUANTITY @ COST TOTAL SPLIT EMERALD ROOM AND PATIO: COFFEE,HOT TEA, ICED 60 $3.00 $180.00 $180.00 WATER PLEASE SEE ATTACHED DESCRIPTION SCHEDULE.8AM-5PM (CITY STAFF ARRIVE AT 7 AM) SUB-TOTAL FOOD $180.00 MANDATORY FEES ROOM RENTAL BALLROOM, ER, PATIO 1 $ 5,00o.00 $ 5,000.00 $ 5,000.00 LIABILITY INSURANCE (Fee$295.00) 1 INCLUDED INCLUDED INCLUDED SECURITY(1) (Fee$25,( FOR OVER 125 PPL) 1 INCLUDED INCLUDED INCLUDED LABOR FEE 1 INCLUDED INCLUDED INCLUDED PARKING ATTRNDANT 1 INCLUDED INCLUDED INCLUDED SUB-TOTAL MANDATORY FEES $ 5,000.00 ADDITIONAL AMENITIES SUB-TOTAL ADDITIONAL AMENITIES $ - GRATUITY24% $ 43.20 CA SALES TAX 9.25% $ 16.65 EXHIBIT 3 TOTAL BEO $ 5,239.85 ELK DISCOUNT $ 997.50 TOTAL BEO AFTER $ 4,242.35 A $500.00 DEPOSIT IS REQUIRED TO SECURE YOUR DATE FULLY REFUNDABLE 1 WEEK AFTER YOUR EVENT (DEPOSIT DATE RECEIVED PAYMENT DATE RECEIVED PAYMENT DATE RECEIVED .CREDIT DATE RECEIVED Final Payment Due On: Certificate of Liability Insurance Due on: EXHIBIT 3