2020 WEDDING GUIDEAll you need is love and a little help from our team...

GUIDELINES
The following guidelines outline operating practices and available services at the Coast Coal Harbour
Vancouver Hotel by APA.
Coast Coal Harbour Vancouver Hotel by APA Weddings Include:• Reception space for up to 300* (*based on floor plan)• Preferred group wedding block room rates and customized wedding webpage• White china, flatware, glassware, white linens, white napkins, votive candles and table numbers• Dance floor, staging, round tables for 8-10 guests, chairs, cocktail tables and other tables as required(based on availability)• All set-up and banquet labour costs are included in your menu price (some extra labour costs may apply
based on floor plan)• Chef’s Entrée Tasting Table for up to 4 guests (upon booking based on minimum 120 guests: certain
restrictions apply, please speak to the Catering Sales Manager; Tasting times are from 2:30pm-4:30pm
Monday-Friday)
As an additional incentive upon booking your wedding with us, we would be pleased to offer you theHoneymoon Romance Package and a choice of Coast Hotels points or Aeroplan miles (based on a $20,000
Food and Beverage minimum before service charge and tax). Should your spend be less than $20,000 you may
choose one (1) of either the Honeymoon Romance Package or Coast Hotels points or Aeroplan miles. See below
for details:
Honeymoon Romance Package• Overnight accommodation in a Superior Room
• Complimentary valet parking for one (1) vehicle• Welcome bottle of sparkling wine and Callebaut chocolate dipped strawberries• Coast Signature breakfast for two in Prestons or room service (excludes alcohol)
Coast Hotels points or Aeroplan miles
Earn one Coast Rewards point—or one Aeroplan mile—for every dollar spent on qualified group room charges(excluding taxes and levies) related to your event.
Earn one Coast Rewards point for every three dollars spent (excluding taxes and gratuities) on food, beverage,and room rental charges for your event to a maximum of $20,000.
• 4,000 Coast Rewards Points/Aeroplan Miles for a $12,000 reception• 5,000 Coast Rewards Points/Aeroplan Miles for a $15,000 reception• 6,000 Coast Rewards Points/Aeroplan Miles for a $18,000 reception

Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 2

Cancellation Policy
A non-refundable and non-transferable deposit is required to confirm date and space held. This deposit will be
regarded as a down payment towards the total cost of the event. The estimated balance as prepared by theCatering department is payable by certified cheque, cash, or completed credit card authorization four (4) weeks
prior to the event.
• Deposit for weddings of $15,000 or more will be $2,500• Deposit for weddings less than $15,000 will be $2,000• Cancellation of a confirmed event less than 30 days prior to the start date will result in a cancellation chargeof 100% of the total charges. Cancellations must be received in writing to the attention of the Catering
Manager.
Termination Date

Meeting Space

Food & Beverage0 – 30 Days

100%

100%

31 – 90 Days
91 + Days

75%025%
Deposit Only

Food & BeverageDue to licensing requirements and quality control issues, all food and beverage served on Hotel property mustbe supplied and prepared by the Coast Coal Harbour Vancouver Hotel by APA. In accordance with BC liquor
laws, all alcoholic beverages consumed in licensed event areas must be purchased by the hotel through the BC
liquor distribution board; liquor service is not permitted after 1:00am, and 12:00am on Sundays and statutory
holidays. Outside food and beverage products may not be brought into the building; and food and beveragethat is not consumed may not be taken off the premises. The Hotel reserves the right to confiscate any outside
food and/or beverages and/or charge for this service.
Plated Entrée Items
Pre-Selected Menu: Plated meal entrées are limited to a maximum of three (3) entrée selections (vegetarianoption inclusive). To ensure your Guests are served correctly please provide place cards indicating meal
selection for each entrée being served.
The entrée counts are required seven (7) business days prior to the dinner service. The highest menu price will
apply for the entire group. Should the Hotel be required to produce additional entrées over the guaranteedamount originally provided, the Client is responsible for paying for the additional meals produced.
Booking Window
There is a 14-month booking window for weddings for the months of July and August. Other dates are subject
to shorter booking windows based on availability. Please ask the Catering Sales Manager for details.

Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 3

Hours of Room Rental
Subject to availability, you may have access to your function space as early as 9:00am on the day of the eventfor set-up. The latest end time of your event is 1:00am, with move-out to finish no later than 2:00am.
Function Guarantees
The hotel requires an approximate guest count 30 days prior to the event date. Banquet Event Orders (BEOs)
will be issued 10 days prior to your event. BEOs need to be signed and returned within 7 business days of theevent with all pre-selections of meals and dietary restrictions included.
A final guarantee is required 3 business days prior to the event. Should the guarantee not be received on time,
the hotel reserves the right to prepare and charge for the original number contracted, or the actual number ofguests, whichever is greater. Guarantees for Monday or Tuesday events are required by the Friday prior.
Our hours of meal service are:Breakfast 6:00am to 10:00am
Lunch 11:00am to 2:00pm
Dinner 5:00pm to 9:00pm
Should your service times be prior to 6:00am or later than 9:00pm a menu surcharge will apply.
Should the number of guests attending the function differ from the original contract, the hotel reserves theright to provide an alternate function room. All changes are based on availability, by-laws and additional fees
may apply.
If the agreed upon room set up noted on the BEO is changed after a room has been set or within 48 hours anadditional labour charge of $50 per staff, per hour may apply for any requested changes.
All prices are subject to change without notice. Prices will be confirmed no more than six months prior to thefunction date. All Food and Beverage fees are subject to a 18.5% service charge.
Allergies and Intolerances
The Coast Coal Harbour Vancouver Hotel by APA is not a nut-free or wheat-free kitchen; however, we arecommitted to ensuring you and your guests are offered options for allergies, intolerances, vegetarians, vegans,health issues or religious and cultural needs. In order to guarantee alternate meals, it is up to you, the client, toprovide a complete list of any guest in your group who has dietary requirements in writing, which must detailguest’s full name, table number and dietary requirements. Should this information not be provided in writingin advance of the event the Hotel will not be liable for any issues. Special dietary restrictions may be met if
notified no later than 72 hours (business days) prior to the event.
Should the number of alternate meals required (including vegetarian and vegan) be more than the guaranteed
number on your dietary list, an additional fee per entrée (exclusive of tax and service charge) will be applied.
Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 4

Children's Menu Pricing
Plated: 0-10 years special plated children’s menus are available
Buffet: 0 - 4 years free | 5 -11 years 50% off
Host BarAll beverages consumed are to be paid for by the host. Host prices are subject to an additional 18.5% service
charge, 5% GST and 10% PST. We recommend one host bar per 100 people. Should consumption be lessthan $400.00 in sales per bartender, A bartender fee of $150.00 will apply to each bar ($250.00 on statutory
holidays).
Cash Bar
Guests are responsible for paying for their own beverages and all cash bar prices include taxes. Should
consumption be less than $400.00 in sales per bartender, a bartender fee of $150.00 ($250 on statutoryholidays) will apply and a cashier fee of $100.00 ($150.00 on statutory holidays) will apply per bar and cashierstation.
Corkage
The Coast Coal Harbour Vancouver Hotel by APA and Prestons Restaurant and Lounge function spaces do notparticipate in the BC corkage program.
Wedding Cake
The Coast Coal Harbour Vancouver Hotel by APA does not provide wedding cakes. Should you wish to supply
your own wedding cake and the cake cutting is not technical, a charge of $3.00 per guest will apply for ourservice to cut, plate and serve the cake individually. Any complex tiered cakes are subject to other restrictions.
Please note that all wedding cakes must come from a reputable commercial Bakery which adheres to FoodSafe.
ParkingYour Catering Manager would be happy to offer special rates for valet parking.
Audio Visual Fees
We provide full audio services through PSAV. If you would like to provide your own AV supplier additionalcharges and time restrictions may apply. Please ask your Catering Manager for details.
Internet
The Hotel is pleased to provide complimentary Wi-Fi to its ballrooms and meeting rooms. Should you requirea hardwired internet connection there is a fee of $200 per line per day. Please contact your Catering Manager
should you require dedicated bandwidth.

Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 5

Music Tariffs
SOCAN, the society of composers, authors, and music publishers of Canada and re:sound, the Canadian not-forprofit music licensing company dedicated to obtaining fair compensation for artist and recording companies
for their performance rights has a license fee for each event held where music is played, live or recorded.
These fees are collected by the hotel and submitted to SOCAN and re: sound directly. All music tariff fees arecharged based on the function room of the event. Your Catering Manager can provide you with detailed pricing
pertaining to music tariff fees based on event space.
Service Charge and Taxes
Service charges are subject to change without notice. Current taxes are applicable as follows:
Food: 18.5% service charge and 5% GST
Labour charge: 5% GST and 7% PST
Alcoholic Beverages: 18.5% service charge plus 5% GST and 10% PST
Miscellaneous items: 5% GST and 7% PST
Audio visual: 23% service charge (applicable on equipment only) plus 5% GST and 7% PST
Additional Banquet Labour: $35.00 per hour minimum 4 hours per server plus 5% GST and 7% PST
Security
Any security arrangements must be contracted by the hotel and invoiced accordingly. Any events for persons
under the age of 19 years must have one security officer per 50 guests, for the duration of the event. Prices aredetermined based on specific event needs.
SignageYour signage may only be displayed directly outside your designated function room. The hotel reserves the rightto remove signage that is not prepared in a professional manner.
DécorRegarding special events props: all candles must be enclosed in containers; decorations or signs may bedisplayed provided supporting equipment is used; tacks, staples, glue, nails, tapes or anything that could markthe walls or windows is not permitted; smoke, fog, or dry ice is prohibited as it will trigger the fire alarm. We
also request that no confetti, rice or petals be used on hotel premises. A clean up fee of $500.00 will apply ifused. Helium balloons will require a waiver.
It is the responsibility of the wedding party or supplier to set up, take down and remove all decorations within
the hours of room rental. We are not responsible for damage or loss of any external items.

Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 6

Guest Packages and Boxes - Loading Bay
Due to limited storage on property, we can only accept shipments 2 days prior to your event. All vendors
are required to advise the Catering Manager of their delivery (in vehicle height of 10’10” for the loadingbay). Arrangements for left over boxes must be made prior to your departure. The hotel is not responsiblefor damage to, or loss of, any articles left on the premises during or following an event. All deliveries must
be properly labeled. Your Catering and/or banquet manager can provide a shipping label for you. Deliveries
must be made to the receiving/loading dock of the hotel. The hotel will not accept deliveries at the front door.
A service charge of $5.00 per piece will be levied on arrival and departure. The hotel will not be responsible
for exhibits, displays and products locked in a function room. The hotel will not receive or sign for any CODshipments.
Non-smoking HotelAll function rooms and foyers are designated non-smoking in accordance with the city of Vancouver by-laws.
pertaining to music tariff fees based on event space.
The Coast Coal Harbour Vancouver Hotel by APA is one of the city's most environmentally friendly hotels. We
are proud to be a Zero Waste certified facility and strive to keep atop of the latest trends to keep providing thebest client care while also working towards being a carbon neutral hotel.

Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 7

THE VENUE

Our ceremony and venue spaces
create the perfect backdrop for your story.

An integral part to every story is the setting. Our ceremony and venue spaces are the perfect backdrop for yourstory’s setting. Please contact our catering team for a site tour of our beautiful ceremony and venue spaces.

Third Floor - 3F
windows

Fourth Floor - 4F
windows

windows

HemlockRoom
Suite
Elevators

Coal Harbour Ballroom
B

Coal Harbour Ballroom
ABallroom

Cypress
Room
Suitewindows

TerraceElevators

ConoeRoom
Suite
glass wall
windows

windows

stairs tothird floor

windows

Escalatorsstairsto fourthfloor

SeymourRoom

GrouseRoom
Suitewindows

Vancouver
Vancouve
Room
Suite

windows

Room specifications
Room

GuestsSq. Ft.

Location

COAL HARBOUR BALLROOM

300

5000

3rd Floor

COAL HARBOUR A

140

2700

3rd Floor

COAL HARBOUR B

100

2180

3rd Floor

60966

4th Floor

GROUSE ROOM

Coast Coal Harbour Vancouver Hotel by APA | 2020 Wedding Guide | Connect with our Catering Sales Manager 604.318.3599 | 9