FREQUENTLY ASKED QUESTIONS
WHAT RESTAURANTS ARE AVAILABLE FOR BOOKING
The Chalet Restaurant Group
• The Lake Chalet in Oakland, https://www.thelakechalet.com/
• The Beach Chalet in San Francisco, https://www.beachchalet.com/
• The Park Chalet in SF, http://www.parkchalet.com/
• Gravity Tavern in Mill Valley, https://www.gravitytavern.com/
• Honor Tavern in Emeryville, https://www.honoremeryville.com/
EVENT SPACE & FACILITY FEES: All event spaces have a facility fee and food & beverage minimum that needs to be met. Full restaurant buyouts are an option for exclusive & large events.
WHAT ARE THE EVENT TIMES: We have set time frames for events of opening-4 pm or 6 pm -closing for events. Please see the website for restaurant hours. The time frame can be extended for All Day meetings and other events. See your Event Representative, as additional fees may be charged for extended times & longer setups.
IS SET UP & BREAK DOWN INCLUDED: All events are given a 1-hour grace period for set up. An overtime charge of $250 per 30 minutes, will be applied beyond the grace period up until midnight. The rate increases after midnight.
WHATS THE MENU or CAN I BRING IN MY OWN FOOD – Chalet is a full-service restaurant and does not allow outside food or beverage to be brought in. Please note, the menus do change for December and at the start of the year. All menu items are made from scratch and can easily be customized for guest allergies & dietary needs. Plated Menus for Banquets require EXACT entree counts due 10 business days prior to your event date. The Chalet Restaurant Group will make every effort to provide the client with the menu as stated in our offerings, however, it is understood that the menu has seasonal items and some specifics may change to provide the best, freshest seasonal product available.
IS THERE A CORKAGE FEE OR DESSERT FEE – Bottles of wine or champagne can be brought in for an event or restaurant dining. There is a $30 corkage fee per 750mL and $50 for magnum bottles. The rate increases for larger bottles. As well, you can bring in an outside dessert (pie, cake, cupcakes, candy station). The dessert needs to be from a licensed bakery or store in compliance with food safety standards. Homemade products are not permitted. There is a $3.00 per person charge for dessert items to be brought into the restaurant. Both the corkage fee & dessert fee do not apply towards the food & beverage minimum.
HOW DOES THE BAR SERVICE WORK – The bar can be handled however you would like. On average, the Non-Alcoholic items are $4.00 each, Fresh Squeezed Lemonade/Juice is $7.00, Chalet Beers are $8, and Wine by the glass is $12+. Please see the website for the wine list.
The Bar Can be Handled in Several Ways:
• Hosted UNLIMITED BAR PACKAGES - for all guests
• Hosted ALL BEVERAGES – drinks are tabulated & added to the main bill.
• You can LIMIT what you host by:
§ Choosing SELECTED ITEMS only (such as beer, wine & soda only)
§ Hosting to a MONETARY AMOUNT ($1500 cap)
§ Hosting to a TIME FRAME (6 pm –All items available and 7 pm – wine only)
§ PRE-SELECTING ITEMS – offering wine only (see website for the wine list)
• You can BRING IN WINE OR CHAMPAGNE – $30 corkage fee applied/$50 magnum
• Offer DRINK TICKETS to your guests – Chalet to provide tickets, which are handed out to the host at the beginning of the event. The tickets have no monetary value, rather they are available for what you’d like to host and charged accordingly.
• NO HOST/CASH BAR – guests to pay for their own beverages. Please note, this option does not go towards the food & beverage minimum. Additionally, any party over 30 Guests will be charged a $150 fee for a bartender.
$150 Bar Set-Up / Bartender Fee is needed for groups over 60 guests. Additional bartenders may be needed for larger groups. The fee also applies to portable outdoor bars.
The Chalet Restaurant Group shall keep and maintain liquor license and shall provide personnel trained in the process of 1) checking identification 2) mixing drinks in proper proportions and 3) identifying and responding to possible misuse of alcohol. On-site management reserved the right to stop serving to a guest or an entire party should alcohol consumption exceed a safe limit.
SHOTS are not ALLOWED with Any Bar Packages
WHAT’S INCLUDED IN BOOKING AN EVENT:
The facility includes existing tables, chairs, flatware, glassware, Black or white table linen & napkins, and gift & registration tables. All other items can be brought in by clients or outside vendors.
DO YOU OFFER WEDDING CEREMONIES: Wedding ceremonies indoors & outdoors are permitted at the Lake Chalet in Oakland An on-site ceremony must be followed by a catered event. The Beach & Park Chalet does not offer ceremonies, however, Whilemenia Gardens is within walking distance from the restaurant. The area can be booked through SF Park & Recreational Department. The Chalet does not offer a bridal changing room.
WEATHER CLAUSE/RIGHT TO RELOCATE – A signed contract locks the client into a reserved area of our restaurant. The Chalet reserves the right to relocate a party to a comparable space if needed, without penalty, to ensure a successful event. The client will be notified should this be necessary.
EVENT COORDINATION: Chalet Event Representatives will assist you with the basic planning of your celebration (choosing the food & beverage program, floorplan, and handling payment). The Chalet Event Representative works Monday–Friday from 9 am – 5 pm and will not be onsite the day of your event. The Chalet on-site staff is responsible for the table, chair, bar, and tableware set up of the room & service of the event only. Chalet REQUIRES the client of all Large weddings, reunions, and corporate events to hire a professional Event Coordinator to handle the planning process of the event. Your hired Event Coordinator duties will include but are not limited to, creating a full event timeline, running the rehearsal, on-site coordination of the ceremony & reception, in-person meetings & consultations, and coordinating with ALL vendors on the timeline, set up, décor, and logistics of your celebration.
CAN I BRING IN A DJ/BAND OR VENDOR- Clients are permitted to utilize their preferred vendors for entertainment, photography, décor, on-site coordination, audiovisual, and specialty rental needs. Any and all sub-contractors arranged by the CLIENT are subject to approval prior to the event date. Contact names and numbers are needed on file when the guarantee is provided. All DJs or Entertainers must provide their sound system and are not permitted to plug into House System. In the event that a sub-contractor is required to build, install or create any structure or decoration on the property of The Chalet Restaurant Group, said subcontractor must provide a certificate listing The Chalet Restaurant Group additionally insured for no less than the amount of $1,000,000.00 in liability.
CAN I DECORATE THE FACILITY – The client is welcome to decorate the reserved area in the setup time provided (1 hour prior to your event). The Chalet Restaurant Group does not allow the use of tape or nails to hang decorations. Confetti, Glitter, Birdseed, and Rice are also not permitted. All candles need to be flameless and cannot be placed on the floor, walkways, or staircase. The Chalet Restaurant Group reserves the right to charge a cleaning fee for decorations which damage the premises or require an additional labor fee to clean up. The client is given 1 hour prior to their event for set up. The client is solely responsible for the decoration of the space.
STORAGE & CLEANING FEES: Should a client rent items and need to keep them at our facility more than 1 night before/after an event, Chalet will impose a $300.00 STORAGE FEE per day to keep the items on the property. Client is responsible for rental items and décor set up & take down. The Chalet Restaurant Group assumes no responsibility for personal or real property left within the restaurant, including any property of third-party vendors. Should the facility not be left in the condition it was found, noted by the Floor Manager, an excess CLEANING FEE will be charged to the client.
HOW DO I BOOK AN EVENT- Contact your Chalet Event Representative to review rates, ensure date availability, and to draft a contract. Events are considered definite upon receipt of the initial deposit & signed contract. Cash, check or credit card are accepted forms of payment. If cash or check is given as initial payment, Chalet needs to hold a credit card on file for security purposes, as checks need 3 weeks prior to your event to clear. Chalet Gift Cards will not be accepted as payment for banquet events.
WHEN IS THE FINAL PAYMENT DUE- 100% of the estimated charges are due 10 business days week prior to your event when you guarantee your final event details. Final balance is due at the conclusion of your event and can be paid by cash, cashier's check or credit card only. Personal checks and Direct Billing Invoices are not permitted for final balances without Accounting & Catering Director’s approval. In the event that the final invoice is not paid in accordance with the contract, the CLIENT assumes all responsibility for legal costs, interest and/or other collection fees related to obtaining final payment.
WHEN ARE THE EVENT DETAILS NEEDED – To allow enough time to review the final event order, the menu & event details need to be submitted at least 14 business days prior to your event. ALL EVENT DETAILS NEED TO BE GUARANTEED 10 BUSINESS DAYS PRIOR TO YOUR EVENT, INCLUDING EXACT ENTRÉE COUNTS FOR PLATED MEALS. Once the guarantee is given, you can increase your menu items, but are not permitted to decrease or change your menu items, as the food & beverage will already be ordered. The final bill is calculated on the final guarantee or the actual guest count, whichever is greater. If the minimum is not met & consumed during the event, the difference will be added to the bill and charged an UNMET MINIMUM. Menu markers to denote entrée selection are needed. Chalet can provide standard colored markers or client can provide more personalized menu markers.
WHAT IS THE SVC/ADMIN FEE & SALES TAX – All events are subject to a 21% service/admin fee and applicable taxes. (Items include Food, Beverages, Space Rental & Additional Fees )
BEACH & PARK CHALET (San Francisco) 21% Admin Fee, 8.625% Sales Tax, and 6% SF Health Mandate.
LAKE CHALET (Oakland) 21% Admin Fee, 10.25% Sales Tax, and 4% Surcharge
HONOR TAVERN (Emeryville) 21% Admin Fee, 10.5% Sales Tax, and 4% Surcharge
GRAVITY TAVERN (Mill Valley)21% Admin Fee, 8.25% Sales Tax, and 4% Surcharge
A portion of the service/admin fee is allocated to the compensation of all parties involved in the planning and production of an event. California State Law regulation #1603g requires State Sales Tax to be calculated on all food, beverage, service/admin fee, labor, and rental charges.
PARKING & VALET PARKING - Lake Chalet offers valet only and is handled through an outside company with parking rates listed. For Beach and Park Chalet There is a complimentary parking lot and street parking along the Ocean Beach. Please note, all parking is first-come, first-serve as we do not guarantee rates or availability. For your safety, please do not leave valuables in your car. The Chalet is not responsible for car damage or theft outside of our restaurant.
CAN WE SMOKE OUTSIDE - We are smoke-free establishments, in accordance with California State Law. Use of open flames and fireworks are not permitted indoors, on docks, or immediately outside our facility. All candles used as décor, need to be flameless. Any use of an open flame will require a permit from the local Fire Inspector, which must be acquired by CLIENT and presented to The Chalet Restaurant Group at least 2 weeks prior to the event.
DO YOU OFFER PRIVATE TASTINGS – We do not offer private tastings, however for your convenience a majority of our banquet menu items are available through the restaurant.
WHAT HAPPENS IF I NEED TO CANCEL MY EVENT - All cancellations need to be received in writing from the client to the Catering Representative by mail or email only. Verbal cancellations are not permitted. Events canceled after payment of deposit will be eligible for a refund or may transfer a deposit to a new event date. Client will need to sign a new contract and may be subject to fees for changing event dates within 120 days of original scheduled event. The deposit amount is not transferable to restaurant reservations or gift card purchases. The refund of the deposit amount is based on the following schedule:
FOR PRIVATE ROOMS & SEMI-PRIVATE SPACE:
90+ days from the event - 90% refund of deposit
89 – 60 days from event - 75% refund of deposit
59 – 31 days from event - 50% refund of deposit
30 days from the event - no refund of deposit
If an event cancels within 14 days of event, the client is liable for payment in full plus 21% Admin Fee.
FOR GONDOLA ROOM OR PARTIAL & FULL PROPERTY BUYOUTS
120+ days from the event - 90% refund of deposit
119 – 90 days from event - 75% refund of deposit
89 - 45 days from event - 50% refund of deposit
within 44 days from event – no refund of deposit.
If an event cancels within 21 days of event, the client is liable for payment in full plus 21 % Admin Fee.
WHEN I CAN TOUR THE FACILITY - You are welcome to visit the restaurant to view the space as a Restaurant Manager is always on site. Due to busy weekend business, it is suggested to visit at off peak times. The Restaurant Manager can answer basic questions about set up, however, all questions concerning date availability, menu, pricing or the proposal process would be through the Event’s Department. Please call the Events Department prior to arrival to ensure the banquet space is not in use and available for viewing.
Events Contact Number: 833-524-2538 Ext 2 (Monday– Friday from 9am – 5pm).
HOW DO I SETUP ON SITE A/V TESTING– Testing A/V is required at least 2 days prior to your event date to ensure compatibility. Testing times are Monday-Thursdays 2 PM to 6 PM. Once you have decided on a time and date contact your Chalet Event Representative, and they will put you in touch with the onsite manager to confirm availability.
WHAT’S THE NEXT STEP – Please complete the online Inquiry Form visiting our websites with your name, phone number, email address and event information. You may also call the Events Office at #833-424-2538 with the required information. Event Office hours are Monday – Friday from 9am – 5pm.