HARLYNE J. NORRIS - Palos Verdes Performing...

PavilionHARLYNE J. NORRIS

the hidden gem of the South Bay

WEDDING RECEPTION RENTAL RATE• Friday - Sunday, 8 hour time block• Friday and Sunday: $5,000 for exclusive use of the entire facility• Saturday: $5,500 for exclusive use of the entire facility

WEDDING CEREMONY RENTAL RATE• $850 - Includes a one hour rehearsal prior to the wedding day and white folding ceremony chairs• The Pavilion also has bride and groom dressing areas available for your use• Additional time is discounted $150 per extra hour

ITEMS INCLUDED WITH YOUR RENTAL• Ample free parking• No corkage fee or bar setup service charge• Preferred Catering Partners that can fit any budget and type of cuisine• On Site Event Supervisor during your event• Dining, cocktail, and buffet tables, banquet and folding chairs, china, glassware, and flatware• Dance floor and stage pieces• 8 custom LED up lights on the walls• Pavilion Event Staff to assist with your contract, payments, diagram, and a basic timeline

OPTIONAL ENHANCEMENTS TO YOUR RECEPTION• Lighting options: • Custom gobos: a projected image with your monogram, names, wedding date, etc. • Stage lighting: perfect to spotlight a band or the newlyweds • Pin spots: lighting that highlights your tables and really makes centerpieces pop • Patterned wall gobos: select from a wide variety of designs • Mirror ball: a fun and surprising addition to first dances or to get the party started.• Forum sound package: sound system in Forum, 1 standing mic, 1 wireless mic, CD playback, and labor• Slideshow capabilities: projector, 9’ x 12’ screen, and DVD player rental• Additional rental hours• Piano• Allowed to bring in a non-preferred caterer for an additional fee

OPTIONAL ENHANCEMENTS TO YOUR CEREMONY• Terrace sound package: two speakers, one wireless mic, CD playback and labor• Outdoor LED up lights (any color)• String lights to add ambiance• Wedding arch

PLEASE REFER TO THE ADDITIONAL ATTACHMENT FOR PRICING INFORMATION ON ALL OF OUR ENHANCEMENTS.



ADDITIONAL RENTAL ITEMS 2018

NON-PREFERRED CATERER $1,500This caterer must be pre-approved by PVPA. PVPA must be named as ‘other insured’ on liability insurance.

ADDITIONAL RENTAL HOURS $250/hrADDITIONAL RENTAL HOURS with Ceremony Package $150/hr

Wedding Arch $190

Wifi Access $25/user

SOUND OPTIONS Terrace Sound Package $325Mixer, 2 speakers, 1 wireless mic, CD playback and labor

Forum Sound Package $450Use of sound system in forum, lobby, and dance studio. Includes 5 hours labor with 1 technician, CD playback, iPod playback, 1 wireless mic,

and 1 wired mic stand. Live band setups require 2 sound technicians for the event.

Additional wired mics w/stand (each) $15Handheld wireless mic w/stand (each) $60Monitor speaker (each) $25Direct box $15

VIDEO EQUIPMENT RENTAL - Does not include soundProjector $3009‘x 12’ screen $150DVD Player $50Rental of all three components $400This rental does not include sound

LIGHTING OPTIONS Pin spot lighting on tables $500Additional Indoor LED up lights (each) $40Outdoor LED up lights (each) $4520” mirror ball over dance floor $85Custom gobo projected on wall or dance floor $180Terrace and dance studio lighting TBDStage lighting (Use of stage lighting - 5 hours labor, 1 technician) $300Patterned wall gobo $450String lights $400

These prices include the labor to set up and strike. All lighting will be set up prior to your rental time block. When renting a pin spot lighting package,

a lighting technician will be onsite for 2 hours at the beginning of your rental period for any focus changes that may be needed at no additional cost.

EXTRA LABOR (per technician, per hour)Labor for each additional hour $50Labor each additional overtime hour $75

PIANO RENTAL $50Piano tuning cost $160Piano moving onto & off stage cost $320

Additional Rental Fees are subject to change

PREFERRED CATERING LIST 2018

Please turn the page for more of our Preferred Caterers

*Any restaurant or catering company not on the PVPA “Preferred Catering Partners” list must be approved and a $1,500.00 surcharge applies.

BITES & BASHES CONTACT: Crystal Coser Bites & Bashes is a full‐service catering and events company by mother‐daughter duo Julie and Crystal Coser that specializes in contemporary global cuisine. Julie, a Cordon Bleu‐trained chef with 25 years of experience in restaurants and catering, and Crystal, a Harvard graduate who threw large‐scale events at the University and later in Hollywood, have catered for celebrities, a United States President, and companies like Facebook and Apple.

25600 Narbonne Ave. Lomita, CA 90717 Email: [email protected] Phone: (310) 892-1251 Website: www.BitesandBashes.com

COLETTE’S CATERING & EVENTS CONTACT: Colette Coffman We believe that food is at the center of every great party. Our knowledgeable staff of Event Producers & Chefs will design a customized and amazing menu that fits your theme, budget and event goals.

1568 Kimberly Avenue Fullerton, CA 92831 Email: [email protected] Phone: (714) 447-9190 Website: www.colettesevents.com

CRITIC’S CHOICE CONTACT: Michelle Paul We pride ourselves on unique and exciting presentations, creative cuisine and detail-oriented event productions.

2806 Phelan Lane, Redondo Beach, CA 90278 Email: [email protected] Phone:(310) 545-1144 Website: www.CriticsChoiceCatering.com

ENTERTAINING FRIENDS CONTACT: Jean Cordero Full service, customized, and delicious - whatever your occasion, Entertaining Friends will fit the bill.

2319 Avalon Avenue, Torrance, CA 90505 Email: [email protected] Phone: (310) 939-1200 Cell: (310) 729-7250 Website: www.EFcatering.com

JAY’S CATERING CO. CONTACT: Nadine Morishita Jay’s Catering Company is a family owned business committed to providing handcrafted food and exceptional service at affordable prices.

10581 Garden Grove Blvd., Garden Grove, CA 92843 Email: [email protected] Phone: (714) 823-4019 Fax: (714) 636-4169 Website: www.Jayscatering.com

PREFERRED CATERING LIST 2018

Please turn the page for more of our Preferred Caterers

*Any restaurant or catering company not on the PVPA “Preferred Catering Partners” list must be approved and a $1,500.00 surcharge applies.

LISA’S BON APPÉTIT CONTACT: Jenna Stockel Lisa’s Catering features appetizers, entrees, sides, desserts, and much more to make your event a success!

3535 Lomita Blvd., Unit C, Torrance, CA 90505 Email: [email protected] Phone: (310) 784-1070 Fax: (310) 784-1075 Website: www.lisasbonappetit.com

MADE BY MEG CONTACT: Meg Hall Made by Meg specializes in thoughtful farm to table cuisine and excellent service. Owned and run by local chef, Meg Hall, and based in Redondo Beach.

234 S Pacific Coast Highway, Suite 101, Redondo Beach, CA 90277 Email: [email protected] Phone: (310) 376–8600 Fax: (310) 356-3153 Website: www.meghall.com

RED ONION CONTACT: Jeff Earle The Original Red Onion Restaurant has been serving some of the best Mexican and American food in South Bay for three generations.

736 Bart Earle Way, Rolling Hills Estates, CA 90274 Email: [email protected] Phone: (310) 541-5936 Fax: (310) 377-2373 Website:www.originalredonion.com

TGIS – “THANK GOODNESS IT’S SOPHIA” CONTACT: Adrienne Newell Experiment and excite your senses as we fuse, invent and architect fine cuisine using only the freshest of ingredients.

2950 Airport Lane, Long Beach, CA 90806 Email: [email protected] Phone: (562) 492-9555 Fax: (562) 492-9755 Website: www.TGISCatering.com

“THE DEPOT” – CHEF SHAFER CONTACT: Michael Shafer From togas to tacos, sashimi to Syrah, Chef Michael Shafer will create a whole theme party to satisfy your whims and fancies...and impress your guests.

1250 Cabrillo, Torrance, CA 90501 Email: [email protected] Phone: (310) 787-7501 Fax: (310) 787-9647 Website: www.DepotRestaurant.com

PREFERRED VENDOR LIST 2018

Please turn the page for more of our Preferred Vendors

EVENT PLANNING, COORDINATION & DESIGN

Dream Days By Deborah Deborah Lew (310) 567‐7563 Dreamdaysevents.awardspace.com [email protected]

Wink! Weddings Liz Brandon (310) 916‐7599 Winkwed.com [email protected]

Sixteen Fourteen Events Anne Jojo Belisario (909) 706‐0676 Sixteenfourteenevents.com [email protected]

IMP Events Liz Chacon (310) 809‐6492 Imp‐events.com [email protected]

Ida Gardner Events Ida Gardner (310) 403‐9871 Idagardnerevents.com [email protected]

LEVEL Events Jenny Thomas (714) 769‐9989 LevelEvents.com [email protected]

FLORISTS

Flower Duet Casey Coleman Schwartz

& Kit Wertz (310) 792‐4968 Flowerduet.com [email protected]

Sadhna Florals Sadhna Sejpal (310) 359‐5599 Sadhnasfloralstudio.com [email protected]

Bloombox Designs Fayaz Chamadia (949) 200‐9048 Bloomboxdesigns.com [email protected]

Karen Sartori Karen Sartori (310) 971.0967 KarenSartori.com [email protected]

RENTALS


Premiere Party Rents Sandy Radicevic (310) 670‐3400 Premierepartyrents.com [email protected]

Kool Party Rentals Ashley Ortega (760) 609‐5570 Koolpartyrentals.com [email protected]

Star Event Production Armand Nohadeyan (818) 636‐4104 Stareventproductions.com [email protected]

Pretty Vintage Rentals (818) 398‐9136 Prettyvintagerentals.com [email protected]

It’s A Deal Casino Rentals (310) 379‐3325 Itsadealcasino.com [email protected]

One Call Event Rentals Darlene (714) 794‐2076 OneCallEventRental.com [email protected]

ENTERTAINMENT & BANDS

VOX DJ’s Jack Farmer (310) 613‐7056 Voxdjs.com [email protected]

Tino Productions Tino Macchia (949) 533‐1006 TinoProductions.com [email protected]

BEAUTY & STYLING

Hair by Ariana Ariana Castiglia (714) 367‐6069 [email protected] www.hairxariana.com

Nicol Artistry Make Up Nicol Artistry (310) 977‐4885 Nicolartistry.com [email protected]

MENSWEAR

Friar Tux Shanti Telemaque (310) 534‐4700 Friartux.com [email protected]

The Black Tux Theblacktux.com

PREFERRED VENDOR LIST 2018

Please turn the page for more of our Preferred Vendors

PHOTOGRAPHY

Love Janet Photography Janet Santoanochai (310) 500‐5898 Lovejanetphoto.com [email protected]

Duke Photography Duke Khodaverdian (626) 744‐9695 Dukeimages.com [email protected]

D. Park Photography Drexelle Park (714) 538‐5234 Dparkphotography.com [email protected]

Kylie Chevalier Photography

Kylie Chevalier (714) 501‐7259 Kyliechevalier.com [email protected]

Adam Kent Photography Adam Kent (951) 294‐8896 Adamkentphotography.com [email protected]

FONZII Productions Allen Chen (626) 922‐1031 www.Fonzii.com [email protected]

PHOTOBOOTHS

Halo Photobooth Cecilia Chavez (424) 477‐4090 Halophotobooth.com [email protected]


VIDEOGRAPHY

Noble Vision Films Sam Pablo (808) 382‐7197 NobleVisionFilms.com [email protected]

White Rose Productions Jan Chen (909) 979‐1242 Whiteroseproduction.com [email protected]

Perryfield Films Brian Perry 888‐339‐3395 Perryfieldfilms.com [email protected]

Wedding Video Pro Mike Bauch 877.933.3843 www.weddingvideopro.com [email protected]

BAKERIES

Torrance Bakery (310) 320‐2722 Torrancebakery.com [email protected]

Sweet & Saucy Shop Melody Brandon (562) 595‐1100 Sweetandsaucyshop.com [email protected]

HOTELS

Torrance Marriot (310) 316‐3636 Marriot.com

Terranea (310) 265‐2800 Terranea.com

OFFICIANTS

Great Officiants Alan Katz (562) 435‐4000 Greatofficiants.com [email protected]

BARTENDING

Goose On The Rocks Benson Ma (626) 354‐2106 Gooseontherocks.info [email protected]



MAP/DIRECTIONS

405 FWY11

0 FW

YPacific Coast Hwy

PV Drive NorthSilver Spur

Indian PeakNorris Center Drive

(formerly Crossfield)

Haw

thor

ne B

lvd

Cren

shaw

Blv

d

Norris TheatreH.J. Norris PavilionConservatoryPromenade MallFree ParkingPeninsula Center

From the San Diego Freeway/405Hawthorne Boulevard exit south towards Torrance and Palos Verdes. Travel approximately 7 miles. Past the

Peninsula Shopping Center, make a left on Indian Peak Road. Then make a left on Norris Center Drive. Make

an immediate right after the Norris Theatre and enter the parking structure. Parking is free. Please cross in the

crosswalk at the signal for your safety.

From Los AngelesSouth on 110FWY. Exit Pacific Coast Highway and turn right. Make a left on Crenshaw Blvd. After passing Silver Spur Road, make a right onto Indian Peak Road. Make another right on Norris Center Drive. Make an immedi-

ate right after the Norris Theatre and enter the parking structure. Parking is free. Please cross in the crosswalk

at the signal for your safety.

The Harlyne J. Norris Pavilion is located at 501 Indian Peak Road in Rolling Hills Estates.

Map not to scale

Rev 9/15

RENTAL RESERVATION FORM

Reservations for the Norris Pavilion are accepted on a first-come, first-served basis only. A signed rental reservation form and security deposit is required to reserve a date. Your date is not confirmed until we receive both of these items.

Contact 1 Contact 2

Name: __________________________________ Name: _____________________________________

Cell: ____________________________________ Cell: _______________________________________

Home: __________________________________ Home: _____________________________________

Email: __________________________________ Email: ______________________________________

Address: ______________________________________________________________________________

Organization (if applicable): _______________________________________________________________

Non-Profit: □ Yes □ No *Proof of 501(c)3 status required and must be submitted with this form.

Name of individual(s) who will be signing the contract: _________________________________________

How did you hear about us? □ WeddingWire □ MyWedding □ Yelp □ Other: _____________________ _______________________________________________________________

APPLICANT

Date Requested: _________________________ Day of the Week: _______________________________

Type of Event: __________________________________________________________________________

Please note if you want both a wedding ceremony and reception

Brief Description of Event: ________________________________________________________________

Rental Time Block Requested (8 hours): _______________________ Potential Additional Hours: _________

Event Start Time: ___________ Event End Time: _____________ # Guests: _________________

Potential Additional Rental Items: __________________________________________________________

EVENT INFORMATION

Rev 9/15

RENTAL RESERVATION FORM

715 North Irena Ave, Suite B Redondo Beach, CA 90277

PAYMENT INFORMATION Security Deposit Amount: $1,000

□Cash □ Check # ____________ Payable to: Palos Verdes Performing Arts or PVPA

Credit Card: □ VISA □ MasterCard □ American Express

Card Number: ___________________________ Expiration: ____________________ CVV Code: _______

Billing Address: __________________________________________________________________________

Print name as it appears on card: ___________________________________________________________

Signature: ______________________________________________________________________________

AGREEMENT To reserve an event date at the Norris Pavilion the client must agree and adhere to the following:

• SECURITY DEPOSIT (due with this form): Remit this form with a $1,000 Security Deposit payment. The Security Deposit will be retained by PVPA until approximately (30) days following your rental event. The Security Deposit will be refunded only to the client. The Security Deposit is non-refundable in the event of cancellation.

• FULL RENTAL PAYMENT (due 14 days after submitting rental reservation form): Payment and contract are due in full within fourteen (14) days of booking. If the payment and contract are not received within fourteen (14) days, you will forfeit your deposit and hold on the rental date. Prices are subject to change until the Rental Contract has been signed and remitted with payment for the full amount of the rental fee to secure the pricing.

• ADDITIONAL OPTIONS PAYMENT (due 30 days prior to your event): This would include extra time, lighting, etc. This is your final payment and must be paid at least thirty (30) days prior to the event date. Payments are non-refundable.

• Cancellation Policy: All deposits and payments are non-refundable. If you cancel your event, you forfeit all deposits and payments you have made prior to the time of cancellation. A change of date is considered a cancellation. We may, however, refund 75% of your security deposit and rental payment in the event that we choose to book a different event on the date of your cancellation. If we do not rebook your scheduled event date, you will lose your security deposit and any rental payments.

Palos Verdes Performing Arts reserves the right to terminate the rental agreement if any of the above deadlines are not met. By signing this form you acknowledge the Norris Pavilion Security Deposit policy and payment requirements.

_______________________________________________ _____________________________________ Print Name Organization Name

Frequently Asked Questions Regarding the Pavilion

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PAYMENT QUESTIONS

What is the difference between the basic rental payment and the final payment? o The basic rental payment is due 14 days after your initial reservation. This reserves the

venue and date. o The final payment is due 30 days before your event and includes any additional items

such as extra time or lighting options. Is my deposit applied to the rental fee?

o The deposit is not applied towards the rental fee and is only refundable AFTER the event occurs. The refund amount is dependent upon any: overtime, damage fees, etc. incurred from your event. *The security deposit is non-refundable if you decide to change your date or cancel your event.

When do I get my security deposit back? o The Security Deposit will be fully refunded by check (to the client), within 30 days

following the event if no additional charges were incurred (damages, overtime, etc.) What if I want to cancel my event or change my event date?

o A change of date is considered a cancellation. We will do our best to reschedule your event; however, if we are unable to rebook it you are still responsible for all fees. Any payments made up to a change of date or event cancellation are non-refundable.

What address should I mail checks or contracts to? o You can scan & email documents to the Director of Rentals. o Checks can be dropped off in person or mailed to the address below…

Please send all mail to : 501 Norris Center Drive, Rolling Hills Estates, CA 90274, ATTN: Director of Rentals

VENDOR / RENTAL QUESTIONS

What if I want to bring in rentals (chairs, dance floor, lounge furniture)? o You are welcome to bring in rental items. However, please check with the rental

company regarding time for set-up and break down. They will need to deliver and pick up the items ONLY within your rental time block. You may need to purchase additional rental hours to allow the rental company enough time for drop off and pick up.

Do I have to use one of your Preferred Vendors (not to be confused with Preferred Caterers)? o You are not required to use our Preferred Vendors. However, we recommend using

them as they are familiar with the venue and our staff. **It is still the responsibility of the client or client’s planner to make sure all

vendors (regardless of whether or not they are on our preferred list) arrive & depart the venue on time to avoid overtime fees.


2

What time are my vendors allowed into the building? o Your vendors are allowed into the building at the beginning of your selected time block,

no earlier. The Pavilion Event Supervisor is usually on site 30 minutes prior to the start of the rental time-block to ensure the room is set-up according to the diagram created for your event. There is no guarantee that the Pavilion Event Supervisor will have the venue open for your vendors prior to the time-block purchased.

What are the rules concerning overtime? o Overtime charges begin immediately after the agreed upon rental time block ends, and

overtime fees are not prorated. Your vendors need to be out of the building and completely off of the Norris Pavilion property by the end of the selected time block. This means that they need to not only be out of the Pavilion, but also out of the parking area. If they are loading up in front of the Pavilion after your block, you will be charged an overtime fee. The Event Supervisor is not allowed to leave until all vendors are gone in case there is an emergency or any damage to the parking area.

You will need to consider this when planning your timeline as vendors typically need at least an hour to clean up and exit the property. They will need more time if you have rented chairs, dance floor, lounge set-up, etc. It is your responsibility, or the responsibility of your event planner, to find out how much time your vendors need to load up and leave or you will be charged overtime if they stay later than the time block booked.

Please discuss your time block with your vendors and make sure they have enough time to load out at the end of the night. You can also purchase additional hours prior to your event.

What time do my vendors have to be out of the building? o Your vendors need to be out of the building and off of the Norris property by the end of

the selected time block. You will need to consider this when planning your timeline as vendors typically need at least an hour to clean up and exit the property. They will need more time if you have rented chairs, dance floor, lounge set-up, etc. It is your responsibility to find out how much time your vendors need to load up and leave or you will be charged overtime if they stay later than the time block.

What happens if my vendors stay past the time block? o You will be charged an overtime fee of $350 an hour. Please discuss your time block

with your vendors and make sure they have enough time to load out at the end of the night. You can purchase additional hours for $250 an hour prior to your event.

Can I drop off items prior to the rental bock? o All items need to be delivered during your time block and removed at the end of the

block for liability reasons. *We do not allow for drop offs the night before, or pick-ups the day after.

If I don’t use your chairs or tables can I get a discount? o The basic rental fee is a flat rate regardless of which items you choose to use.


3

Do you provide linens and napkins? o We do not provide linens or napkins. You can rent them through your caterer or a rental

company. Do you provide Chiavari chairs?

o We do not provide Chiavari chairs. You can rent them through your caterer, one of our preferred vendors or your own choice of rental company.

Tips for a smooth break down post event o Make sure you have someone designated to pack up any items such as gifts,

decorations, alcohol, etc. and have transportation for them. o Encourage your guests to leave once the music is off so that the catering company and

any other vendors can start breaking down and moving out. I am using a valet service for my event, what do I need to provide to you? If you are choosing

to have a valet service for your event, we request that you let us know 60 days prior to your event to ensure we complete the correct paperwork to all parties and vendors involved. Notices made after this time risk not getting approved by the owners of the parking structure.

VENUE CAPACITY / SET-UP / DECORATIONS How many people can the Harlyne J. Norris Pavilion accommodate?

o Depending on the set up, the Forum can accommodate 230 guests at 23 tables, with a head table, dance floor, DJ set up, and cake table. We can also set up overflow seating and buffet space in the dance studio. Our outdoor Terrace space can accommodate up to 180 for a Wedding Ceremony.

What kind of tables do you provide?

66" Round Dining Table 37 8' x 30” Rectangle 11 6' x 30” Rectangle 16 4' x 30” Rectangle 6 30" Round Cocktail tables (54” high) 4 36" Round Cocktail tables (54” high) 8 24" Short bistro (36” high) 4

Am I allowed to have candles or open flames for my event? o You are not allowed to have any open flame without having a fire permit. You will need

to follow the guidelines from the Fire Department and provide us a copy of your approved fire permit. *Please contact the Director of Rentals for fire permit requirements.


4

What are the restrictions for decorations? o Generally, any decorations need to be free standing and can’t be taped, nailed, hooked,

tacked or screwed into any surface. If there is any damage, the client will be held financially responsible for repair. This payment will be taken out of your security deposit.

o NOT ALLOWED: Flammable devices or substances, including but not limited to:

SPARKLERS FIREWORKS PYROTECHNICS SILLY STRINGS

BUBBLES FOG MACHINES AEROSOL

SPRAYS o Fabrics used to decorate must be fire retardant.

RICE GLITTER CONFETTI

SEQUINS SILK FLOWERS HAY BALES

o Balloons may be used if tied or weighted securely. If retrieval is required, charges may apply.

You/your vendors are responsible to clean up any decorations or props at the end of the rental block. If the area is not cleaned up, there will be a cleaning fee.

For example, if you have a photo booth with boas or glittery props it is the responsibility of that vendor to clean up their area and leave the facility in the same condition as when they entered.

The client is responsible to communicate these restrictions to all vendors.

I’m having my Wedding Ceremony at the Harlyne J. Norris Pavilion, what size runner should I purchase?

o It’s approximately 80’ from the Dick Moe Foyer to the opposite end of the Terrace and typically the width of the aisle is 4’.

PAVILION EVENT STAFF QUESTIONS Do you recommend I get an Event/Wedding Coordinator?

o YES! We strongly encourage hiring an event coordinator to make sure your event runs smoothly and to assist with planning. The Pavilion Event Supervisor does not: carry out your personal timeline for the day, or help set any décor/personalized items for your event. They are more than happy to assist your coordinator with anything involving the venue directly.


5

What does a Wedding Planner or Event Coordinator do? o They work directly for you and will create a detailed timeline including transportation,

hair and makeup schedules, first dances, cutting the cake, etc. Your personal event coordinator will know everything about your wedding day from the names of everyone in your wedding party to your complete day-of timeline. Your personal event coordinator will run your rehearsal, assist with entrances and timing at your ceremony and travels with you from your ceremony to your reception. They also act as the liaison between you and your vendors (Pavilion Event Supervisor included) leading up to and on the day of your wedding in order to keep all parties on the same page. Personal event coordinators assist with setting out place cards, favors, signs, guests books, etc. and can also collect those items at the end of the night. Essentially, your Wedding Coordinator’s goal is to make sure you are enjoying every moment of your wedding without worrying if the right people are in the right place or what portion of your night is next. Look to your coordinator to guide you through your day, because he or she will be there until the moment you make your grand exit.

What does the Pavilion Event Supervisor do? o We provide a Pavilion Event Supervisor on the day of your event. The Pavilion Event

Supervisor provided on the day of will answer venue related questions (where is load in, power sources, light switches & A/C, etc.); but does not set up your personal items or run the order of events. The Pavilion Event Supervisor is here to open and lock the building, assist with any building issues, confirm that your set up matches your diagram, assist vendors with questions regarding load in and set up, and manage the security team. The Pavilion Event Supervisor’s priority is the building and ensuring that the Pavilion looks great and your event runs smoothly. The Pavilion Event Supervisor is not a personal Event Coordinator and we recommend you hire someone for more detailed event planning and execution!

What does the Director of Rentals do? o Our Director of Rentals will assist with planning items related to the venue. This will

include: creating your contract, receiving payments, creating a diagram, creating a very basic timeline, and receiving a list of your vendors.

Is there security available? o Yes and the PVPA requires security for any event that is serving alcohol. PVPA will hire

the security and the client will incur the cost as specified herein. The client is not allowed to bring in their own security company. The cost for security depends on the number of guests. As a minimum, two security guards will be required at a cost of $275. If the event has over 150 guests, three security guards will be required at a cost of $400. If the event has over 200 guests, four security guards will be required at a cost of $525. The client will incur the cost for security and payment is due 30 days prior to the event. The payment cannot be taken out of the final deposit.


6

What do the security officers do? o They are here to assist with any security needs and monitor guest behavior and the

premises. Specific security needs can be made, with requests made to either the Director of Rentals or Pavilion Event Supervisor.

Are you available for meetings on the weekend? o We are only available for meetings Monday – Friday. We have events here on the

weekend and otherwise are closed.

CATERING QUESTIONS

Why should I use a caterer from of the preferred list? o Our preferred caterers are very familiar with the venue and our staff. We have caterers

for every budget and type of cuisine. We strongly recommend hiring one of our preferred caterers!

What are the next steps if I want to use a non-preferred caterer? o You will need to submit a request to the Director of Rentals with your proposed caterer.

The caterer needs to be a full service company, with appropriate insurance, and agree to follow the Pavilion’s catering guidelines. The caterer is responsible to be at the Pavilion throughout your entire event block and is responsible for cleaning up at the end of the night. They cannot be a drop off service. Please inquire for more details if you have questions.

o If you receive approval, you will need to schedule a tour and site visit with the caterer and Pavilion event staff prior to your event date. You will also need to provide the caterer with the Pavilion catering checklist. You will also need to sign a revised contract and submit the $1,500 non-preferred caterer fee.

o The caterer must provide a copy of their liability insurance listing the Pavilion as additionally insured for the day of your event. It is your responsibility to get this document submitted. For the liability insurance it needs to list in the certificate holder portion:

Palos Verdes Performing Arts 501 Indian Peak Road Rolling Hills Estates, CA 90274


7

ALCOHOL QUESTIONS

Can I bring my own wine, liquor, champagne or beer and is there a corkage fee? o There is no corkage fee! You can bring any type of liquor, wine, champagne or beer that

you and your guest would like. This can also be customized and handled through your caterer. Your caterer (preferred or non-preferred) should have liquor insurance, if not, you will need to purchase liquor insurance for the day. *Please contact the Director of Rentals for any questions regarding liquor insurance requirements.

What license do I need to serve alcohol? o A license is usually acquired by an entity (company, caterer, renter etc). The person

serving the alcohol is covered by the insurance and license of the license holder. What do I need to do if I am having a hosted bar?

o If it is a hosted bar and you are giving the beverages away, then anyone can purchase the alcohol from any location. You can bring the alcohol to the venue and the caterer/bartender needs to be responsible for the alcohol service throughout the event.

o We highly recommend recruiting extra help to transport your liquor to and from the venue before and after the event.

What do I need to do if I am having a cash bar? o If it is a non-hosted bar and you are charging for beverages, then the alcohol must come

through a distributor and be brought in by the caterer. No one can sell alcohol without a license. The license holder is responsible for the purchase and transfer of the alcohol. This means the renter or caterer is responsible. The caterer/bartender needs to be responsible for the alcohol service throughout the event.

o A copy of the liquor license must be submitted to the Director of Rentals no later than 30-days prior to the event date so that the pavilion can surrender its’ liquor license for your event date.


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CEREMONY/REHEARSAL QUESTIONS If I don’t use my rehearsal time can I apply that hour to my event block?

o Your ceremony rehearsal time is strictly to be used for the rehearsal. It cannot be applied to the event date or time block.

Does the Director of Rentals or Pavilion Event Supervisor run my rehearsal? o The Pavilion Event Staff is available during your rehearsal time for any questions related

to the venue. It is the responsibility of your independent Wedding Coordinator or designated individual to conduct your Wedding Rehearsal and/or Ceremony.

Can I decorate during my rehearsal or drop off items? o The rehearsal time is strictly for the ceremony rehearsal. You cannot drop off any items

or begin decorating during this time. Tips for a smooth guest arrival for a ceremony

o Enlist the help of family or friends to greet guests at the Pavilion lobby doors and direct them to the ceremony site. You can also have someone standing outside of the Dick Moe Foyer and greeting guests as well.

o Bring balloons or a sign (we provide easels) to direct guests to the ceremony location. o Enlist someone to help direct guests to the parking structure. We do provide a small sign

directing them across the street; however, it is helpful to have someone assist with this.

GENERAL VENUE QUESTIONS What address should I put on my invites?

o 501 Indian Peak Road, Rolling Hills Estates, CA 90274. Do you have signage or other aids to direct guests to my event?

o We have a small sign that direct guests to the parking structure and the event entrance. Is there parking on site?

o Yes! There is a small parking court (which can be reserved based upon your needs) and ample parking in the structure located just across the street behind the Norris Theatre.

Is your venue handicap accessible? o Our venue is handicap accessible and there are four handicap parking spots (we can

reserve more if necessary). What is your weather contingency plan?

o If the weather is being uncooperative on your event day, you can contact your caterer for set up options in our Dick Moe Foyer and Dance Studio. Additionally, you can contact a rental company to tent off the terrace.

Are my guests allowed to smoke? o Ashtrays are located outside the facility front entrance and rear terrace areas for the

convenience of your guests. The Norris Pavilion is a non-smoking facility. Do you have WiFi available at the venue?

o WiFi is available at an additional cost, per user to the client. o Contact the Director of Rentals to discuss renting WiFi for your event.

HARLYNE J. NORRIS - Palos Verdes Performing...

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