Thank you for choosing Chateau Le Jardin to host your upcoming event. To ensure your experience exceeds expectations, we kindly request your assistance in answering a few questions.

Your input will help us tailor every detail to create a truly exceptional event.

Please submit the completed form no later than 45 days before your event date.

An event detailer will be connecting with you approximately 4-8 weeks prior to the event date.

We ask that you review all information carefully to ensure its accuracy before submission.

The success of your event is a collaborative effort, and our dedicated team of professionals will go above and beyond to create an unforgettable experience for you and your guests.

Event Date *

Contact Information

1st Person Contact Information

Contact Name *

Contact Title

Phone *

Email *

2nd Person Contact Information

Contact Name *

Contact Title

2nd Contact Phone *

2nd Contact Email *

Point of Contact - Day of Event (Planner, Family, Friend, etc.)

Contact Name *

Contact Title

Contact Phone Number (Day of Event)

Contact Email (Day of Event)

*Event Signage Verbiage (This will be posted around our building to direct your guests to where to park and what entrance they will use – example: John Smith's Baptism):

Estimated Guest Count

Please note: Currently, this is an estimate. The final confirmed guest count will be required two weeks prior to the event date

Children 0-2 years old not receiving a meal are not to be included in your final guest count. We do not provide high chairs or booster seats.

Children 3-12 years old will be receiving chicken fingers and french fries in place of the main entree, if you would like them to get the main entree instead, we can accommodate this. Please let your coordinator know for more details.

Vendors (Includes, planners, photographers, videographers, DJ/MC - maximum 10)

Total Estimated Number of Guests (Do not include children under 2 years old. Please as well make sure that you include bride and groom, bridal party and all important guests): *

*Important note, if 2 weeks prior to the event, the final guest count is lower than your signed minimum guest count, an attrition fee will be applied. Please ask your Event Coordinator for more details.

Initial to confirm acknowledgement of attrition fee:

Timing of Your Event

Guest Arrival *

Cocktail Hour/Antipasto Bar/Appetizers (If applicable) (1 Hour Maximum)

Dinner / Lunch Start time *

Late Night Station (If applicable)

Bar timing (7 Hours Duration) *

Champagne Toast (If applicable)

(If Champagne Toasts is not part of the bar package and you wish to include this it is subject to a $2.50 per person fee, please advise your Event Coordinator)

All events have a maximum end time of 1:00AM. If a client would like to extend their end time, please note it is subject to a $5 pp fee for 1 additional hour, not including bar service.

Menu Notes

Are there any changes to your original menu that you would like to adjust? *

Yes (Your Event Coordinator will discuss these changes with you)

Quick Note: In regards to Dietary Restrictions/Allergies, we can accommodate the following:

Vegetarian (Stuffed Vegan/Vegetarian Pepper Entree)
Vegan (Stuffed Vegan/Vegetarian Pepper Entree)
Gluten Free
Other Requirements - please simply let your event coordinator know what allergy or dietary restrictions and will accommodate as best as possible
You will be receiving a chart that will help with organizing your allergies and dietary restrictions based off of table numbers from your event coordinator.

Initial to confirm the above: *

Please note: The above menu notes are not applicable to buffets as guests can select their preference and accommodate their dietary restrictions accordingly on their own

Initial to confirm the above: *

*Any outside food brought into the premises is subject to a $1.95 per person service charge for setup (including plates, cutlery, glasses, tables, etc.). Additionally, the client must sign a liability waiver permitting the presence of outside food on the property and waiving Chateau Le Jardin of any and all liability related to outside food being served.

Initial to confirm the above: *

Room Setup and Requirements

Please note:

Your Event Coordinator will advise you, your decorators and suppliers what time they can set up the Tuesday prior to the event date. Please be aware that venue access before the event date is not permitted due to other scheduled events. We cannot guarantee more than 2 hours of setup time.

Initial to confirm the above: *

Decorator Information

Decor Company Name *

Decor Company Phone Number *

Decor Company Email *

Will your decorator be providing Stage Decor? *

Yes

Will your decorator be providing Centrepieces? *

Yes

Will your decorator be providing a Backdrop? *

Yes

Will your decorator be providing Table Numbers? *

Yes

No (If no, Chateau Le Jardin will provide table numbers in a white frame)

Will your decorator be providing Charger Plates? *

Yes

Charger Plates must be delivered to the venue 2 days prior to the event date in a secure locker room

Initial to confirm the above: *

Please specify any additional decor your Decorator will be providing

Stage / Head Table Configuration

Will you be needing a stage? *

Yes

Please select stage size: *

If other, please specify size; if larger than 12x24ft, this is not guaranteed and the coordinator will confirm 2 weeks prior to the event date)

Where would you like your stage to be? *

Will you have a Head Table on top of the stage? *

Yes

If yes, how many people will be at the head table?

Will you be having a backdrop? *

Yes

Please note: All backdrops longer then 50ft must be provided by SND - 613-413-5259

Initial to confirm *

Will you be doing assigned seating by table? *

Yes

Seating Information

Tables are based on groups of 10 guests. You're welcome to have some 8-person tables, as long as the total number of tables doesn't go over the limit you'd have with all 10-person tables, plus up to 2 extra. For example, if you have 100 guests, you'd normally need 10 tables. With some 8-person tables mixed in, you can go up to 12 tables maximum. If additional tables are needed beyond the allotment, a $100 per table charge will be applied to the event.

Initial to confirm *

Tables are to have a minimum of 8 people per table or a maximum of 10 people per table

Initial to confirm *

Specialty Tables

Will you be needing a family table(s) (5x10ft, maximum of 2 per event - 12 people at each table) *

Yes

How many people at each family table?

Will you be needing a receiving/welcome table (8ft tables in the lobby for money box, party favors, etc.)? *

Yes

How many 8ft tables do you require?

Please note Chateau Le Jardin does not provide Easels. Please ask your decorator if needed.

Initial to confirm above (regarding easels) *

Will you be needing a podium? *

Yes

Please Note: Chateau Le Jardin does not own a microphone. If a microphone is required, please contact our in-house supplier, DJ Emporium at (905) 850-3176 or email at [email protected]

Initial to confirm *

Will you be needing a cake table? *

Yes

We will provide a small round table.

Please choose one of the following options:

No Cake

Decor company providing table

Is the whole cake real? *

Yes

If not, please note which tiers are real and which tiers are fake

Do you want us to save the top tier for Bride and Groom to take home? *

Yes

Please note, the client is responsible to bring in their own cake knife and utensils to cut the cake. As well, the cake must be delivered as close to the event start time as possible.

Initial to confirm *

Who will be providing the cake?

Company Name *

Company Phone # *

Company Email *

Linen

Will you be using Chateau Le Jardin’s White Linen *

Yes

If selected no, please let us know what company will be bringing in the linen

Company Name

Linen Company Phone # *

Linen Company Email *

Please note all linen must be provided to the venue 2 days prior to the event date as this is mandatory.

Initial to confirm *

Will you be using Chateau Le Jardin’s White Napkins? *

Yes

If selected no, will the above Linen Company be providing the napkins?

Yes

If selected no, please let us know what company will be bringing in the napkins

Company Name

Napkin Company Phone #

Napkin Company Email

Please note all outside linen, napkins, overlays and/or charger plates must be provided to the venue 2 days prior to the event date. If not given to the venue, they will NOT be put on the tables.

Initial to confirm *

Will you be providing Vinyl Dance floor? *

Yes

Vinyl Dance Floor Company Name

Vinyl Dance Floor Company Phone #

Vinyl Dance Floor Company Email

DJ Emporium is the exclusive provider of Vinyl Dancefloors at our venue. If you choose to work with a different vinyl company, a refundable deposit of $1,000 will be required. Additionally, the vinyl company must be present at the conclusion of your event to remove the vinyl from the dancefloor. Failure to remove the vinyl or any damage to our floor will result in the client being held responsible.

Initial to confirm *

Audio / Visual

As DJ Emporium is our mandatory in-house company, please select what you will be using them for (must select one):

All AV/DJ Equipment

Patch in Only

Other (only applicable if using the whole wing)

If using DJ Emporium for Patch In Only or you have the whole wing, please provide the following information for your external AV/DJ Company:

AV/DJ Company Name

AV/DJ Company Phone Number

AV/DJ Company Email

Where would you like the DJ to be setup: *

Will you be having Live Music? *

Yes

If yes, please note, the position of the Live Music cannot be along the partition wall and their sound must be patched-in to the in-house sound system (no outside speakers allowed).

Initial to confirm *

Does the Live Music/ DJ require staging?

Yes

Please note, additional staging beyond the head table stage is based on availability and will be confirmed if possible 2 weeks prior to the event date.

Initial to confirm *

Will you be having a photobooth? *

Yes

Photobooth Company Name *

Photobooth Company Phone Number *

Photobooth Company Email *

Do they need any tables? *

AV Notes: DJ Emporium is a mandatory company that must provide all speakers. Outside speakers are NOT permitted in our facility under any circumstances (unless your event is using the whole west wing or east wing)

Initial to confirm *

*Under no circumstance are any pyrotechnics (sparklers, indoor fireworks, dry ice machine, fog machine, etc) allowed in our facility from any other company other than DJ Emporium or SND. If pyrotechnics are seen through any other company the day/night of the event, we will kindly ask you to remove them from our facility.

Initial to confirm *

Important Notes

Refundable Mandatory Security Deposit:

A refundable deposit of $3000 is required from all clients to cover potential damages. An experienced staff member will inspect the room both before and after the event to assess any damages. If no damages are found, the deposit will be refunded. In case of damages, the client will be notified before any charges are applied. We kindly request that all vendors use the loading docks exclusively and refrain from dragging items on the floors to prevent damages. Please remind your vendors to bring a cloth or drop sheet to place underneath items before bringing them into the venue. Click to edit this text

Initial to confirm *

Decor Policies: A minimum of 2 hours will be allotted for all décor setup. On the Tuesday before your event, your coordinator will confirm if earlier setup is possible and provide specific timing details. Upon arrival, all items must be unloaded through the designated loading docks for your chosen venue. Please ensure that no items are dragged across the floor, as this may result in damage.

Initial to confirm *

Décor teardown will be allotted 1 hour, starting immediately after your event ends (e.g., if the event concludes at 1am, teardown must begin at 1am). If the teardown exceeds the 1-hour timeframe, an additional fee of $250 per half-hour will be charged.

Initial to confirm *

Coat Check (If Applicable): For events with 100 people or more, you may opt to include a coat check service including a coat check attendant at an additional cost of $3.00 per person. If not selected, a coat check attendant will not be available during the event.

Would you like to add Coat Check?

Yes

Locker Rooms: We can offer a secure locker room for you to store your items 2 days (48 hours) before the event. Please note that Chateau Le Jardin does not arrange party favors, place cards, menu cards, etc., on the tables; the client is responsible for arranging these items. For further details, please consult your event coordinator and specify the items you'll be bringing. Additionally, kindly inform the event coordinator once the items have been dropped off.

Initial to confirm *

At the 2 weeks prior to your event mark, any late changes that are sent to your event are subject to a $300 charge per change.

Initial to confirm *

The venue is not responsible for any articles left in the building unless in a designated locked locker room. All items the night of the event must be taken home that evening. No items are to be left on property.

Initial to confirm *

Please feel free to indicate in the section below any other additional comments or questions

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