Harbor Island Conference Center Naval Station Newport Sponsor Form Clarification of eligibility for private parties and other events: 1. SPONSOR: Must be an MWR eligible patron. 2. GUESTS: Authorized patrons may invite bonafide guests to the Harbor Island Conference Center. A bonafide guest is an individual who has been specifically invited to accompany an authorized patron or group to the conference center. The authorized patron assumes overall responsibility for the guests' conduct. Sponsor's name (Print): ____________________________________________________________________________________________________ Rank/Grade: ________________________________________________________________________________________________________________ Command: ___________________________________________________________________________________________________________________ Type of Event (circle one): COMMAND SOCIAL (To be considered a command event, a UIC number must be provided and function paid by command monies) Host's name, if not sponsor: _________________________________________________________________________________________________ Event name: _________________________________________________________________________________________________________________ Day/Date/Time of event: ____________________________________________________________________________________________________ Room requesting (circle all applicable):
*Grand Island
Room A only
Breakout Room 1
Room B only
Room C
Breakout Room 2
* (Grand Island is rooms A and B combined) I state that I am sponsoring a private party in which all bonafide guests are in response to a specific invitation for a specific occasion. I assume full responsibility for this function; including the overseeing of entire payment for services rendered. NOTICE: This form grants temporary permission by the sponsor to his/her guest to use and make arrangements with the Harbor Island Conference Center. Morale, Welfare and Recreation (MWR) reserves the right, after providing 10 days notice of any uncollected debt, to garnish wages of active duty, retired, reserve personnel or DoD employee for payment of said debt. Email: ______________________________________________________________________________________________________________________ Phone (Work): ____________________________ (Home): _____________________________ (Cell): _________________________________ Complete address: __________________________________________________________________________________________________________ Signature of sponsor: ______________________________________________________________ Date:___________________________________ This form must be completed and returned to along with the completed room rental policies page, and applicable deposit, if required, in order to confirm the function. Please note: All HICC functions are reserved and managed through the Officers' Club Catering Office Officers' Club, Naval Station Newport, 95 Perry Road, Newport, RI 02841; Phone: (401) 841-1442; DSN: 841-1442; Fax: (401) 841-1579
Harbor Island Conference Center Naval Station Newport Room Rental Policies 1. ROOM FEES: Room rental is due at the time of booking, command meetings must be paid by the day of the event. Conference date(s) will be confirmed upon receipt of deposit, provided space is available. A partial cancellation (i.e., switching to a smaller room) will result in forfeit of the deposit for the room not being used; however, at discretion of management, deposit may be applied to smaller room. OVERTIME FEES: Room rental rates apply to one eighthour rental period from 8 a.m. to 4 p.m., plus a half hour each for set-up & breakdown (open/close). Conferences exceeding the open/close rental period will be charged $50.00 for each additional hour or portion thereof. MISCELLANEOUS FEES: Additional charges incurred during the conference (use of breakout rooms, telephone & copier charges, etc.) must be paid on the last day of the conference. All prices are subject to change. 2. Host agrees to appoint a representative to coordinate conference details, including payment for all services. 3. All catered food and beverage must be provided by and arranged through the Officers' Club Catering Office. The America's Cup CafÊ, located in the lobby of the Harbor Island Conference Center, is available for beverages, snacks and sandwiches on an individual cash basis. Outside food and beverage of any kind is strictly prohibited on the premises. Navy regulations prohibit the removal of any leftover food or beverages from the premises. _______________Initial 4. Host agrees to pay all long-distance telephone charges. 5. Management provides copy machine usage up to a maximum of 50 copies per day at no cost to Agency. Agency agrees to pay $.10 per copy for each additional copy in excess of allowable maximum. 6. Breakout rooms, when reserved in advance, cost $30 per room per day. Unreserved breakout rooms may be available upon request on a first-come, first-served basis. Unscheduled use of a breakout room(s) will be subject to a $50 per room per day fee. 7. Host agrees that in the event of one or more conferences underway at the same time, all common areas will be shared (lounges, business/administration resource room, and rest rooms). 8. Host will confirm set-up and equipment details with management no later than three working days prior to the conference. 9. Final payment is to be made the day of the event – preceding the start of the function, unless other arrangements have been arranged in advance with the Officers' Club Catering Office. A credit card (Visa, MasterCard, American Express or Discover) is to be provided for incidental charges such as break out rooms, telephone and copier charges, etc. I have read and been advised of the foregoing policies and I agree to abide by them. I have read The room rental rate sheet for capacity and room rental fees of Harbor Island Conference Center function rooms. Name of Host (Printed) ___________________________________________________
Email: _____________________________________
Phone (Work): ____________________________ (Home): _____________________________ (Cell): ________________________________ Complete Address: ________________________________________________________________________________________________________ Requested Room: __________________________________ Date/Day/Time of function________________________________________ Signature of host: ____________________________________________________________ Date: _____________________________________ This form must be completed and returned to along with the completed room rental policies page, and applicable deposit, if required, in order to confirm the function. Please note: All HICC functions are reserved and managed through the Officers' Club Catering Office Officers' Club, Naval Station Newport, 95 Perry Road, Newport, RI 02841; Phone: 401-841-1442; DSN: 841-1442; Fax: 401-841-1579
Harbor Island Conference Center Naval Station Newport Meeting Room Rental Rates Room Rental Rates For Rooms A & B Only Include: Tables and chairs for set-up Computer for presentations such as PowerPoint and Excel (Windows XP and Office 2000 plus DVD Player) LCD Projectors with large 12 feet x 12 feet image Internet access via wifi Lecterns with touch-screen panel Microphones: gooseneck, wireless and panel discussion table-top Administrative resource office with fax, copier, shredder, admin desk/work station with telephone, computer and laser printer (50 copies per day at no charge, extra copies $.10 each) Lounge area with cable television, couches and chairs, local visitor information (lounge area is shared by all Harbor Island Conference Center clients) NOTE: There is A $500.00 Sunday surcharge fee for all events held on Sunday. Available For An Additional Fee: Document camera .......................................................................................................................................................$25.00 each, per day Electronic print board ................................................................................................................................................$15.00 each, per day Flip chart easel with markers .....................................................................................................................................$7.50 each, per day Transparency overhead projectors .........................................................................................................................$25.00 each, per day Video cassette recorder (VCR) ...............................................................................................................................$25.00 each, per day Room Capacities; maximum capacity is based on classroom style: Function Room: Grand Islander: Rooms A & B Room A Only Room B Only Room C Only
Maximum Capacity
Daily Room Rental Rate 8 a.m. to 4 p.m. 150 $600.00 80 $350.00 48 $250.00 14 (Board of Directors) $100.00
Breakout Room One - Conference Style Breakout Room Two - Conference Style
10 8
Reserved in Advance $30.00 $30.00
Unscheduled Use $50.00 $50.00
*Daily room rental rate is for an eight-hour conference from 8 a.m. to 4 p.m., plus a half-hour each for set-up and breakdown. Each additional hour or portion thereof is $50.00. Weekends are subject to an additional $100.00 per day rental fee. Sundays and holidays are subject to an additional $500.00 fee. Prices subject to change without notice. Food & Beverage: All catered food & beverage must be provided by and arranged through the Officers' Club Catering Office. The America's Cup CafĂŠ, located in the lobby of the Harbor Island Conference Center, is available for beverages, snacks & sandwiches on an individual cash basis. Outside Food and Beverage of any kind is strictly prohibited on the premises. Navy regulations prohibit the removal of any leftover food or beverages from the premises. Please note: All HICC functions are reserved and managed through the Officers' Club Catering Office Officers' Club, Naval Station Newport, 95 Perry Road, Newport, RI 02841; Phone: 401-841-1442; DSN: 841-1442; Fax: 401-841-1579
In House Meeting & Seminar Menu The Crows’ Nest ~ $7.50 per person In the Morning; Chef's selection of Fresh Baked Goods (an assortment of Muffins, Danish, Croissants, Warm Cinnamon Buns), Bagels with toaster, Assorted Cream Cheese, Jams, Jellies, Whipped Butter, Chilled Juices & Complete Coffee Station (Regular, Decaffeinated & Hot Tea); Mid-Morning Coffee Refresh; Afternoon Refreshments: Assorted Sodas & Bottled Waters
The Birds’ Nest ~ $9.50 per person In the Morning; Chef's selection of Fresh Baked Goods (an assortment of Muffins, Danish, Croissants, Warm Cinnamon Buns), Bagels with toaster, Assorted Cream Cheese, Jams, Jellies, Whipped Butter, Chilled Juices & Complete Coffee Station (Regular, Decaffeinated & Hot Tea); Mid-Morning Coffee Refresh; Afternoon Refreshments: Fresh Baked Cookies & Brownies, Assorted Sodas & Bottled Waters
The Eagles’ Nest ~ $11.95 per person In the Morning: Breakfast Buffet with Scrambled Eggs, Home Fries, Belgian Waffles, Warm Syrup, Bacon, Sausage, Fresh Fruit Display, Chilled Juices & Complete Coffee Station (Regular, Decaffeinated & Hot Tea); Mid-Morning Coffee Refresh; Afternoon Refreshments: Fresh Baked Cookies & Brownies, Assorted Salty Snacks, Sodas & Bottled Waters
À la Carte Snacks Hot Tea
$5.95 per gallon
Hot Cocoa
$11.95 per gallon
Coffee (Regular or Decaffeinated)
$11.95 per gallon
Assorted Bagels & Cream Cheese
$13.50 per dozen
Croissants with Jam & Butter
$14.95 per dozen
Assorted Danish
$14.95 per dozen
Assorted Muffins
$15.95 per dozen
Assorted Sodas & Bottled Waters
$1.25 each
All food & beverage must be provided by the Officers' Club or America’s Cup Cafe; Navy regulations prohibit the removal of any leftover food or beverage from the Harbor Island Conference Center; A 20 percent service charge will be added to all food & beverage provided from the Officers’ Club; Prices subject to change. Revised February 14, 2013. 1
Take Command Of Your Mornings! Officers' Club Breakfast Menus OTC ~ Officer Training Continental ~ $7.50 per person Chef's selection of Fresh Baked Goods (an assortment of Muffins, Danish, Croissants, Warm Cinnamon Buns), Bagels with Toaster, Assorted Cream Cheese, Jams, Jellies, Whipped Butter, Chilled Juices & Complete Coffee Station (Regular, Decaffeinated & Hot Tea)
SWOS Breakfast Buffet ~ $14.95 per person Scrambled Eggs, Bacon, Home Fries, Belgian Waffles, Warm Syrup, Fresh Whipped Cream, Sliced Strawberries, Fresh Fruit Salad, Chef's Selection of Fresh Baked Goods (an assortment of Muffins, Danish, Croissants, Warm Cinnamon Buns), Jams, Jellies, Whipped Butter, Chilled Juices & Complete Coffee Station (Regular, Decaffeinated & Hot Tea)
NJS Breakfast Buffet ~ $17.95 per person Scrambled Eggs, Bacon, Home Fries, Belgian Waffles, Warm Syrup, Fresh Whipped Cream, Sliced Strawberries, Fresh Fruit Salad, Sliced Chicken Roulade with Supreme Sauce, Seafood Newburg with Rice, Chef's Choice of Vegetable, Chef's Selection of Fresh Baked Goods (an assortment of Muffins, Danish, Croissants, Warm Cinnamon Buns), Jams, Jellies, Whipped Butter, Chilled Juices & Complete Coffee Station (Regular, Decaffeinated & Hot Tea)
DIILS Brunch Buffet ~ $21.95 per person, 50 person minimum NJS Breakfast Brunch paired with Chef Carved Roasted Sirloin of Beef with Red Wine Sauce OR Honey Baked Ham
All food & beverage must be provided by the Officers' Club or America’s Cup Cafe; Navy regulations prohibit the removal of any leftover food or beverage from the Harbor Island Conference Center; A 20 percent service charge will be added to all food & beverage provided from the Officers’ Club; Prices subject to change. Revised February 14, 2013. 2
Luncheon Menus Served until 3 p.m. Add $2.00 per person for weekends & holidays. Maximum of two entrée choices per function. For a plated luncheon over 100 guests, a $2.00 per person entrée choice fee will be applied if more than one entrée is selected. Whenever more than one entrée is selected, host must provide color-coded place cards to identify each guest's meal selection. Color-code as follows: beef - red; fish - blue; chicken - yellow and vegetarian ~ green. Thirty person minimum applies. Pitchers of Iced Tea, Lemonade and Complete Coffee Service/Station included with all the Luncheon Menus Add served New England Clam Chowder to any luncheon for $3.25 per person. Gearing Buffet ~ $12.95 per person Fresh Garden Salad with Two Dressings Sliced Baked Ham, Roast Beef and Turkey Breast Sliced American & Swiss Cheeses Home-Style Macaroni & Cheese Italian Meatballs Assorted Breads & Rolls Lettuce, Sliced Onions & Tomatoes Assorted Fresh Baked Cookies Willow Buffet ~ $13.95 per person Roast Beef & Boursin Wrap Southwestern Vegetable Wrap Chicken Salad on Croissant Buffalo Chicken Wrap Thanksgiving Day Sandwich Chef's Gourmet Potato Salad Classic Italian Pasta Salad Assorted Fresh Baked Cookies Saratoga Buffet ~ $14.95 per person Fresh Garden Salad with Two Dressings Please select TWO buffet entrées: Boston Baked Scrod Grilled Salmon Filet with A Dijon Cream Sauce Chicken Marsala Herb Roasted Chicken Sliced Roast Sirloin with Mushroom Sauce Chef's Choice of Vegetable & Starch Fresh Rolls & Butter Assorted Fresh Baked Cookies
Thank A Vet Buffet, Give Thanks All Year Long! $14.25 per person Sliced Roasted Turkey & Stuffing Garlic Mashed Red Bliss Potatoes & Gravy Green Bean Casserole Cranberry Sauce Fresh Rolls & Butter Served Apple Crisp Mamma Mia Buffet ~ $14.50 per person Fresh Garden Salad with Two Dressings Ziti Marinara Tri-Colored Tortellini Alfredo Penne with Pink Vodka Sauce Fresh Italian Meatballs Garlic Bread & Butter Mini Cannolis Juniper Plated Luncheon ~ $16.95 per person Served Fresh Garden Salad with House Balsamic Vinaigrette Dressing Entrée choices, please choose from, MAXIMUM of two: Boston Baked Scrod Grilled Salmon Filet with A Dijon Cream Sauce English Cut Prime Rib of Beef Chicken Marsala Pan Roasted Sirloin with Mushroom Sauce O'Club Stuffed Chicken Breast with Champagne Sauce Chef's Choice of Vegetable & Starch Fresh Rolls & Butter Assorted Fresh Baked Cookies
All food & beverage must be provided by the Officers' Club or America’s Cup Cafe; Navy regulations prohibit the removal of any leftover food or beverage from the Harbor Island Conference Center; A 20 percent service charge will be added to all food & beverage provided from the Officers’ Club; Prices subject to change. Revised February 14, 2013. 3
Barbeques Pitchers of Iced Tea and Lemonade & Complete Coffee Service/Station included with the Barbeques Narragansett Bay Barbeque $13.95 per person 6 oz. All Beef Burgers Jumbo All Beef Hot Dogs Barbeque Baked Beans Sliced American & Swiss Cheeses Chef's Gourmet Potato Salad Fresh Italian Pasta Salad Lettuce, Sliced Onions, & Tomatoes Rolls, Pickles, Ketchup, Mustard & Relish Watermelon Slices Assorted Fresh Baked Cookies Wurst Barbeque Ever $15.95 per person Beer Braised Grilled Bratwursts Spicy Grilled Italian Sausages Sautéed Peppers & Onions Barbeque Baked Beans Fresh Fried Potato Chips with French Onion Dip & Gorgonzola Dipping Sauce Chef's Gourmet Potato Salad Rolls, Whole Grain Mustard, Relish & Ketchup Watermelon Slices Fresh Baked Key Lime Pie Coasters' Harbor Barbeque $17.95 per person Barbeque Chicken & Pork Ribs Chef's Gourmet Potato Salad Fresh Italian Pasta Salad Fresh Corn on the Cob Barbeque Baked Beans Chef's Fresh Cornbread & Whipped Butter Watermelon Slices Fresh Baked Key Lime Pie
All food & beverage must be provided by the Officers' Club or America’s Cup Cafe; Navy regulations prohibit the removal of any leftover food or beverage from the Harbor Island Conference Center; A 20 percent service charge will be added to all food & beverage provided from the Officers’ Club; Prices subject to change. Revised February 14, 2013. 4
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