Outside Catering Package and Guidelines

The Langham Huntington, Pasadena, an iconic destination for California Weddings is able to accommodate outside catering requests through a hotel-approved outside caterer. Event dates and times are subject to availability.* 

    • Outside Catering Fee for Fridays and Sundays only is priced per person and includes the following:
      • Complimentary Suite for Wedding Night
      • A Five Hour Premium Brands Bar Package is required for the number of guests guaranteed for dinner.
      • Standard Banquet Tables including 60" and 72" rounds; 6'x30" and 8'x30" rectangular; Sweetheart Table and Cake Table
      • White Floor Length Table Linens
      • White Napkins
      • Parquet Dance Floor
      • Risers/Staging
      • 6 Hour Service Staff and Designated Banquet Captain
      • All Barware including Glassware 
      • Cocktail Hour: Allowed two (2) stations with up to three (3) 8'x30" tables, per station
      • Dessert Station: Allowed one (1) station with up to three (3) 8'x30" tables
    • The Outside Catering Fee is subject to a 22% administrative fee and current sales tax.
    • Outside Catered Events are only held in the Huntington Ballroom
    • Event facility fees for each venue will apply
    • Client must provide their own china and silverware; your outside caterer will assist you with the rental fees
    • As a minimum, two printed menu cards per table are required indicating that the menu was prepared by (name of caterer). You may provide the menu cards or order them through the Hotel. Please consult your Catering Sales Manager or The Langham Meetings and Special Events Manager for pricing.
    • The Hotel Banquet Staff will provide front of the house service to the Outside Caterer for the reception hors d’oeuvres and dinner.
    • Client will inform the hotel thirty (30) days before the event occurs if they would like to hire extra servers for cocktail serving or dinner serving. Additional servers at set fee per server with 6 Hour Minimum.
    • Client is responsible for the following:
      • To complete, sign and return Hotel Food Waiver and Indemnification Agreement
      • Responsible to ensure outside catering and all Clients contracted vendors provide Hotel with Proof of Insurance as required in Hotel Vendor Code of Conduct document listing Hotel as The Certificate Holder.
      • Responsible to ensure Client contracted vendor read, sign and return a copy of the Hotel Vendor Code of Conduct form.
      • Responsible to provide Outside Caterer details to Hotel prior to signing Catering Agreement with Hotel.
    • Client is responsible to ensure the Hotel Outside Catering Policies are upheld as follows:
      • The Langham Huntington, Pasadena will be preparing menus for other events on the day of your event, therefore, your caterer must be completely self-contained not requiring any use of the Hotel kitchen facilities including hot and cold preparation areas, refrigerators and freezers.
      • Your outside caterer will be required to stage a temporary catering kitchen in the parking lot adjacent to The Huntington Ballroom. Your outside caterer will quote you the costs associated with providing a temporary catering kitchen. The Colonnade Room will be assigned as your prep room.
      • Outside Caterer will provide all necessary serving utensils, chafing dishes, sterno, refrigerated truck and displays trays required to display hot and cold food items.
      • Hotel will not provide plates and flatware. Glassware is included. 
      • Outside caterer must have a valid $3,000,000 liability insurance policy with insured primary endorsement. 
      • All Outside Vendors are required to clean up all debris after the event. (A cleaning deposit fee will be required in the final payment. This is subjeect to a refund based on the cleanliness of the space and will be given back within 30 days post-event).
        • The Langham Huntington, Pasadena does not provide cleaning services or materials for outside kitchen, production and/or exhibit areas unless it is part of the hotel’s sales contract. Trash removal from the meeting space, outside venues on the hotel’s premise and/or outside kitchen is the responsibility of the contractor     and/or vendor.
        • At the conclusion of the event, exhibitor or production, the meeting space, parking lot area and/or loading dock must be presentable for the next day’s business prior to leaving the property for the day. 
        • It is the responsibility of the decorating company and/or outside vendor to return parking lot and/or hotel ballrooms in ready condition. This means the contractor/vendors is responsible for providing the ballroom areas in a vacuum ready fashion and the parking lot area ready for use for the next day.
        • If you require use of The Langham Huntington, Pasadena's trash dumpster, there is a charge of $1,000 per 40-Cubic Yard Container.
    • Outside Catering Vendor is responsible for the following:

 

    • Outside Caterers must obtain a Special Events Permit from the City of Pasadena .The City of Pasadena requires a tent & open flame permit. Failure to obtain the SEP will result in the fire inspector prohibiting any cooking.
    • The outside catering vendor must arrange for the Tent. The tent must be correctly pipe and draped without any missing poles and also must have the necessary amount of fire extinguishers available.
    • As an Outside Catering Vendor, you are required to ensure no damage occurs to our carpet and walls during the Load-In and Load-Out process
      • During load-in and load-out Visqueen or other protective covering must be approved by The Langham Huntington, Pasadena.
      • The loading area behind the Huntington Ballroom must have at least 30' of Visqueen leading from the parking lot to inside the Ballroom to avoid staining the carpet with dirt and/or oil from the parking lot.
      • All Carts and/or AV Cases must have their tires wrapped with vinyl tape before accessing any carpeted surfaces.
    • All trucks arranged by the Outside Catering Vendor must leave property and need to secure parking outside of the hotel, once after unloading is done. All vendor personal/business cars must go through valet. Any cars/trucks that are not approved to park property will be charged to the master account or will be towed. If necessary, a dock supervisor may be required for excessive load-in and load-out.
    • All rental items should be picked up upon conclusion of the event as hotel will not be held accountable – scheduled pick up a delivery time should be discussed with Catering Sales Manager.
    • All Outside caterers are required to cover the Colonnade room carpet (the catering prep room) with any type of plastic covering before any food prep.
    • All Outside Caterers must bring in their own food service carts. Hotel will not provide carts for any rental items or food movement. 
    • All Outside Caterers must come in prepared with proper amount of food runners. If in the event, The Langham Huntington, Pasadena banquet staff assist on food running to ensure the service levels are maintained, a set labor fee per hour per server will be charged. All charges will be posted to the Master Account of the Client.
    • All Outside Caterers are to supply their mats and/or plastic to cover carpet when a Fruit Station and Sushi station has been set-up in the Ballroom. Any charges to repair damage caused to the carpet by the Outside Caterer such as replacement of carpet and/or deep cleaning will be posted to the Master Account of the Client.
    • All Outside catering staff must consume their meals in the vendor room only. This includes DJ and/or Bands. Under no circumstances is it acceptable for any Vendors to drink and/or order alcohol from the hotel bars.
    • All Outside Florists are required to have a prep area that is covered in plastic to avoid any damage to the carpet.
  • Additional Event Details:
    • Event Overtime will be charged at a set fee per hour, after six hours
    • Hotel Staff Ratio is 1 server per 20 guests.
    • Coat Check attendant is an additional fee
    • Rental of Piano + Tuning, additional fee (varies)
    • Additional Power charges to be determined by Five Star (In House audio visual company)
    • Petals will need to be cleaned by your preferred planner, or a cleaning fee will be applied.
    • Cake cutting fee is a set amount per guest
    • Additional stations will be charged a set fee each with up to three (3) 8'x30" tables, per station

Click here for the full details and a list of approved caterers.

*All Outside Catering requests for Saturday off-peak dates will be reviewed by The Langham Huntington, Pasadena on a case-by-case basis. All requests for Saturdays will be reviewed by The Langham Huntington, Pasadena on a case by case basis. All requests for Saturday may incur a surcharge depending on availability of space.