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1 ~ *- * Stanwood k.j Camano * * * School District Pioneer Hwy. Stanwood, WA INSTRUCTIONAL SERVICES Lloy Schaaf Assistant Superintendent of Teaching and Learning Memorandum To: Fr: Re: Stanwood-Camano SC~hO~ Board of Directors Lloy Schaaf, Ed.D. Approval of contract with A lent Events and Catering, Prom services 2013 Date: August 7, 2012 Attached, please find the contract between Stanwood High School and Apulent Events and Catering for the 2013 Senior Prom. Recommendation: That the Board of Directors approve the Contract with Apulent Events and Catering. Itah

2 STANWOOD HIGH SCHOOL Christine Gruver, Principal Tod Klundt, Assistant Principal/Activities Director Tom Wilfong, Assistant Principal/Athletic Director Kevin Plambeck, CareerlTech Ed Director July 26, 2012 To: From: Re: Dr. Lloy Schaaf Tod Klundt Approval of contract for Prom services with Apulent Events and Catering We have negotiated a contract with Apulent Events and Catering for our Senior Prom to be held at Shilshole Bay Beach Club on April 27, This is an annual event with nearly 400 participants. Gary Platt has reviewed the contract and approved all aspects with the company. We would like to submit this contract for School Board approval on the August ih Board meeting. Attachments: Prom contract with Apulent Events and Catering nd St. N.W., Stanwood, WA PHONE: (360) FAX (360)

3 6413 Seaview Ave. N.w., Seattle, WA Main: (206) I Fax: (206) apulent.com CONFIRMATION AGREEMENT DATE: July 18, 2012 High School: Stanwood Event: Prom Contact 1: Tod Klundt (VP & Activities Coordinator) Phone Number: tklundt@stanwood.wednet.edu Contact2: Claudia Holum (Sr Class Advisor) Phone Number: cholum@stanwood.wednet.edu Mailing Address: nd Street NW Stanwood, WA Date of Event: April 27, 2013 Day of Event: Saturday Event location: Shilshole Bay Beach Club Room: Entire Venue Event Time: 9pm - 12am Minimum Guest Count: 400 Guarantees The client is required to advise Apulent of the estimated minimum number of attendees at the time of making this reservation and to confirm the minimum number of attendees by 9:00 AM five (5) business days prior to the scheduled event. This number shall be considered a minimum guarantee and is not subject to reduction. If a guaranteed count is not received five (5) business days prior to the event, then the original stated number of guests on this Confirmation Agreement will serve as your guarantee. Apulent will charge for the minimum guaranteed number of guests at the contracted rate, the guaranteed number given five (5) business days prior to the event, or the actual number of guests in attendance, whichever is greater, plus all miscellaneous charges as stated on the final invoice. Package Price The Package Price of $14, provides the following for a guest count of up to 400. Dessert Buffet & Sodas Event Planner & Event Staff Tables with Choice of Linen Color & Chairs Set-up, Breakdown, Clean-Up of venue Entire Venue Facility Rental All Service Charges & Sales Tax For guest counts over 400 there will be an additional charge of $18.00 per person plus a 22% service fee and sales tax. The price set forth in this Confirmation Agreement is subject to an increase in the final Contract of Services if food prices or selections change. Complimentary parking spots are available in adjacent lots for the Shilshole Bay Beach Club. Valet parking can be provided by the client with prior written consent of the sales manager. Security Apulent shall not be held responsible for damage or loss of any merchandise or articles left in the facility prior to, during or following the scheduled event.

4 The client may provide security. If Apulent is notified at least thirty (30) days prior to the event, they can arrange for the off-duty police officer. Reservation Fee and Payment Methods For the use of our catering services and function space, we require a signed copy of this Confirmation Agreement within (ten) 10 days and a $3, advance reservation fee in order to guarantee your reservation; this includes a $2,500 (non-refundable) and a $1, (refundable) fee. A Purchase Order may be used. This policy applies to all event types. Your reservation will be guaranteed upon receipt of the advance reservation fee and signed Confirmation Agreement. Until the advance reservation fee is received all reservations are considered tentative. Payment of the final balance is due prior to the event on the day of the event (April 27, 2013). Payments can be made by cash or check or credit card (Visa and Master Card only). Prices reflected in this contract assume a 3% check or cash discount. Any remaining balances after the event are due within 10 days of the date of the final invoice. Interest of 1.5% per month is charged on all past due balances. If case suit or action is instituted to collect payment, it is agreed that the venue will be King County and the client agrees to pay reasonable attorney's fees and/or collection costs necessary in said suit or action, if forwarded by a court or arbitrator. Cancellation Policy Should it be necessary for the client to cancel the event, Apulent will be entitled to liquidate damages based on the following scale (subject to 'Force Majeure' exception below): More than six months prior to the scheduled date: An amount equal to one-third of the estimated food, beverage and room rental charges based on the minimum estimate agreed upon in this Confirmation Agreement. More than 60 days and less than six months prior to the scheduled date: An amount equal to one-half of the estimated food, beverage and room rental charges based on the minimum estimate agreed upon in this Confirmation Agreement. 60 days to arrival : An amount equal to seventy-five percent of the estimated food, beverage and room rental charges based on the minimum estimate agreed upon in this Confirmation Agreement. The day of the event: An amount equal to one hundred percent of the estimated food, beverage and room rental charges based on the minimum estimate of the Final Contract of Services. Payment for liquidated damages due as a result of cancellation shall be made at the time of cancellation. Force Majeure Neither Club nor Member/Client shall be required to perform any term, condition, or covenant in this Agreement so long as such performance is delayed or prevented by force majeure, which shall mean acts of God, war, terrorist act, strikes, lockouts, material or labor restrictions, damage to or destruction of Club facilities, lack or failure of utilities or services, or prohibitions by any governmental authority. In the event that the Function is cancelled as a result of a force majeure event, all fees shall be returned to Member/Client, less actual costs incurred by Club in anticipation of the Function. Food and Beverage Regulations Due to Apulent's policies along with the King County Health recommendations, prepared foods utilized for banquet events are not allowed to leave the premises. No outside food is allowed at facilities operated by Apulent. Facility Use Policies ~ In booking your event please respect the capacity of the individual banquet rooms and the attendance number on this Confirmation Agreement. If you choose to exceed that number we cannot be responsible for services rendered.

5 -} NO glitter or confetti is allowed either inside or outside of the facility. -} NO taping of items, nailing, stapling or pinning will be allowed in the facility. Any damages resulting from the client or their guests will be charged to the client. -} All amplified music or other forms of entertainment must be confined to the room in which your function is being held. Bands may not be used without prior approval from the Sales Manager. -} Indoor trees may not be moved or lights installed. -} Deliveries will only be made on the actual day of the event, please mark all items with event name. -} All equipment must be removed immediately following the event (i.e." dance floors, piano, staging, meeting materials, etc.). -} All clients/vendors must supply their own equipment (extension cords, power strips, flip charts, easels, pens, etc.). All cords must be secured with gaffers tape (provided by the company) -} All candles must be in votive or hurricane style containers. Client Responsibilities Client agrees to begin the function at its scheduled time and to have their guests vacate the function space at the completio n time as specified on this Confirmation Agreement. Room will be available for set-up one hour prior to the event time. Indemnification/Hold Harmless Each party shall defend, indemnify and hold the other party, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of injuries and damages caused by each party's own negligence. The client will be responsible for any materials and equipment broken, stolen, or lost caused by the negligence of any of their guests. Charges will be based on service fees and replacement costs of materials and equipment. Insurance Each party shall provide a Certificate of insurance evidencing: Commercial General coverage written on an occurrence basis with limits no less than 51,000,000 combined single limit per occurrence for personal injury, bodily injury and property damage. Each party reserves the right to receive a certified copy of all required liability insurance policies. I hereby agree to all terms and policies as stated in the above contract. (Client- Please print name) Apulent Events and Catering Signature: By: Rachelle Taylor Title: Title: Sales Manager Date: Date: July 18, 2012