Special Event Letter of Agreement

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Aileen Byrd
5 years ago
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1 Special Event Letter of Agreement Thank you for selecting The Brickyard at Riverside to host your event. We appreciate the confidence you have expressed in our facility and services, and assure you we recognize that hosting this event is a privilege. At this time, we are tentatively confirming the arrangements outlined below for you. Upon receipt of this letter of agreement, your booking will become definite. Group/Event Name: Address: Phone number: Fax number: Payment and Deposits The Brickyard at Riverside requires a non-refundable, non-transferable deposit (paid by cash, credit card, check or member account charge) in the amount of one thousand dollars ($1000) to guarantee each catering function. After the initial deposit, the payment schedule is as follows: 25% of the total estimated costs are due one hundred and twenty (120) days prior to the event 50% of the total estimated costs are due sixty (60) days prior to the event 75% of the total estimated cost are due thirty (30) days prior to the event The remaining estimated balance will be due seven (7) days prior to the day of the event. Any additional charges incurred the day/night of the event must be settled at the conclusion of the event. *The total estimated costs for the event are based on the estimated number of guests written on the agreement contract. DEPOSITS ARE NON-REFUNDABLE and NON-TRANSFERABLE AFTER 10 DAYS FROM THE SIGNING OF THIS AGREEMENT. THIS IS A RESERVATION AGREEMENT BETWEEN BRICKYARD AT RIVERSIDE AND THE MEMBER OR MEMBER S GUEST OR GUEST. Deposits not paid within 10 days of this agreement will result in a cancellation of the reservation. The $ deposit will be applied to the final bill for this function. All events must end by 12:00 midnight. *Prices quoted do not include taxable service charge and sales tax.

2 Cancellations Should you cancel your event, the advance deposit(s) shall be forfeited. Additional cancellation charges shall be calculated as follows: EVENING EVENTS -Minimum $25.00 per person (if a menu per person price has not been finalized) multiplied by the estimated number of guests DAY EVENTS -Minimum $15.00 per person (if a menu per person price has not been finalized) multiplied by the estimated number of guests If written notice of cancellation is received in advance of your scheduled event date (based on the above formula) the following charges will be assessed: Time of contract to 120 days prior to event date 25% of estimated total days prior to event date 50% of estimated total days prior to event date 75% of estimated total 30 0 days prior to event date 100% of estimated total *The total estimated costs for the event are based on the estimated number of guests written on the agreement contract. I hereby understand if I should choose to cancel my event I am responsible for the charges as stated above. Hours of Sale Alcoholic Beverages Consumption on the premises licensees shall only engage in the sale and services of alcoholic beverages between the hours of 7:00 am and 12:00 midnight, Monday through Sunday. The bar closes one (1) hour prior to the end of the event. The Brickyard at Riverside reserves the right to discontinue any and all services in the event of blatant or willful disregard for the law on the part of the event sponsor, host, group representative or guests in attendance. Tax and Service Charge All food and beverage prices are subject to a taxable service charge plus applicable state and county sales taxes. Liability The Member Member s Guest or Guest agrees to be responsible for any damage to the function room or to any other part of The Brickyard at Riverside by the client, his/her guests, independent contractors or their agents under the client s control. You will be responsible for complying with applicable laws, regulations or permitting requirement for any decorations or signs you staple or tape. Glitter, confetti, rice and birdseed are not permitted for use within the Clubhouse. Your vendors and suppliers may enter the facility no sooner than one-hour prior to your event, unless prior arrangements have been made with the Management. The Brickyard at Riverside will not assume or accept any responsibility for damage to or loss of any merchandise, articles, or property left on the premises prior to, during, or following a function.

3 Menu Selection In order for us to assure the availability of all chosen items, your menu selection should be submitted to the Culinary department and approved at least thirty (30) days prior to the function date, unless prior arrangements have been made with the Culinary department. Menu selection and cost will be based on current published menus within 90 days of your event. Menu and setup arrangements will be detailed on a Banquet Event Order and will be submitted for your approval and signature prior to the event. Minimum Guarantee To allow adequate preparation time a final confirmation of the guest count must be made 7 days prior to the function. Should your final count drop below the contract guarantee you will be financially responsible to fulfill the guest count given to the club seven (7) days prior to the event date. Please notify your Management seven (7) days prior to your event to confirm the guaranteed number of guests for your event. THIS GUARANTEE IS NOT SUBJECT TO REDUCTION OUTSIDE OF SEVEN BUSINESS DAYS. The Brickyard at Riverside will have the product prepared and set up for 10% over this number. Should your guarantee not be received by the specified time, the estimated number initially submitted by you will then become the guarantee. Your guarantee is the minimum charge. Any increases in the guest count after 7 days will be billed at 1.5 times the per person cost for each additional guest. Food & Beverage The Brickyard at Riverside will provide all food and beverage with the exception of a celebration cake. Outside food and beverage will not be permitted without consent. Due to Health Department regulations and Club policy, food and beverage must be consumed during your event and is prohibited from being removed from the premises. Buffet and Reception food items will be available for a 90 minute time period agreed upon by the Client and Event Coordinator, unless otherwise specified. Food tastings may be done for all Brickyard at Riverside events after a deposit has been made. Tastings will only be done Mondays, Wednesdays, Thursdays and Sundays between 11:00 am- 4:00 pm. Tastings are subject to the Chef s availability and must be made two weeks in advance. Tastings will be charged based on what is prepared and will be due the day of the tasting. Alcohol All alcoholic beverages must be purchased through Brickyard at Riverside. Brickyard at Riverside service staff must dispense all beverages; alcoholic or nonalcoholic. Brickyard at Riverside is required under state law to request proper identification. Brickyard at Riverside reserves the right to prosecute minors for attempting to purchase alcohol or tobacco. Minors attempting to purchase alcohol or tobacco will be asked to leave your event immediately, no exceptions. Brickyard at Riverside also reserves the right to refuse service of alcoholic beverages to any individual under any circumstances. Any belligerent behavior will result in prosecution. Brickyard at Riverside reserves the right to eject violators of these policies from Brickyard at Riverside premises. You must sign a Social Host Liability Form prior to your function. Guests are allowed to leave vehicles in the parking lot overnight.

4 Dress Code Shirts with collars are required. Jeans, cutoffs, gym shorts, t-shirts, and tank tops are not permitted. The Brickyard at Riverside s management reserves the right to refuse admittance to any guests that are not in compliance with the dress code. Safety To insure maximum safety for attendees, the usage or distribution of bird seed, rice, flower petals, confetti and bubble solutions will only be allowed outside the clubhouse. Building Access As a part of this agreement, certain rooms have been designated for your event. All activities associated with your event must be confined to the rooms assigned. Access to other areas of the club is not available and you hereby agree to advise all attendees of this policy. Service Times It is agreed the event will begin and end at the agreed times. Arrangements can be made for extra hours prior to the event at an additional expense. Extension of extra hours because of noncompliance with the contracted times will result in additional expenses being added to your final statement at the overtime rate of $5.00 per person per hour. Room Set-Up Fees All non-member and member sponsored events will incur a room set-up fee and initial deposit. The fees incurred are as follows: Pavilion - $ Clubhouse - $ Thomas Room - $ Tom Morris Room - $ Bobby Jones Room - $ Pool Area $ Indemnification and Limitation on Damages You agree to indemnify, defend and hold harmless us, our partners, employees, agents, officers, affiliates and independent contractors from any and all claims, actions, suits or allegations for damages or losses to person or property due to the actions of you or your guests in connection with your event, unless such damages or losses are attributable to our gross negligence or willful misconduct. Except as stated in the preceding sentence, neither of us is liable to the other for any incidental, consequential, indirect, or special or punitive damages. It is understood and agreed that The Brickyard At Riverside shall not be held liable for any losses of public enemies, strikes, fires, floods, acts of God, or other acts not within the control of The Brickyard At Riverside and which The Brickyard At Riverside is unable to prevent. Arbitration

5 If a dispute arises, as to the enforceability or breach of any term of this agreement, then you and we agree to submit the dispute to binding and final arbitration under the rules of the American Arbitration Association. All arbitration proceedings must be held in Monroe County, where the property is located. The prevailing party in the arbitration is entitled to recover in the arbitration its costs and expenses, including but not limited to, reasonable attorney fees. If this letter of agreement and the requirements outlined confirm your understanding, please sign in the space provided and return to us by and your initial deposit by, to guarantee the space requested. Should we not receive this agreement by the requested date, we will no longer hold space for your group. On behalf of everyone at The Brickyard at Riverside, we look forward to being of service and we thank you for your business. If at any time I can be of assistance, please don t hesitate to call. Sincerely, Deven Graydon Event Coordinator Date The undersigned acknowledges and agrees to the items detailed above and understands and has read the attached rules, regulations and policies contained in this letter of agreement and as evidenced by my signature below, this agreement is hereby approved and considered to be legally binding on both parties. Authorized Signature Group Name Title Date (s) of Event Today s Date

6 Brickyard at Riverside Special Event Application Today s Date Date of Event Applicant Name (FIRST) (LAST) Co-Applicant name (FIRST) (LAST) Mailing Address: for billing and all correspondence. Please, no PO Box Numbers. Name Phone# (DAY) Address Phone# (EVENING) City State Zip Code Fax REFERENCES Name Telephone Number Name Telephone Number SPONSORING MEMBER Name Telephone Number Member Number Member signature (MEMBER) I understand that the Brickyard at Riverside. is a privately owned Club and that Brickyard at Riverside has the right to make inquiries of the references I have submitted. It is at the discretion of the Brickyard at Riverside Management as to whether or not I shall be accepted for a non- member sponsored event. SIGNED SIGNED (APPLICANT) (CO-APPLICANT) Complete and return to our Event Coordinator Brickyard at Riverside 6000 Wesleyan Drive North Macon Georgia Phone Fax cateringmanager@brickyardgolf.com

7 Brickyard at Riverside Special Event Deposit Agreement Today s Date / / FUNCTION Estimated # of Guests Function Date / / Start Time End Time CONTACT Mr. Mrs. or Ms. Address City State Zip Phone #s (H) (O) DEPOSIT AMOUNT $1, to hold date. Check Cash Deposit Received $.00 Signed DEPOSITS ARE NON-REFUNDABLE AFTER 10 DAYS. THIS IS A RESERVATION AGREEMENT BETWEEN BRICKYARD AT RIVERSIDE AND THE MEMBER. Deposits not paid within 10 days of this agreement will result in a cancellation of the reservation. The $1, deposit will be applied to the final bill for this function.. Brickyard at Riverside Date Member Date Complete and return to our Catering Manager Brickyard at Riverside 6000 Wesleyan Drive North Macon Georgia Phone Fax cateringmanager@brickyardgolf.com

8 AV/Props Projection Equipment Overhead Projector and Screen... Slide Projector and Screen... $60.00 LCD Projector and Screen... $ (2200 ANSI Lumens Brightness) 4500 Lumen LCD Projector... $ Audio Equipment Floor Podium with microphone/ light... Price Varies Sound System Patch Fee... $20.00 Tabletop Podium with Microphone.... Wireless Handheld Microphone... Wireless Lapel Microphone... $80.00 Video Presentations 19 Video Package (TV/VCR)... TV/VCR/DVD (Mounted to AV Cart)... LCD Projector and Screen... $ (2200 ANSI Brightness) Standard Slide Projector... $55.00 Camera Kit with Tripod... $ Presentation and Visual Aides Tripod Easel... AV Cart... Dry Erase Board with Markers... Tabletop Podium with Microphone... 6 Tripod Screen... Flip Chart with Pad and Markers... Meeting Accessories Extension Cords... Power Strip... Exhibitors (6 Skirted Table/ 2 Chairs)... Special Event Equipment Dance Floor (up to 24X24)... Price Varies Outside Services We will be happy to assist with any of these services: Photography, Videography, Image Transferrals or Copying, Printing & Entertainment (DJ, Band, Speaker, Comedian.) Formal Attire, Bakery (Cakes), Florist or Transportation.

Wedding/Bridal Shower Letter of Agreement

Wedding/Bridal Shower Letter of Agreement Thank you for selecting The Brickyard at Riverside to host your wedding. We appreciate the confidence you have expressed in our facility and services, and assure