Event Center Policies and Procedures 2018

Transcription

1 Event Center Policies and Procedures Ashley Phosphate Rd. North Charleston SC To reserve a date for your event, the Exquis Center requires a $ nonrefundable deposit. A $ damage or extra clean up fee will be charged if any physical damage occurs during the event or if excessive clean-up is required after the event. A valid credit card must be presented prior to the event to be kept on file in the case this charge must be rendered. If the event is cancelled due to an Act of God or due to the action of any governing body and not due to the actions of Lessee or Lessor than Lessor will refund the entire amount paid under this contract including security deposit at the time of such cancellation. Lessor may cancel this Agreement without cause subject to the refund requirement below. The following refund policy applies to this Agreement: a) A full refund of all payments made under this Agreement for cancellations pursuant to section above. b) The Security Deposit is nonrefundable other than for reasons stated in section above. c) 100% of the amount paid under this Agreement, excluding the Security Deposit will be refunded if the Agreement is cancelled by the Lessee on or before 120 days prior to the date of the event. d) 100% of the total amount paid under this agreement, including the Security Deposit will be refunded if the Agreement is cancelled by Lessor All events where alcohol is served, or present will require the presence of security staff provided only by the city of North Charleston police officers for events with 100 or more attendees. This service is available through Exquis Event Center. Exquis Event Center is the Bar Service Provider for this facility. All contractors hired for events must provide applicable license, permits and liability insurance.

2 Offsite caterers must prep food ahead of time or cook outside of the building. Per North Charleston fire department, we cannot have fryers, hot plates etc. in the auditorium. We do allow hot boxes, warmers, and chaffers. All Caterers are responsible for completely cleaning the hall. All trash must be removed from building and placed in dumpster. All tables stripped down and wiped down with a sanitizer solution. Caterers must contact Event Coordinator prior to event to provide license and insurance documentation and discuss policies of venue. Decorations may be brought in for the event; however, the use of nails, tacks, glue, screws, or other fasteners that will cause damage to the walls, tables, floors, ceiling or equipment are prohibited. Use of open flames is prohibited. We suggest LED candles. DO NOT use tape of any kind on the windows in the lobby area. Times for set up and tear down of decorations must be coordinated in advance with management if they are not within the specified rental time allotment. There is an additional charge for prior day set up, arrangements must be made in advance. Caterers are required to remove and dispose of all related items properly in the dumpsters provided outside the center. This consists of clearing all tables of related debris and cleaning the prep area including the floor in this area. If you have questions, please contact us directly. Event attendees will inspect area after each event to assess any issues. **** All events must provide a form of Liability Insurance to cover the event. We suggest an extension of your homeowner s insurance, companies found through the internet all accepted as well. We must have a copy of the certificate no later than 10 days prior to the event, or the event will not take place. We can order you a policy and add it to your invoice. The typical range for a policy, depending on number of people and how your event is set up can be from $175 to $350. Trade show deliveries accepted the day before the event will require payment of $25.00 per container. This fee is due upon delivery of the container to the exhibitor. Should merchandise or articles be left at the event center preceding or following the function, the Event Center will assume no responsibility for damage or loss. Loss or damage of displays, equipment, decorations or any other property brought onto the premises will be the sole responsibility of the renter, decorator. Group or organization. Page 2

3 Hours for social events, weddings, receptions, concerts, and productions are from 11:00am until 12:00 midnight. There will be an additional $50.00 per hour before 11:00 am and an additional $ per hour or any fraction therefore after midnight. All vendors, guests, etc. Must be out of the building by 2:00am. When paying for additional hours any time incurred after 2:00 will be billed in full hours at $ hour, to the credit card on file. If a change from room set up is requested on the day of the function a labor charge will be added to offset the additional labor required to make the change. Final arrangements and payments are due in full ten (10) business days in advance of all functions and events, along with proof of event insurance. Pricing for Rental Agreements Event Center Hours 11:00 AM Until 12:00 Midnight Rental Rate: Sunday thru Thursday $ Friday and Saturday $ Show Room Rental only ½ day $ Holiday Day Events (New Year s Eve, New Year s Day, Labor Day, Christmas Eve, Christmas Day, Thanksgiving, Easter, 4 th of July) $ Holiday Mandatory Clean Up Fee $ Decorations before 11:00am each hour $40.00 Added day set up or tear down fee $ Additional Hours after midnight (2AM Max) $ per hour Standard electric outlets each $15.00 each Page 3

4 Multi outlet power panel each $ each Security Officer (per 100 attendees) each $ Bartenders each $ Ice Machine Use $50.00 Dumpster Pick Up $ Bar on Wheels each $50.00 Security Officer Holidays (per 100 attend) each $ Audio/Visual (4 hours) Subs Rental $ Monitor Rental $45.00 Side Top Fill $50.00 LED Flat Par Light $ Wireless Mic Package $ Leko/Gobo Lighting Fixture $65.00 Behringer S16 Digital Snake $ Chauvet LED Spot 350 Mover Light $85.00 Hazer Rental $50.00 Straight Mic Stand $5.00 7,000 Lumen Projector $ Projector Screen Rental $ Roland Video Swticher $ Page 4

5 10' x 12" Truss Section $55.00 Truss Base Rental $75.00 Tech Labor Per 10 Hour Day Per Tech $275.00* Tech Labor Per Hour Per Tech $30.00* Mandatory Fee for all rentals- added to room cost Maintenance and Enviromental Fee (per-1 st day) $ Additional Maintenance and Environment fee (per day multiple day events) $ Chiavari Chair (Clear, Gold or Silver) - $5.00 Resin White Padded Folding Chair - $2.50 Plastic White Folding Chair - $ Round Cocktail Table - $ Round Table - $ Round Table - $5.00 8ft Banquet Table - $5.00 Chair Covers - $2.00 Chair Sash - $1.00 Polyester Table Linens - $8.00 Wireless Up-lighting ($25 each) Throne Chair (seats 1) $150 High-Back Throne Chair (seats 2) $200 Outside Rental equipment companies and decorators must remove their equipment at the end of the event or make suitable arrangements with the management of Exquis. Lessee is required to pay a $ fee for outside Rental companies. Valet Parking Service Available upon request North Charleston Police Department requires a minimum of two uniformed officers for any event that is serving alcohol. Security offers have a (4) four hour minimum. If security staff is required Lessor will select at the expense of Lessee Page 5

6 Deposit: A minimum of $ must be submitted with an executed contract and a valid ID. 50% of remaining balance will be due 90 days prior to event, with final balance due 10 business days prior to event. You are welcome to make any form of payment at any time. A valid credit card must be kept on file. **** All Prices are subject to change. Gratuities for all assistance is appreciated. Exquis Event Center is holding on a tentative basis, the space known as 5101 Ashley Phosphate Rd. North Charleston SC (The Premises) until this Rental Agreement is signed by the Lessee named below and returned with required Page 6

7 security deposit. The premises will not be reserved until the Rental Agreement is signed by Lessee & Lessor, the required security deposit and the Credit Card Authorization Form have been received and accepted by Exquis. Lessee Name Street Address City State Zip Contact Name Contact Tel # Fax# Contact Address Purpose of Rental Number of Guest Event Date Day of Week Rental Period: Start Time End Time Venue Rent Equipment Rent Total Less Rental Deposit (Non-Refundable) Balance Due (Payable 90 days prior to event) Outside Services Event Coordinator Caterer Equipment Rental TEL# TEL# TEL# Page 7

8 Florist Audio/Visual TEL# TEL# Signature Print Name Date Credit Card Number Exp Date CSV Credit Card will only be charged if damages are found upon inspection of facility after the event. You will be notified if there are any damages. Nonpayment of these damages will result in further actions and charges including magistrate fees, attorney fees, and any court costs that may be incurred. Page 8