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HomeMy WebLinkAbout2013-294 Tax - Top of the Hill for Eastern Piedmont Tax Association Regional Meeting $1,669.36 Event Invoice:339407 Revised:7/10/2013 �Gt�G Event Date:Thursday,September 19th 2013 Event:OC Tax Office Site:The Top of the Hill Salesperson:Event Manager Event Manager: Contact:Dwane Brinson Daytime Phone:9192452726 Email:dbrinson@oranizecounjync.gov Fax Number: Address: On Site Contact:Dwane Brinson Day/Date Start/EndwT�me ? Location Function Set Up ' Est i Gtd t b Se Rental I Thursday September 19th 2013 5:30 PM 8:30 PM �- Entire Facility 70 70 Time _ Timeline Notes Thursday, P... --- -- � __-. -- __._ � Thursda Satr�ber 19th 2013 � X.00 PM � X IX � FOOD Qty' Price Total 70 BUILD YOUR OWN CUSTOM BUFFET $17.99 $1,259.30 ENTREES (Choice of Three) Carved Beef Station �+'0�� VJ 1`, with Rolls (! l 1 Teriyake Sauteed Baby Shrimp N tis Each© C& and Rice �ly �k5 OC �� Chicken Satay Skewers ASS QC 1 Q` t 10 E Sh°` with Spicy Peanut Sauce Pulled Pork BBQ k CJ SIDE OPTIONS Caesar Salad OR Fresh Green Salad with Assorted Dressings Mac and Cheese OR Pasta Salad Baked Beans OR Roasted Seasonal Vegetables DESSERT Cookies,Brownies&Treats Platter I Vegetable Platter $25.00 $25.00 1 Cheese Platter $25.00 $25.00 BEVERAGE Qty. Price Discount Discount Price Total 1 CASH BAR(Bartender Fee) $75.00 100% $0.00 $0.00 All beer, wine and liquor available on individual tabs 1 NON-ALCOHOLIC BEVERAGES INCLUDED $0.00 $0.00 Coffee,Sweetened&Un-Sweetened Teas,Coca-Cola Products *Selectjuices can be included in an additional package SET-UP&SERVICE Qty. Price Total 1 SERVICES INCLUDED $0.00 $0.00 Valet Parking for All Guests A/V Needs(Microphones,Laptop Hook-Ups,Unlimited Pandora Account,Wireless Internet) Tables,Chairs,Linens,Flatware and Serving Staff In-House Centerpieces ESTIMATED CHARGES Rcom Rental Fee $600.00 Discount/Adjustments(Full Room Rental Waived Per Danielle) -$600.00 Subtotal $1,309.30 Service Charge 20.0% $261.86 Tax 7.5% $98.20 Grand Total $1,669,36 Deposit $-0.00 Estimated Amount Due $1,669.36 Price Per Person $23.85 Electronic Signature No signature of file A 20%Service Charge applies only to food and alcoholic beverage purchases. The North Carolina State Tax of 7%*is calculated only on food. The final payment amount,as specified by the Great Room Events Office,is due by the close of the event,with the exception of UNC-Direct Billing members and pre-arranged payment options as approved by the Events Office.Final payment is considered late 10 business days after the event date.. If payment is received after the tenth business day,the client will be subject to a 30%late fee.This percentage increase is applied to the balance due only. Menu choices are due to the Events Office no later than 2 weeks prior to the stated event date.If menu choices are not provided within the required time frame,choices will be up to the discretion of the Great Room events staff.Guaranteed head counts are due to the Events Office no later than seven days prior to the stated event date.If head counts are not provided within the required time frame,the event will be prepared based upon the original estimated head count provided. Client understands that events may be photographed during the setup for training purposes,use in our blog and/or for publication in multiple media forms. Client has read,understands and agrees to all Terms and Conditions(1/1/2013)put forth by The Great Room at Top of the Hill,including but not limited to,the application and enforcement of all North Carolina state laws and liability. FULL TERMS&CONDITIONS(1/1/2013) 1. Proposals:Upon receipt of the client's preferences regarding(1)desired rooms,(2)estimated guest count,(3)preferred food menu and(4) preferred bar setup,The Event Office will craft an Event Proposal for the client's chosen date.Included with the Proposal will be a signature confirmation page and a credit card authorization form that must be returned to The Event Office along with all required deposit fees. 2. Bookings:All bookings are only considered confirmed after Event Proposal with client signature is returned and all relevant deposits are paid to The Event Office.The client has 72 hours from receipt of Proposal to pay all necessary deposits.After this 72 hour period,the requested date will be released and available to other bookings. 3. Deposits:A NON-REFUNDABLE/NON-TRANSFERABLE deposit equal to 30%of the estimated total event revenue will be due within 72 hours of receipt of proposal,unless otherwise arranged with our Director of Event Sales.We accept deposits in the form of cash,personal or cashier's check or credit card(American Express,MasterCard,or Visa).Top of the Hill Restaurant and Brewery reserves the right to cancel any reservations that have not met these deposit requirements.Receipt of your event deposit confirms your acceptance of all Terms and Conditions, 4. Room Rental Fees:Each event room in The Great Room Complex and Back Bar carries room rental fees based on the day,hour and length of rental.These fees cover components including,but not limited to,all Top of the Hill standard tables,chairs,linens,china,flatware,glassware and general space setup and breakdown.Should the client choose to supply any of these items from outside vendors,the room rental fee will not decrease.Room rental fees in full are required as a deposit for any event where food is not served in our event space or any event where the Top of the Hill Restaurant Menus are offered.There is no Tax or Service Charge applied to room rental fees. 5. Overlapping Events:Our space is made up of four congruent,yet divisible,rooms.PLEASE NOTE THAT DEPENDENT ON THE NUMBER OF ROOMS RENTED FOR A PARTICULAR EVENT THE POSSIBILITY EXISTS THAT THERE WILL BE MULTIPLE EVENTS OCCURRING SIMULTANEOUSLY.If you need to ensure privacy for your event,speak with our Director of Event Sales about options. 6. Payment:The final method of payment must be confirmed with The Event Office seven(7)days prior to the event date The Event Office also requires that the client provide a valid credit card number when the reservation is confirmed that will be used only if payment is not received or in the event of a cancellation.This information will be destroyed after all payments have been received and the event has been closed in full. Any outstanding financial obligations(bar tabs,additional food,etc.)must be met by the close of the event. 7. Invoice Billing:Any client who,because of corporate or government invoice policies,requires billing as opposed to same day payment has 72 hours from the close of the event to settle their account or they will be subject to additional fees.The Event Office MUST be notified prior to the date of the event of plans to pay later. 8. UNC Billing:_Clients wishing to pay by University Direct Billing will not be subject to a deposit fee,but must give The Event Office all accountant contact information at the time of booking.Should a given department cancel after signing the confirmation paperwork for an event,Top of the Hill Restaurant and Brewery,and its ffiliated facilities,will hold the department responsible for the room rental fee in full.Should a given department cancel within seven(7)days of the event,Top of the Hill Restaurant and Brewery,and its affiliated facilities,reserve the right to bill the given department for up to 75%of the estimated event total. .,V. _a3ig.11llClIke ALIVI 1-1.1JI Vi uuyw,ti uiv,a.uv ivay "UL ­11L 1VU v,iiu1—­11t iuvuia iuuaL V� vav awu WLV.0 uv vu­­­k and according to rental agreement or the client may subject to additional fees 11. Service Charges&State Tax:North Carolina State sales tax is currently 7.75%.The Great Room Complex's Service Charge is currently 20% and covers the cost of all bartenders and servers.Tax and Service Charge are only applied to food and beverage costs.These fees are subject to change without notice.Room rental fees are not subject to state tax or gratuity.Clients using the University Direct Billing system will not be subject to state tax. 12. Rehearsal and Ceremony Fees:Wedding ceremonies are subject to additional fees based on day,date,availability and additional hours required.Events including wedding ceremonies MUST add an additional 30 minutes of event time to their rental to account for guest arrival. Ceremony rehearsals will be considered a separate event with applicable fees.Please note that due to the booking schedule,The Event Office cannot guarantee access to the space on the day before a booked ceremony for a rehearsal. 13. Weddings:The Event Office requires that all clients planning wedding receptions select a person,preferably a Certified Wedding Coordinator, outside of the bride,groom or either's immediate family,to serve as point of contact for the day of the event.All additional setup for wedding ceremonies or receptions falls to the client.Coordination of multiple vendors on the day of the event,sequence of ceremony and/or any details of the event unrelated to the standard service of food,beverage and facility management WILL NOT BE the responsibility of your on-site Event Coordinator.Please feel free to contact the Event Office for a list of preferred wedding coordinators. 14. Linen:The Great Room Complex stocks white linen tablecloths and black linen napkins and gladly offers them for use to all booking clients. Should clients prefer to bring in their own linens,no discounts or refunds for cost of linens will be credited. 15. Food:All food items served in The Great Room Complex must be supplied and prepared by Ton of the Hill Restaurant and Brewer and its affiliated facilities Clients wishing to supply their own cake will be subject to a cake cutting fee of$2.00 per person.No catering food may be removed from the event premises. 16. Event Coordinator:Prior to your event,you will be contacted by the Event Coordinator assigned to be your on-site event manager.At this time,all details and plans put in place during meetings with the Director of Event Sales will be reviewed,discussed and determined.Please note that if you have questions or concerns at any time from confirmation of your booking to the event date,you are always welcome to call The Event Office and speak with any member of our team. 17. Guest Count:A final attendance count must be confirmed seven(7)days prior to the event.For sit-down dinners,plate counts per course are also due to The Event Office seven(7)days prior to the event.Any menu items other than those offered on our menus may be subject to additional charges.We do not guarantee identical service or menu options for any additional guests added after the seven(7)day deadline.Any service or meal provided for additional guests may be subject to a surcharge on the memo price. 18. Menu Choices:All menus must be determined in full fourteen(14)days in advance of the event.Any menu left undetermined by this time may be subject to change based on import availability. 19. Menu O 'ons:All menus in The Great Room are based on a minimum party size of 30 guests.Smaller parties are welcome to book the Franklin Room or Tank Room for events where they will order off the Top of the Hill Restaurant and Brewery menus or a Limited Top of the Hill Restaurant Menu,but should be aware that they will be subject to a room rental fee and a 20%service charge. 20. Children's Menu:We do not charge per person for food for children under twelve(12)years of age.Please note that should they choose to not eat from the selected menu,they are welcome to choose from a limited children's menu on the day of the event. 21. Dietary Request Policy:We will be happy to accommodate special dietary requests when possible.Specific menu requests(gluten allergy, vegan/vegetarian options,etc)must be made 14(fourteen)days in advance of the event. 22. Tastin s:We are happy to offer menu tastings to any and all clientele.Tasting requests must be made two(2)weeks in advance and coordinated through the Director of Event Sales.Tasting appointment times are subject to change based on the venue event schedule.Menus must be determined IN FULL prior to the scheduling of a tasting.Please note that tastings for buffet or cocktail menus will comprise solely of the proteins of the menu,while tastings for plated dinners will comprise of the full plate.Tastings are subject to additional per person fees based on menu cost. 23. Beverage:Top of the Hill Restaurant and Brewery,as a licensee,is responsible for the administration of the sale and service of all alcoholic beverages in accordance with the North Carolina State Legislative Commission's regulations.The Great Room Complex will strictly enforce North Carolina beverage laws.Please note that State Laws prohibit the service of alcohol before 12pm on Sundays.Alcoholic beverages purchased offsite are strictly prohibited in Top of the Hill Restaurant and Brewery and its affiliated facilities.Underage drinking or the consumption of alcohol purchased offsite will result in immediate event termination and ejection from the premises. 24. Dry Events:Events without alcohol service are subject to additional fees based on day of the week.Smaller parties(less than 30 guests)and luncheon events are not subject to dry event fees.Contact The Event Office for details. 25. Alcohol Packages:The only exemptions to per person inclusion in our alcohol package system are guests who are under 21 years of age. Should guests arrive prior to a scheduled event start time and begin consuming alcohol on an hourly alcohol package,the booking client will be charged for additional time in increments of thirty(30)minutes. 26. Setup:Any and all seep or breakdown outside the event facility standard(tables chairs linens etc)falls to the client and not the employees of Top of the Hill Restaurant and Brewery Should an event require extra setup assistance by the Top of the Hill staff the client will be subiect_to additional fees. 27. Audio/Visual Requirements Top of the Hill requires that all audio/visual needs be submitted and discussed in fall with your Event Coordinator seven(7)days prior to the start of the event.All DVD slideshows videos or computer presentations of any kind(i.e.PowerPoint slideshows etc)must be tested prior to the start of the event to ensure compatibility.Top of the Hill cannot guarantee and will not be held responsible for the compatibility of any out-of-date,obscure or malfunctioning audio/visual systems.Therefore,it is vital that all material be tested to ensure adequate function. 7R. Displays.Exhihitions and Decorations: All disnlays_exhihits and decorations mast cnnfnrm to Chanel Hill city rnde and firs nrdi—re n,lpc auwuuwa win v�wi iwYv"awuuy vi—wig,­✓uv w W,wuw,uaFw uvt auv w�.u. vaa,vi�.uua.i.wui�.ui.vuvviw.uix �w vi smoke/fog machines is strictly prohibited. 29. Outside Vendors:The Great Room is happy to work with outside vendors of your choice,however all arrival and load-in timelines MUST BE confirmed with The Event Office seven(7)days prior to the event date.Due to our location in downtown Chapel Hill,Top of the Hill offers extremely limited loading and unloading capabilities.The Great Room The Back Bar and Top of the Hill Restaurant and Brewery are not responsible for providing parking for outside vendors. 30. Parking:Top of the Hill is proud to be a validating sponsor of the Town of Chapel Hill's new valet parking initiative.Free valet parking is available to all patrons of The Great Room,The Back Bar and Top of the Hill Restaurant and Brewery every evening except Sundays and beginning at 5PM.Should you like to offer valet parking to your parry at a time outside this frame,The Event Office will be happy to put you in touch with our representative with the Town of Chapel Hill.Please note that on Sundays,all pay lots in downtown Chapel Hill are open to the public at no charge.The Great Room,The Back Bar and Top of the Hill Restaurant and Brewery cannot guarantee that parking will be available on the day of your event.Please contact The Event Office for details.Valet Parking IS NOT available on UNC Home Football Game Days. 31. Liabilfty:Top of the Hill Restaurant and Brewery reserves the right to inspect and control all private functions.Liability for damage to the premise will be charged to the representative making function arrangements.Extra fees will be charged at the discretion of the establishment if more than standard cleanup is required at the close of the event.The establishment does not assume responsibility for personal property or equipment brought into the establishment or the damage or loss of any personal items left unattended or overnight in rooms or coat closets. 32. Force Majeure:No party shall be liable for any failure to perform its obligations where such failure is as a result of Acts of Nature(including fire,flood,earthquake,storm,hurricane,or other natural disaster),terrorist activities,blockage,embargo,labor dispute,strike,lockout,or interruption or failure of electricity.Any party asserting Force Majeure as an excuse shall have the burden of providing reasonable steps were taken to minimize delay or damages caused by foreseeable events,that all non-excused obligations were substantially fulfilled,and that the other Parry was timely notified of the likelihood or actual occurrence which would justify such an assertion,so that other prudent precautions could be contemplated. 33. Late Payment Policy:The final payment amount,as specified by the Great Room Events Office,is due by the close of the event,with the exception of UNC-Direct Billing members and pre-arranged payment options as approved by the Events Office.Final payment is considered late 10 business days after the event date.If payment is received after the tenth business day,the client will be subject to a 30%late fee.This percentage increase is applied to the balance due only. Top of the Hill Restaurant and Brewery and its affiliated facilities reserve the right to alter pricing without prior notification. BY SIGNING YOUR EVENT CONFIRMATION LETTER AND PROPOSAL YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTAND AND A FE TO ALL ABOVE LISTED TERMS AND CONDITIONS EFFECTIVE DATE 6/26/2013