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Home My WebLink About2020-103-E Visitors Bureau - Friday Center rentalThe Friday Conference Center 4430 Tentative Bookings / Details Quantity Price Amount The Friday Conference Center Terms and Conditions The Friday Conference Center is available for use by all administrative and academic units of the University, and by non‐University organizations in cooperation with a unit of the University. The facility is intended for use by organizations rather than unaffiliated individuals. All programs conducted at the Friday Conference Center must meet the following criteria: The program must have a clearly identifiable continuing education component. The program must be related to the teaching, research, and/or public service mission of the University. The program must be intended primarily for an adult clientele. The program must be sponsored, co‐sponsored, or hosted by an administrative or academic unit of the University. Programs must fall within one of the following categories: 1. Sponsored program. The primary responsibility for planning, conducting, and administering the program is held by a University administrative or academic unit. 2. Co‐sponsored program. A University administrative or academic unit is jointly responsible, along with a non‐University unit, for planning, conducting, and administering the program. 3. Hosted program. A University administrative or academic unit is responsible for assuring that all University guidelines for such activities are met, but a non‐University unit is responsible for planning, conducting, and administering the program. The Friday Conference Center is not intended for use by regularly scheduled classes. On a space‐available basis, University departments may conduct approved special functions at the Friday Conference Center. Examples of approved events include retirement receptions, award ceremonies, and departmental holiday celebrations. Social events held in conjunction with University‐related educational programs held at another location may also be scheduled at the Friday Conference Center. As a University administrative unit, the Friday Conference Center may serve as a program sponsor or host in accordance with the policies for use of the Center. All users of the Friday Conference Center must agree to abide by University policies relating to matters of safety, liability, non‐discrimination, non‐disturbance, civil obedience, use of University grounds, and other relevant University policies. Policies Food and Beverage Services The Friday Conference Center reserves the right to use our contracted catering service to provide all food and beverage for your event. Outside food/beverages will not be permitted. A catering representative will assist with all your food/beverage needs. Alcoholic Beverages Alcoholic beverages (mixed drinks, beer, wine, and cordials) may be served under terms and conditions Page 2 of 52/4/2020 10:24 AM DW DocuSign Envelope ID: E07693F0-1886-4A6A-A470-C4747C3AAB07 The Friday Conference Center 4430 Tentative Bookings / Details Quantity Price Amount consistent with policies of the University and the Friday Conference Center. Cash bars are not allowed. Guarantee Policy The Friday Conference Center must have a specific attendance number for programs that are charged a per‐ person rate and/or have food and beverage services. An estimated guest count is due at the time the reservation is made. At 45 days prior to the program date; numbers may be increased, but cannot be decreased by more than 25%. Final attendance numbers are due 5 days prior to the program start date and cannot be changed. Billing (UNC Departments) Clients will be invoiced within two weeks following the end date of their event. Clients agree to pay all applicable charges for use of Center facilities and services. If a group fails to pay an invoice within 30 days, the group will be subject to loss of future reservation privileges and the cancellation of any upcoming events. Billing (UNC Student Orgs & Non‐UNC Groups) Clients agree to pay all applicable charges for use of the Friday Conference Center facilities and services. A non‐refundable deposit is required to hold space with the Friday Conference Center and due upon signing. ∙25% of total estimated costs (non‐refundable) due upon signing of proposal. ∙25% of total estimated costs due 45 days prior to program start date. ∙100% of remaining estimated costs due 5 days prior to program start date. ∙A final invoice, with any additional costs incurred, will be issued within 2 weeks of the program end date. Failure to meet scheduled payment deadlines may result in cancellation of program and client will be subject to loss of future reservation privileges and the cancellation of any upcoming events. Cancellation Policy If cancellation or postponement of a program is made less than forty‐five (45) days prior to the scheduled meeting date, the Friday Conference Center reserves the right to charge one‐half of the minimum anticipated fees for all facilities and services requested. For cancellations or postponements of contracted catered functions, the actual cost of any non‐recoverable catering expenses will be added. Numbers cannot be reduced at the time of cancellation. Cancellation fees will be calculated at 50% of the number booked as of forty‐five (45) days prior to the program. Insurance/Liability (Non‐UNC Groups) Clients shall provide liability insurance of $1,000,000.00 or greater for events hosted at the Friday Conference Center. The University is to be named as an additional insurer on the policy. Clients shall provide the Friday Conference Center with a certificate of insurance no less than forty‐five (45) days prior to the commencement of the event. This form must have a 30‐day cancellation notice and the Friday Conference Center must be given notice of cancellation/modification of said insurance. Vendor / Exhibit Space Exhibitors are required to support the educational mission of programs hosted at the Friday Conference Center. Materials (such as recordings , proceedings or books) that are related to the program being conducted Page 3 of 52/4/2020 10:24 AM DW DocuSign Envelope ID: E07693F0-1886-4A6A-A470-C4747C3AAB07 The Friday Conference Center 4430 Tentative Bookings / Details Quantity Price Amount may be sold or distributed. The sale of materials and items not related to a program is not permitted. The Friday Conference Center requires a list of vendors and their purpose and are subject to approval by Conference Center management. Technology Policy To ensure system compatibility and appropriate technical support, only Friday Conference Center equipment may be used. Exceptions are laptop computers, peripherals and special situations in which specific equipment may not be available at the Friday Conference Center. Adverse Weather Policy In the event of adverse weather conditions, the Friday Conference Center will make decisions about conference operations in a manner that best addresses the safety, convenience, and preferences of clients and conference attendees. If the University of North Carolina at Chapel Hill is closed due to adverse weather, the Friday Conference Center will be closed as well and will notify clients accordingly. If the University remains open but conditions warrant, the Friday Conference Center may delay opening, close early, or close operations entirely. In the event the Friday Conference Center closes due to adverse weather which results in the postponement of a program, the Friday Conference Center will work to reschedule the program with the client without penalty, excluding any contracted financial obligations with third party vendors for which the client remains responsible. The Friday Conference Center will not be liable for any costs incurred due to rescheduling. Parking The Friday Conference Center parking area is provided at no cost exclusively for the use of our conference attendees and guests. Everyone is required to display a permit to park in visitor‐designated spaces. Permits may be obtained electronically prior to your program. Your event specialist will assist you in determining the most efficient way to distribute permits to your attendees. Rates Rates are subject to change each fiscal year and assessed a 15% service fee. A notification will be sent prior to rate changes. For evening and weekend programs there is a daily program minimum of $3,000. ACCEPTANCE OF CONTRACT To signify the OrganizaƟon’s intent to be legally bound by this agreement, please sign and return the contract via email or fax (919 962 ‐2061) to your conference coordinator. This Agreement shall not be binding on either party until the Organization has faxed or emailed to the Friday Conference Center an executed version of this Agreement. To the extent the Organization accepts this agreement via email, such email reflecting acceptance of terms shall be deemed to be a part of this Agreement. Signature of authorized representative: Date: Name: Email Address: Cell phone number : Page 4 of 52/4/2020 10:24 AM DW 4UFWF#SBOUMFZ &DPOPNJD%FWFMPQNFOU%JSFDUPS TCSBOUMFZ!PSBOHFDPVOUZODHPW XPSLQIPOFOVNCFS DocuSign Envelope ID: E07693F0-1886-4A6A-A470-C4747C3AAB07 The Friday Conference Center 4430 Tentative Bookings / Details Quantity Price Amount Mailing Address: Retain one copy of the Contractual Agreement for your records. Sign and return the second via email or fax. Phone: 919‐962‐3000 Toll Free:1 ‐866‐441‐3683 Fax: 919‐962‐2061 Page 5 of 52/4/2020 10:24 AM DW 8'SBOLMJO4USFFU $IBQFM)JMM /$ DocuSign Envelope ID: E07693F0-1886-4A6A-A470-C4747C3AAB07 The Friday Conference Center 100 Friday Center Drive Chapel Hill NC 27599 919 962-3000 Event Proposal Group Reservation:4430 Leslie Wilcox Chapel Hill/Orange Visitors Bureau 501 West Franklin St Chapel Hill, NC 27516 Event Name: Chapel Hill/Orange County Visitors Bureau Board Meeting Status: Tentative Work Phone: 919-245-4328 Fax: 919-968-2062 Email Address: lwilcox@visitchapelhill.org Event Type: Meeting Event Specialist: Danielle Watson Bookings / Details Quantity Price Amount Department Numbers Allocation Direct Bill - UNC 100% Wednesday, March 18, 2020 8:00 AM - 9:30 AM Chapel Hill/Orange County Visitors Bureau Board Meeting (Tentative) Redbud AB Reserved: 7:00 AM - 10:00 AM U-Shape for 30 Food and Beverage Services: 8:00 AM - 9:30 AM Custom Catering for 30 Custom Breakfast 30 $15.00 $450.00 Breakfast menu tbd. Price based on menu selection Technology Equipment: Lectern with Microphone - Wooden DMP 1 LCD Projector/Display DMP 3 Presentation Remote with Laser Pointer 1 Comes with laser pointer Microphone - Lavalier DMP 1 Food and Beverage Services $450.00 Technology Equipment $0.00 Subtotal $450.00 Service Fee (15%) $67.50 NC Sales Tax - Custom Catering (7.5%) $33.75 Grand Total $551.25 Page 1 of 52/4/2020 10:24 AM DW DocuSign Envelope ID: E07693F0-1886-4A6A-A470-C4747C3AAB07