HomeMy WebLinkAbout2020-170-E Visitors Bureau - The Carolina Club event rental (2) DocuSign Envelope ID:6D7ED599-91FF-43AF-9C2F-3897F7360AC8
PRIVATE EVENT AGREEMENT
FUNCTION: March Madness Blitz Reception
DATE OF FUNCTION: March 12,2020
ROOM TIME IN TIME OUT ROOM FEE
Alumni Hall 1 03/12/2020 03:00 pm 03/12/2020 05:00 pm $1,500.00
Alumni Hall 1I 03/12/2020 03:00 pm 03/12/2020 05:00 pm $0.00
Alumni Hall 1II 03/12/2020 03:00 pm 03/12/2020 05:00 pm $0.00
ESTIMATED ATTENDEES: 150 FOOD AND BEVERAGE MINIMUM: $0.00
ESTIMATED COST: $2,462.13 NONREFUNDABLE DEPOSIT: $0.00
MEMBER CLIENT: Chapel Hill/Orange County Visitors Bureau
PHONE: (919)245-4323 EMAIL: mbarbera@visitchapelhill.org
CLIENT REP: Marlene Hampton
PHONE: EMAIL: mbarbera@visitchapelhill.org
This Agreement is not binding upon the Club unless it is signed by both parties and any deposit paid by:
O1/17/2020
This Private Event Agreement(this"Agreement")is between UNC Alumni Club Management,Inc. ("Club"),
located at GEORGE WATTS HILL ALUMNI CENTER, STADIUM DRIVE AT RIDGE ROAD, CHAPEL
HILL,NC,27514-0111 and Chapel Hill/Orange County Visitors Bureau("Member/Client").
Member/Client has requested that Club reserve a portion of Club's facilities for an event, party, banquet, or
function (the "Event"). Member/Client has selected the arrangement summarized above, which will be more
specifically described on Exhibit"A" to be attached hereto (the "Banquet Event Order"). Member/Client
understands and agrees that the following are express terms and conditions applicable to the Event:
1. Payment Schedule. At the time of execution of this Agreement by both parties, Member/Client
shall pay to Club a nonrefundable deposit of$0.00 to secure the Event. This nonrefundable deposit will be applied
to the total cost of the Event. No later than 01/12/2020 (or, if blank, 60 days prior to the Event), Member/Client
will pay an additional deposit equal to 50% of the estimated cost for the Event set forth above (the "Estimated
Cost"). The remaining 50%, less the nonrefundable deposit, is due no later than 03/12/2020 (or, if blank, 7 days
prior to the Event). In the event of an overpayment,the Club shall issue a refund check to Member/Client for the
difference within 20 days after the Event. Any outstanding amounts and any additional charges incurred with
respect to the Event will be charged to Member/Client's authorized credit card. If any payment is not made when
due,the Club may,at its option,deem the Event canceled,in which case cancellation charges will apply.
2. Cancellation Policy. In the event Member/Client cancels the Event for any reason, Club will be
entitled to a cancellation fee as liquidated damages (plus service charges, administrative charges, administrative
fees,as applicable,and applicable taxes)at the time of cancellation as follows:
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More than 120 days prior to the Event - 40%of the Estimated Cost
120 days to 90 days prior to the Event - 50%of the Estimated Cost
89 days to 45 days prior to the Event - 75%of the Estimated Cost
Less than 45 days prior to the Event - 90%of the Estimated Cost Initial
Given the Club's capacity to prepare and serve food and beverages, the parties acknowledge that it is highly
unlikely that the Club would be able to mitigate any losses caused by cancellation of the Event. The parties agree
that prospectively calculating the damages that Club would suffer as a result of the cancellation of the Event would
be exceptionally difficult or impossible. For this reason, the parties have agreed that the calculations set forth
above are a reasonable forecast of just compensation in the event of the cancellation of the Event. The amounts
due for cancellation set forth herein are intended as liquidated damages and not as a penalty. Deposits will be
applied toward the cancellation fee.
3. Guest Guarantee. No later than seven(7) days prior to the Event, Member/Client will confirm the
number of guests attending the Event. In the event Club is not notified of the guest confirmation at least seven(7)
days in advance, Club will use the estimated number of attendees set forth above as the guaranteed number. Club
reserves the right to adjust or substitute the space allocated to the Event to appropriately accommodate the number
of confirmed guests. If there is a food and beverage minimum set forth above,the Member/Client will be charged
the food and beverage minimum or the actual food and beverage charges, whichever is greater. Subject to any
food and beverage minimum set forth above,the Member/Client will be charged for the guaranteed number or the
actual number of attendees,whichever is greater.
4. Service Charge/Taxes/Banquet Event Order Pricing. The prices listed on the Banquet Event
Order, when attached hereto, are subject to proportionate increases to meet increased cost of supplies for Events
reserved more than 120 days in advance,but any such increase shall not exceed 10%. Prices can be set 90 days in
advance of the Event. All food and beverage purchases are subject to an automatic 20%(or, if blank,20%) service
charge, a portion of which may be distributed by the Club to certain food and beverage service employees. The
service charge is not a tip or gratuity. Applicable taxes and fees,in addition to the service charge,will be added to
all amounts due under this Agreement,including without limitation cancellation fees as liquidated damages. Once
the Banquet Event Order has been finalized,it shall be signed and attached hereto no later than seven(7)days prior
to the Event. Exemptions from sales tax will be honored when a valid tax exemption certificate or other required
document is presented no later than seven(7)days prior to the Event. At that time, any tax refund claims must be
made directly with the tax jurisdiction.
5. Member/Client and Guest Conduct/Contractors. Member/Client is responsible for conduct of
Member/Client's guests,attendees,and permitted contractors and will promptly pay for all damages incurred by the
Club due to their actions or omissions. No food or beverage of any kind can be brought into or removed from the
Club by Member/Client or Member/Client's guests or attendees. Member/Clients that wish to use a third party
contractor(s) to provide a specific service, not available through the Club, agree to use a contractor(s) that meets
the insurance requirements established by the Club. The Club reserves the right to approve all contractors, such
approval not to be unreasonably withheld, and all contractors must provide appropriate proof of adequate
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insurance. Member/Client's contracts with its contractors will all specify that such contractor and the
Member/Client will indemnify and hold the Club and its affiliates harmless from any and all damages or liabilities
which may arise by such contractor or through its use. Damage to the Club premises by the Member/Client or
contractors hired by Member/Client will be the Member/Client's sole responsibility. The Event is subject to the
rules and regulations and Membership Bylaws of the Club.
6. Securi . Club is not responsible for security or any damage to or the loss of any personal property
or articles brought into the Club, or for any item left unattended, or for loss or damage which occurs in Club's
parking areas. Member/Client will accept full responsibility for any damages resulting from any action or
omission of their individual attendees in conjunction with organized group activities. The Club is not responsible
for any loss or damage no matter how caused,to any samples,displays,properties, or personal effects brought into
the Club,and/or for the loss of equipment,exhibits,or other materials left in meeting rooms.
7. Alcohol Consumption. Member/Client covenants to be responsible for the consumption of
alcoholic beverages by Member/Client's guests and attendees at the Event. Club does not serve alcoholic
beverages to minors as required by state law, and Member/Client assumes the duty to ensure observance of this
state statute. In the event Member/Client has reason to believe a guest or attendee has become impaired to the
extent they should not drive, Member/Client will prevent the person from leaving the Event without assistance.
Member/Client acknowledges Club may refuse service to any guest or attendee or, at its discretion, discontinue
service to all guests and attendees. Any such discontinuation of service shall not relieve Member/Client of any
obligations or any amounts owed pursuant to this Agreement.
8. Americans with Disabilities Act. Both the Member/Client and the Club shall be responsible for
compliance with the public accommodation requirements of the Americans with Disabilities Act ("ADA"). The
Club agrees that it will comply with Title III of the ADA and the regulations promulgated thereunder. Club shall
provide,to the extent required by the ADA, such auxiliary aids and/or services as may reasonably be requested by
Member/Client, provided that Member/Client gives reasonable advanced written notice to Club of such needs.
Member/Client shall be responsible for the cost of any auxiliary aids and/or services(including engagement of and
payment to specialized service providers, such as sign language interpreters) other than those types and quantities
typically maintained by the Club.
9. Payments. Member/Client shall remain liable for all amounts owed to Club and shall have no right
to obtain a refund of any deposits paid to the Club. Interest will accrue on any unpaid balance or deposit paid late
at the lesser of(i)the rate of 1.5%per month(18%per annum) or(ii)the highest rate permitted under applicable
law. Additionally, should the Club, in its sole discretion, deem collection action necessary, whether prior to,
during, or subsequent to litigation, the entire cost of collection, including reasonable attorneys' fees, costs, and
expenses shall be paid by Member/Client.
10. Limitation of Liability. In no event will the Club be liable for indirect,consequential, incidental, or
punitive damages of any nature for any reason, including without limitation lost profits or goodwill, even if Club
has been advised of their possible existence. Furthermore, in the event the Club shall have any liability to
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Member/Client(whether under this Agreement or otherwise),the amount of such liability shall not exceed 50%of
the amount paid to Club pursuant to this Agreement.
11. Miscellaneous. In case any one or more of the provisions contained in this Agreement shall for any
reason be held invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall
not affect any other provision, and this Agreement shall be construed as if such invalid, illegal, or unenforceable
provision had never been contained herein. 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, or prohibitions by any governmental authority. In the event that the Event is
cancelled as the result of a force majeure event, all deposits shall be returned to Member/Client, less actual costs
incurred by Club in anticipation of the Event. In no event shall Club be liable for the failure of or interruption of
utilities. If, for any reason, the space reserved hereunder is not available for the Event, the Club may substitute
other space and the Member/Client agrees to accept such substitutions. This Agreement and attachments embody
the entire agreement and understanding of the parties relating to the subject matter hereof, is nonassignable, may
not be amended except in writing signed by both parties,and supersedes any prior representations,agreements,and
understandings, oral or written, if any,relating to such subject matter. All notices, including a cancellation notice,
must be in writing. Text messages,instant messages,messages on social media sites,and similar messages are not
"in writing" for purposes of this Agreement. This Agreement shall be deemed drafted by all parties and shall be
interpreted in accordance with the plain meaning of its terms and not strictly for or against any of the parties
hereto. This Agreement may be executed by facsimile or other electronic means, and each facsimile or other
electronic signature shall be deemed to constitute a valid and binding signature of the executing party.
12. Governing Law and Place for Suit. This Agreement will be deemed to be a contract under the laws
of the State in which Club is located and for all purposes will be governed by and construed in accordance with
such laws. Member/Client irrevocably agrees that any legal action or proceeding brought by or against Club with
respect to this Agreement will be brought in the courts of the State in which Club is located or in the U.S. District
Court for that State. Member/Client consents to the jurisdiction of such courts and that the venue for any such
action will be the county in which Club is located. TO THE FULLEST EXTENT PERMITTED BY LAW,
EACH PARTY HEREBY KNOWINGLY, VOLUNTARILY, AND INTENTIONALLY WAIVES ANY
RIGHT THAT IT MAY HAVE TO A TRIAL BY JURY IN ANY LITIGATION ARISING OUT OF,
BASED UPON, OR IN ANY WAY RELATING TO THIS AGREEMENT OR THE SUBJECT MATTER
HEREOF.
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The undersigned has read and agrees to the terms and conditions stated above, certifies that he or she is an
authorized representative of Member/Client and has the authority to bind Member/Client to this Agreement, and
acknowledges receipt of a copy of this Agreement.
1 DocuSigned by: Club: Cy�.
DocuSigned by:
%Vt F4";'te' By: a
SigildLUCEFAC16E410... PriVaLe DtU69A7D2'054D6 CLE or General Manager
Steve Brantley,Economic Development Director
Printed Name
501 W. Franklin Street
Address
Chapel Hill,NC 27516
Address
Date:
2/28/2020 Date: 3/3/2020
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Credit Card Authorization
I hereby certify that I am an authorized representative of Member/Client,that I am an authorized signor on
the credit card listed below,that I have the authority to authorize charges to the credit card,and that the address
below is the billing address for the credit card. By signing below,I irrevocably authorize all charges for deposits
as they become due,payments as they become due,and outstanding amounts and/or charges owed to the Club as of
the date of the Event or upon cancellation of the Event to be charged to the following credit card:
❑Master Card ❑Visa ❑American Express
Credit Card Number: Expiration Date:
Cardholder Name:
Billing Address:
Phone:
Authorized Signature: Date:
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March Madness Blitz Reception
Private Events Director:JJ Oppegard
DATE LAST REVISED:01/1 012 020 12:13 PM
Banquet Event Order
CAROLINA CLUB - UNIV OF XCAROLINA
Event: March Madness Blitz Reception
EVENT DATE: Thu.March 12,2020 EST PEOPLE: 150-0
START TIME: 03:00pm GUARANTEE: 0
END TIME: 05:00pm F&B MINIMUM: $0.00
EVENT TYPE: Lunch Business TAX EXEMPT: No
SALESPERSON: JJ Oppegard BILL TO: S594t
Name Phone Email Address
Customer Chapel Hill/Orange (919)245-4323 mbarbera@visitchapelhill.org CH/Orange Cty Visitors Bureau
County Visitors Bureau 501 West Franklin Street
Chapel Hill,NC 27516
Contact Marlene Hampton mbarbera@visitchapelhill.org --
FACILITIES
FUNCTION TYPE: Main Event TIME IN: 03:00pm TIME OUT: 05:00pm
Subtotal
ROOM: Alumni Hall I $1,500.00
SETUP:
ROOM: Alumni Hall II $0.00
SETUP:
ROOM: Alumni Hall III $0.00
SETUP:
INSTRUCTIONS
• *Setup-SEE DIAGRAM
*CAROLINA CLUB provides Bev Station of Coffee,Iced Tea,and Water+Cash Bar
*CAROLINA CLUB provides tables,linens,small china plates,glassware,forks,napkins,+2 hot boxes for vendors to
use if needed.
*VENDORS/VENUES-will provide their own food,Chafing Dishes, Serving Dishes and serving utensils.
*3 Easels
*Table Number Signs/stands on 18 cocktail tables near stage
*CAROLINA CLUB provides laptop for screen/projector+ 1 podium mic+ 1 wireless handheld mic.
*SEE DIAGRAM FOR LINEN COLORS
*DJ will be providing music and emcee with his own equipment
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• 1:00pm- Marlene/Host arrives for set up
1:15pm-Vendors begin arriving to set up food
3:00pm- Event/Reception Begins.Guests arrive
4:00pm-Raffle winner announced
5:00pm-Event concludes
***END OF FACILITIES SECTION***
MENU
FUNCTION TYPE: Main Event TIME IN: 03:00pm TIME OUT: 05:00pm
INDIVIDUAL MENU ITEMS
150 Beverage Station $0.00
Coffee,Decaf,Hot Tea,Iced Tea and Water Station
INSTRUCTIONS
• **CVB(Marlene Barbera)is coordinating with other venues and hotels in the area to determine what food they will be
providing.Each venue must provide their own method of displaying their food and serving trays for food display and
their own buffet pans serving tools,etc.
VENUES ARRIVE @-
1:15-1:30-TOPO,Sheraton,Siena,Carolina Inn,Friday Center
1:30-1:45-EV,Franklin,Courtyard,Aloft
1:45-2:00-Cloth Mill,Lavender Oaks,AC,CHUI
2:00-2:15-Atma,Residence,Hyatt
***END OF MENU SECTION
All F&B subject to service charge and sales tax. See signature page for details.
BAR
FUNCTION TYPE: Bar Service TIME IN: 03:00pm TIME OUT: 05:00pm
LIST: Cash Bar Subtotal
150 House Brand Drinks $8 $0.00
150 Beer-Domestic$7 $0.00
Budweiser,Bud Light,Miller Lite,Yuengling and O'Doul's
150 Imported Beer $7 $0.00
150 Microbrews $8 $0.00
150 House Wine&Champagne$8 $0.00
150 Soft Drinks $5 $0.00
150 Each guest is charged per drink. $0.00
Total $0.00
***END OF BAR SECTION***
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All F&B subject to service charge and sales tax. See signature page for details.
EQUIPMENT LIST
FUNCTION TYPE: Main Event TIME IN: 03:OOpm TIME OUT: 05:OOpm
Subtotal
1 Computer Display Pkg-LCD,Remote,Cart, Screen and Power $0.00
cords
1 Podium and Microphone $0.00
1 Microphone-wireless hand held $0.00
1 Laptop $0.00
1 Specialty Rentals $310.00
FUNCTION TYPE: Magic Moment TIME IN: 03:OOpm TIME OUT: 05:OOpm
Subtotal
300 Hourly Parking Vouchers @$1.95 each $585.00
***END OF EQUIPMENT LIST SECTION***
SERVICES LIST
FUNCTION TYPE: Bar Service TIME IN: 03:OOpm TIME OUT: 05:OOpm
Subtotal
1 Bartender Service Fee $0.00
1 Cash Bar Cashier Service Fee @$30.00 per hour $0.00
***END OF SERVICES LIST SECTION***
SPECIAL INSTRUCTIONS
*Non-Member* *Table 701
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SPECIAL ORDER
SPECIALTY RENTALS
QUANTITY: 1
TOTAL PRICE: $310.00
INSTRUCTIONS: (18)cocktail tables-for vendors +(5)6-ft tables for food
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Host has the option of paying for guest parking in the Rams Head Deck. Rams Head Deck is a 24 hour supervised parking facility
adjacent to The Carolina Club. Hourly parking vouchers are available at$1.95 per voucher to be added to the bill. Any unused parking
vouchers returned to the banquet manager on the day of function will not be charged.
All details and Guaranteed Count Due 7 Working Days Prior to Event.
When serving a Plated Meal and more than one Entree is selected, place cards for each guest must be provided by the host with meal
indicators. Final counts are due 7 days prior to your event.
Entree Counts for Plated Meals, including vegetarian, and other dietary needs, are due with the guarantee 7 working days prior to the
event. Any additional entrees required the during the event will be charged$20 per entree.
Menus must be finalized 2 Weeks prior to Event.All prices Subject to 20%Service Charge and NC Sales tax(if applicable.)
Email your Private Event Director (Victoria @ victoria.harper('Oclubcorp.com or JJ Oppegard @ jj.oppegard@clubcorp.com) or Fax
back to 919.962.1635
All food and beverage purchases are subject to an automatic 20% service charge, a portion of which may be distributed by the Club to
certain food and beverage service employees. The service charge is not a tip or gratuity. Applicable taxes and fees, in addition to the
service charge, will be added to all amounts due under this Agreement, including without limitation cancellation fees as liquidated
damages.
UacuSigned by: 2/2 8/2 0 2 0
CUSTOMER SIGNATURE: !73D4EFAC1BE410...
vs 91� DATE:
Initial Deposit Due by 01/17/2020: $0.00
Second Deposit Due by 01/12/2020: $0.00
Final Deposit Due by 03/12/2020: $0.00
Balance Due: $2,462.13
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CAROLINA CLUB -UNIV OF N.CAROLINA Proposal Summary
Date: 01/10/2020
Event: March Madness Blitz Reception
Date: 03/12/2020 Thursday
Service
Price Charge Tax Total
Menu: $0.00 $0.00 $0.00 $0.00
Bar- Beer: $0.00 $0.00 $0.00 $0.00
Wine: $0.00 $0.00 $0.00 $0.00
Liquor: $0.00 $0.00 $0.00 $0.00
Other: $0.00 $0.00 $0.00 $0.00
Equip/Services: $895.00 $0.00 $67.13 $962.13
Non-Banquet: $0.00 $0.00 $0.00 $0.00
Room Rental: $1,500.00 $0.00 $0.00 $1,500.00
Subtotal: $2,395.00 $0.00 $67.13 $2,462.13
Initial Deposit Due by 01/17/2020: 0.00
Second Deposit Due by 01/12/2020: 0.00
Final Deposit Due by 03/12/2020: 0.00
Balance Due: $2,462.13
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