«POST_AS»
GROUP CATERING CONTRACT
«POST_AS»
Date: October 20, 2018
Group Code:<GROUP CODE>
Sales Manager: <SALES MGR NAME>
Telephone Direct:250.287.7155
Facsimile Direct:250.287.2213
e-mail:
«CNTCT_NAME»
«ACCOUNT»
«CNTCT_ADR1»
«CNTCT_ADR2»
«Cntct_city», «CNTCTSTATE» «CNTCTZIP»
Telephone: / Facsimile: / email:The Meeting Room(s) are being offered to «ACCOUNT» (hereinafter referred to as the “Group”) for the Event “«POST_AS»” (hereinafter referred to as the “Event”) on a tentative basis until «DECSN_DATE», after which the <HOTEL NAME> (hereinafter referred to as the “Hotel”) shall release the Meeting Room(s) offered under this Agreement and this offer shall be at an end. If this contract & the non-refundable, non-transferrable Deposit have not been received by this date, the Hotel will release the Guest Room Block and Meeting Room(s) held under this Agreement for resale.
IMPORTANT DATE REMINDERS:
Contract due date:«DECSN_DATE»
Deposit information:
Deposit Type / Deposit Order / Due Date / Amount Due / Received Date / Amount ReceivedInitial Deposit / 1 / 2/11/2013 / .00 / .00
MEETING & EVENT SPACE:
The Hotel agrees to provide Meeting Room(s) for the Function(s) as is indicated in the table below. In the case that the Group needs any changes or additions, the Hotel will assess availability and associated Meeting Room Rental Fees. Any additional Meeting Room requirements, beyond those set forth in the Banquet Event Order (BEO), as set forth with the booking guidelines, are subject to availability at the full published Meeting Room Rental Fee rates. The rates below are Meeting Room Rental Fees only. Preliminary Event costs for catering and other Function related matters will be attached by a Banquet Event Order (BEO).
Schedule of Functions: «ARR_DATE» - «DEPARTDATE»
Date / Start Time / End Time / Function / Meeting Room / Setup / Agreed / Rental FeeApr 1 / 8am / 5pm / Meeting / Boardroom A / Boardroom / 12 / $400
Apr 1 / 8am / 9am / Breakfast / Boardroom A / As Is / 12
Apr 1 / 1230pm / 130pm / Lunch / Boardroom A / As Is / 12
The Meeting Room Rental Fee(s) will be waived when a minimum dollar value of $1,000.00 in food and beverage charges are purchased for the total of all Functions as listed in the Schedule of Functions. Minimum dollar value of food and beverage charges do not include cash bar beverages, service charges, or taxes. Should this minimum dollar value not be met, the Hotel may apply full Meeting Room Rental Fees for the Function(s).
CATERING RULES & GUIDELINES:
1)Meeting Rooms are assigned and Meeting Room Fees are determined based on:
a)Number of private food and beverage Functions booked within the Hotel;
b)Number of attendees anticipated at each Function at the time this Agreement is signed.
2)The Hotel reserves the right to renegotiate the Meeting Room Rental Fees and/or change the assigned Meeting Room(s) if one or more Functions are cancelled, or the number of anticipated or actual attendees at any particular Function is decreased.
3)Meeting Room Rental Rates quoted herein apply only to this Event. Any Meeting Rooms required for satellite
and/or third party Functions are subject to the full published Meeting Room Rental Fees.
4)All food and beverage service to the Group within the Hotel premises must be provided by the Hotel.
5)The Hotel's food and beverage pricing is subject to change without notice. Final food and beverage prices will be confirmed up to 3 months in advance by the Hotel.
6)As the Hotel cannot guarantee the safety of food and/or beverage once they are outside of the Hotel's control, the Group will not be permitted to remove any left-over food and/or beverages from the Hotel at the conclusion of any food and beverage Function. The Group Representative shall advise all attendees at food and beverage Functions in the Hotel of the foregoing restriction.
7)Minimum Guarantees: The Group shall provide the Hotel with the guaranteed number of attendees for each meal by 12 noon on that day which is seven (7) business days prior to each day of the Function.
8)Unless a Master Account has been established, payment is due at such time for the guaranteed number.
9)If the actual number of attendees is greater than the guaranteed number, payment for the excess number is due immediately, unless a Master Account has been established.
10) Specific Function details will be identified on a separate Banquet Event Order (BEO) for each Function,
which shallbe completed 14 to 30 Days prior to the Event.
11) Signs must be approved, be of a professional nature and are restricted to areas of the Hotel specified by
the Catering Manager. The use of nails, tacks, staples, tape, or confetti is not permitted in the Meeting Rooms.
EXHIBITORS/TECHNICAL SUPPORT:
Exhibit products and equipment are the responsibility of the Group. The Hotel does not provide labour or equipment for moving large items in or out of the Hotel. Such services may be retained through an outside contractor. Smaller items may be moved upon prior arrangements with the Banquet Manager, and additional charges may apply.
MUSIC TARIFF:
All Functions which include bands or recorded music will be charged the prevailing SOCAN (Society of Composers, Authors & Music Publishers of Canada) fee as well as the prevailing Re:Sound (Re:Sound Music Licensing Company) fee. Pricing will be noted on the Banquet Event Order (BEO) for the specific Function.
CANCELLATION:
The Group shall have the right to terminate this Agreement, by notice in writing, up to twelve (12) months prior to the arrival date. If this Agreement is terminated in accordance with the foregoing provision, the Group shall not be liable for any payment beyond the non-refundable, non-transferrable Deposit and shall have no further obligation to the Hotel. In the case where the non-refundable, non-transferrable Deposit has been applied to the Group Master Account rather than an advance payment to the Hotel, the Group will be invoiced on the Group Master Account for the non-refundable, non-transferrable Deposit.
If the Group terminates this Agreement without the proper notice as aforesaid, in addition to the non-refundable, non-transferrable Deposit, the Group shall pay to the Hotel, as liquidated damages, and not as a penalty, a percentage of the total anticipated revenue from the Meeting Room Rental Fee(s), and from the food and beverage estimate from the Banquet Event Order (BEO) for the Event according to the following schedule:
Termination Date / Meeting Rooms / Food & Beverage0 - 14 days / 100% / 100%
15 - 30 days / 100% / 100%
31 - 90 days / 75% / 25%
91 - 180 days / 0% / 0%
181 - 365 days / 0% / 0%
12 months + / Deposit / 0%
PAYMENT:
Payment responsibility of anticipated charges is as follows:
Direct Billing, All Charges
Meeting Room & Banquet Event Order (BEO) Charges:
The Group shall be responsible for payment of all anticipated charges as outlined in the Banquet Event Order (BEO), Meeting Room Rental Fees as outlined in this Agreement, and all applicable taxes and service charges. Full payment of all anticipated Event charges must be received prior to the Group's arrival at the Hotel, unless the Group has established Master Account privileges. Any outstanding balances owing to the Hotel must be made prior to the Group's departure from the Hotel (unless the Group has established Master Account Privileges).
Event Payments and Deposits must be made according to the following schedule:
Payment Schedule:
Due Date / Item«DECSN_DATE» / Signed contract & Deposit Due
7 days prior to «ARR_DATE» / Full payment of anticipated Group charges, unless Master Account privileges have been established
«DEPARTDATE» / Final Invoice Amount
ADDITIONAL SERVICES:
Optional additional services offered by the Hotel for individual travelers if requested upon arrival (plus applicable taxes):
Item / RateSelf parking / Complimentary
TAXES & FEES:
The following taxes and fees apply, and are subject to change without notice:
Function Room Rental: 5% / Food & Non-Alcoholic Beverages: 20.75%Goods & Services Tax (GST): 5% / Service Charge (SC): 15% 1
Goods & Services Tax (GST): 5%
Audio-Visual Services: 12% / Alcoholic Beverages: 30.75%
Goods & Services Tax (GST): 5% / Service Charge (SC): 15% 2
Provincial Sales Tax (PST): 7% / Goods & Services Tax (GST): 5%
Provincial Alcohol Sales Tax (PAT): 10%
1SC is subject to GST.
2SC is subject to GST but not PAT.
COAST MEETING PLANNER: Coast Rewards Points
The Hotel agrees to credit to Coast Rewards Account#987654321, with one (1) Coast Rewards Point for every $3.00 spent (excluding gratuities and taxes) on Meeting Room Rental Fees and food & beverage purchases during the Event as set forth in this Agreement. The maximum number of Coast Rewards Points that can be earned from this Agreement and this Event is 20,000. Said Coast Rewards Points will not be posted to the Coast Rewards Account until final payment of all charges covered in this Agreement is received by the Hotel.
COAST MEETING PLANNER: Aeroplan Miles
The Hotel agrees to credit to Aeroplan Miles Account#987654321, with one (1) Aeroplan Mile for every $3.00 spent (excluding gratuities and taxes) on Meeting Room Rental Fees and food & beverage purchases during the Event as set forth in this Agreement. The maximum number of Aeroplan Miles that can be earned from this Agreement and this Event is 20,000. Said Aeroplan Miles will not be posted to the Aeroplan Miles Account until final payment of all charges covered in this Agreement is received by the Hotel.
COAST MEETING PLANNER:
This Event is not eligible for Coast Rewards Points or Aeroplan Miles under the Coast Meeting Planner program. However, we would be pleased to discuss eligibility guidelines for the Coast Meeting Planner program with you.
GROUP MASTER ACCOUNT:
A Group Master Account for catering, Deposit(s), and miscellaneous charges connected with the Event may be established on completion of a Credit Application at least sixty (60) days prior to the Event date and subject to approval by the Hotel's Credit Manager. A maximum amount of credit will be pre-arranged. Once this limit has been reached, pre-arrangement for any outstanding balances must be pre-approved by the Hotel at least sixty (60) days prior to the Event date.
If at any time during the Terms of the Agreement there is an adverse change in the Group's financial position, business prospects or payment history, the Hotel may require that the Group provide the Hotel with a non-refundable, non-transferrable Deposit, or increase the amount of an existing non-refundable, non-transferrable Deposit, as the case may be, as security for the full and faithful performance of the Group to the terms, conditions and covenant of the Agreement. In the event that the Group does not comply with the Hotel's requirements, the Hotel reserves the right to suspend services without further notice. The Group agrees and acknowledges that the Hotel may conduct any credit inquiries necessary to review the Group's payment history.
CREDIT TERMS:
Payment is due upon receipt of the Group Master Account statement. The Group agrees to advise the Hotel of any billing discrepancies within fifteen (15) days of receipt of the statement. If the Group is late in making any payment, or if the Group's bank returns any payment, the Group will reimburse the Hotel for any reasonable collection costs the Hotel incurs. Furthermore, the Group will pay interest on any late payments at the rate of 18% per annum on all undisputed amounts outstanding, commencing thirty (30) days from the date of the statement.
HOTEL IDENTITY:
Use of the Hotel logo, name, photography and rates are subject to approval by the Hotel's Sales Office prior to promoting the Hotel through printed material, websites or other media forms.
FORCE MAJEURÉ:
Neither party shall be liable for failure to perform or delay in performing any obligation under this Agreement, including the obligation to make payments when due, if such failure or delay is due to an act of God; war, embargo, riot, insurrection, sabotage or other civil unrest; fire, explosion, flood or other natural disaster; strike, or other labour disturbances; government restraints; or any other cause beyond the control of the affected party; provided, however, that the party so failing to perform shall (a) as soon as possible, inform the other party of the occurrence of the circumstances preventing or delaying the performance of its obligations; and (b) exert its best efforts to eliminate, cure, or overcome any such causes and to resume performance of its covenants with all possible speed.
INDEMNITY:
The Group shall indemnify and save harmless the Hotel from and against any and all loss and damage, and all actions, claims, costs, demands, expenses, fines, liabilities, and suits of any nature whatsoever for which the Hotel shall or may become liable, or suffer by reason of, arising out of this Agreement or the use or occupation of the Hotel premises by the Group or any of its agents, concessionaires, contractors, customers, employees, invitees, or licensees. The Group may be requested to provide proof of insurance to the Hotel in the event of any injury or cause of harm to the Group's guests, employees, invitees, or licensees.
This Agreement, together with the Banquet Event Order (BEO) will constitute the entire Agreement between the parties with respect to the subject matter hereof and supersedes any and all negotiations, discussions, Agreements or understandings, oral or written, between the parties as to the subject matter of this Agreement. This Agreement may be modified only by a written instrument signed by both parties.
The Group engages the facilities and services of the Hotel, and the Hotel agrees to furnish the facilities and services set forth in this Agreement. When signed by a representative of both parties, this Agreement will constitute a binding contract between the Group and the Hotel.
______Date: ______
<SALES MGR NAME>, Sales Manager
Coast Hotels, <YOUR CITY NAME>, BC
______Date: ______
Signing Authority
«ACCOUNT»
CREDIT CARD AUTHORISATION
I, ______hereby authorise the <HOTEL> to charge all expenses incurred as indicated below to the following credit card. Information as follows:
Name on Credit Card: ______
Company Name: ______
Address: ______
______
Fax Number: ______Telephone Number: ______
Credit Card Type: ______
Credit Card Number: ______Expiry Date: ______
Authorised Signature: ______
Name of Group: <ACCOUNT>
Name of Event: <EVENT NAME>
Event Dates: February 26, 2023 - March 1, 2023
Type of charges to be processed to credit card as above:
$xxx.00 Non-refundable, non-transferrable deposit
Meeting Room Fees, Banquet Event Order (BEO) Charges, all associated taxes and service charges only
Other Charges, pleasedescribe:
______
Comments:
______
REQUIRED:
****Please return via email or facsimile to your.fax.number or with a Photocopy or scan of the
front & back of the credit card****
Client Initials: ______Page 1 of 6