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PRIVATE ROOM CONTRACT
EVENT / PROGRAM:
DAY / DATE / START TIME :
# OF GUESTS : ___________________
We respectfully request a final guest count no later than 72 hours prior to the event in order to provide you with the best service possible. We understand that under certain conditions that number may not be “final” or completely accurate but will serve as a working “minimum number” for preparation purposes.
CONTACT PERSON / COMPANY :
PHONE:
FAX:
E-MAIL:
PRIVATE ROOMS AVAILABLE:
_____ - AIRLIE ROOM (CAPACITY: min 15 – max 24) Very private (four walls and a door) with access and view to our "fountainside" patio. The room can easily acommodate an LCD projector/screen.
_____ - PARKWAY ROOM (CAPACITY: min 24 - max 70) Fully equipped with an LCD projector, laser printer, cordless mike, large screen at no additional charge. Very private (four walls and a door) with adjoining room available for check-in or reception area. (Note: this is the only room available for satellite programs)
"NO SHOW POLICY": If the number of expected guests drop significantly from the last guaranteed or estimated guest count (in excess of 25% or more) and there is no F & B minimum established for the room, we reserve the right to charge a $50 per person "NO SHOW" fee (plus tip/tax). Alternatively, we may elect to establish a minimum purchase requirement per event based on the day of business and the room reserved. This is a food & beverage minimum only and does not include 7.75 % sales tax and 20% service charge/gratuity. Note: If there is a food and beverage minimum established at the time of booking, there will be no additional fees incurred for "NO SHOWS".
"NO SHOW" POLICY IN AFFECT: YES______ NO______
FOOD & BEVERAGE MINIMUM AMOUNT REQUIRED: $________________ (plus 20% tip and 7.75% NC sales tax). F & B minimums vary based on the season, day of the week, etc. and will be finalized when booking your reservation. They range from $1125 - $2500 for the "Airlie Room" and $1750 - $3500 for the "Parkway Room". We can designate any shortfall to “room rental” and while gratuity is charged on the full F & B minimum, sales tax is not charged on any shortfall balance assessed.
CANCELLATION POLICIES AND FEES: Penalty fees are applicable if private events are cancelled on or with two weeks prior to the event. Fees are as follows ~ $250 on or within two weeks, $500 on or within one week, $750 on or within 72 hours. NOTE: WEEKEND EVENTS REQUIRE 30 DAY NOTICE OF CANCELLATION TO AVOID PENALTIES. As penalty fees are applied to recouping loss of business, they are not applicable to any future expenses or services such as gift certificates.
RESERVING A ROOM: To hold the date, valid credit card information is necessary. If the credit card used to “hold the date” is not going to be used to pay for services, alternative payment arrangements must be made prior to the event.
CREDIT CARD ON FILE :
EXPIRATION DATE / SECURITY CODE :
NAME (AS IT APPEARS ON CARD):
Thank you for choosing Port Land Grille for your special event!! Please fill in any missing information and, if all is acceptable, sign below and fax to: 910-256-5561. This will confirm your reservation. Thank You!!
Signature: _______________________________________________________
Date: ____________________
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