PRIVATE ROOM CONTRACT
EVENT / PROGRAM NAME:
DAY / DATE / START TIME :
# OF GUESTS : ___________________
In order to provide you with the best service possible, we respectfully request a final guest count no later than 72 hours prior to the event. 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. If we do not hear differently, we will consider the original estimated guest count as your final guest count. Please see our "NO SHOW" and our "FOOD/BEVERAGE MINIMUM" policies for further details.
CONTACT PERSON / COMPANY :
PRIVATE ROOMS AVAILABLE:
_____ - AIRLIE ROOM (CAPACITY: min 10 - max 24) Very private (four walls and a door) with access and view to our "fountainside" patio. Wireless Internet available. You may bring in whatever audio visual services you may require. Please be aware if we have to rent AV equipment for any reason it will be at your expense (cost only - no markup) unless otherwise negotiated. Projector screen available at no charge. Please be as accurate as possible with your guest count estimate when booking your private room. While we reserve the right to make room changes as needed or possible based on final guest counts, it is not always possible to accommodate room changes to accommodate those changes in guest counts.
_____ - PARKWAY ROOM (CAPACITY: min 15 - max 70) Very private (four walls and a door) with adjoining room available for check-in or reception area. Wireless Internet available. You may bring in whatever audio visual services you may require. Please be aware if we have to rent AV equipment for any reason it will be at your expense (cost only - no markup) unless otherwise negotiated. Projector screen available at no charge. Please be as accurate as possible with your guest count estimate when booking your private room. While we reserve the right to make room changes as needed or possible based on final guest counts, it is not always possible to accommodate room changes to accommodate those changes in guest counts.
"NO SHOW POLICY": For private room reservations only: If the number of expected guests drop significantly from the last guaranteed OR original estimated guest count (in excess of 25% or more) regardless of whether there is a F & B minimum established for the room, we reserve the right to charge a "NO SHOW" fee of $50 per person plus tip/tax ($63.50) either as a means to fill the shortfall for the designated F & B minimum OR if in the case of NO SHOW fees exceeding the established F & B minimum - as a stand alone charge.
Note: If there is a food and beverage minimum established at the time of booking, we will compute the fees occurred for "NO SHOWS" and compare that to the F & B minimum established at the time of the booking and your charge will be whichever is higher.
FOOD & BEVERAGE MINIMUM AMOUNT REQUIRED: $________________ (plus 20% tip and 7% NC sales tax). F & B minimums vary based on the season, the day of the week, your estimated guest count and the room used. This minimum will be negotiated and finalized when booking your reservation and ranges from $1250 - $2500 for the "Airlie Room" and $1500 - $3500 for the "Parkway Room". This is a food & beverage minimum only and does not include 7% sales tax and 20% service charge/gratuity applied to actual food and beverage consumed. We can designate any shortfall to “room rental” or "unmet minimum" - and is not subject to service charge/gratuity and sales tax. If "NO SHOW" penalties are incurred (please see NO SHOW policy) they will be applied to the F & B minimum established and are subject to service charge/gratuity and tax. If NO SHOW fees exceed the F & B minimum amount established at the time of the booking - you will be charged "NO SHOW" fees incurred plus tip/tax instead of the "F & B minimums" (no tip/tax) established at the time of booking. If your guest count INCREASES more than 25% of the last guaranteed or estimated number - we reserve the right to pass on all costs associated with that. Please be as accurate as possible with your guest count estimate when booking your private room. While we reserve the right to make room or menu changes as needed or possible based on your final guest count, we cannot guarantee that such adjustments are feasible or can be made without incurring additional costs to the host.
CANCELLATION POLICIES AND FEES: Penalty fees are applicable if private events are cancelled on or within 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 A 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 or room deposits. However, if a cancelled event is rescheduled and held within one month of the cancellation - we will apply the cancellation fee towards your food and beverage minimum requirements.
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. We store all credit card information in a secure virtual "vault" in our reservation software and is not accessed or charged until the completion of the event.
CREDIT CARD ON FILE :
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, scan and sign below (email to firstname.lastname@example.org) or fax to: 910-632-5249 This will confirm your reservation.
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