FUNCTION SPACE COMMITMENT & BANQUENT EVENT ORDER (BEO)
A detailed outline of your event, including facility setup and menus will be presented to you for approval in the form of a banquet event order (BEO).
BANQUET & CATERING CONTRACT
In addition to the BEO, a more formal Banquet & Catering Contract will also be completed for you in advance of your event. Any changes in the agreed upon arrangements should be made in writing through the Food & Beverage Manager immediately.
MINIMUM FOOD & BEVERAGE EXPENDITURE
A $2,000 minimum food & beverage expenditure is required to open the facility during times the club is not normally open. An event that requires that facility to be closed during regular hours of operation requires a minimum food & beverage expenditure of $5,000. Additionally, any event that requires the facility to be closed during regular hours of operation will require a firm minimum attendance guarantee thirty (30) days in advance of the event date.
A firm minimum attendance guarantee is required thirty (30) days in advance of the event date. You may make additions to the guaranteed number with the club approval; however, you will be charged the minimum guaranteed number regardless of any cancellations. For any menu that offers a choice of entrees, a total count for each entrée is also required at this time.
SERVICE CHARGES & SALES TAX
All food & beverage is subject to a twenty percent (20%) service charge. All revenue figures are gross and not inclusive of taxes, service charge or commissions. Food, beverage and service charges are subject to state sales tax, which is currently six percent (7.5%) plus any applicable local taxes.
A set up fee may be applied to any event that requires dining room furniture reconfiguration. Additional labor costs may be incurred for large scale events, off premise events and/or special set-up requests. Any additional fees that pertain to your event will be discussed with you in advance and prior to finalizing the Banquet & Catering Contract.
The club has many relationships with preferred vendors in the Pensacola/Perdido Key area. We will be glad to help you with any additional services you may need for your event. We ask that you have all plans involving additional services at the club approved prior to your event (i.e. decorating plans).
The menu shall be submitted at least thirty (30) days in advance of the event, so that the club has a reasonable opportunity to order the selected items. The club has the right to make necessary and reasonable substitutions in the menu required by market availability.
Our club staff is trained in the safe service of alcohol; therefore, we reserve the right to refuse alcoholic beverages to anyone who appears to be intoxicated. No alcoholic beverages will be served to anyone under the age of 21. The club reserves the right to request identification to anyone who appears under the age of 21. Underage guests, guests who do not have applicable identification, or guests found supplying alcohol to minors may be required to leave the club facilities.
Client shall be responsible for proper conduct and attire of all guests. The club requires that client, guests and invites adhere to the dress code requirements and all rules and regulations of the applicable club. The club is not responsible for damage, loss or theft of personal property left unattended on our premises. Any items brought onto the club facilities are the sole responsibility of invitees and their guests and should be removed promptly upon completion of the event.
It is expected that all guests will choose to dress in a fashion befitting to the surroundings and atmosphere provided in the setting of the club facilities. It is also expected that the event organizers will advise their guests of our dress code requirements.
MEN: Shirts with collars and sleeves, slacks, and golf shorts or walking shorts are considered appropriate attire. Turtlenecks and mock neck shirts are permitted.
WOMEN: Dresses, skirts, slacks, mid-length shorts and blouses are considered appropriate attire. Turtlenecks and mock neck shirts are permitted.
NOTE: Jeans & denim are permitted in the club providing they are presentable and not torn, ripped or frayed.
Client must obtain the club's prior written approval with regard to the location, placement, or configuration of any sign, placard or other advertisement to be used for the event and prior to affixing any such materials to the walls, floor or ceilings of the club facilities. Client shall be responsible for any and all damage caused by such signage. The club shall have the right to place advertisements of its products throughout the club facilities. Client acknowledges and agrees to pay the club, any applicable signage fees for the placement of signs, placards or other advertisements upon such facilities.
Unless otherwise provided herein, the client shall not arrange for any shows, exhibits, musical or theatrical performances, contests, games, radio or television broadcasts, or other forms of entertainment during the event without the prior written approval of the club.
DURATION & LOCATION OF EVENTS
The standard timeframe for any event shall be 3 hours and strictly followed by client. Client is responsible for abiding by these timeframes as the club may have other commitments for the space either before or after the event. Prior arrangements can be made for an event to be longer than 3 hours based on charges starting at $200 per hour. The decision to move any outdoor event inside due to inclement weather will be made by the club four (4) hours prior to the scheduled starting time of the event. If the decision must be delayed due to the client's request, a service charge of $500.00 may be charged to the client. The club shall have the final decision whether to move the event inside due to inclement weather and will be held harmless for doing so.
Rooms will be available to client's decorator and/or client 90 minutes prior to the event. Decorations, signage or displays brought into the club facilities by the client or its agent must be approved in writing by the club prior to its arrival. Items may not be attached to any stationary wall, floor, windows, or ceilings with nails, staples, tape, or any other substance in order to prevent damage to the fixtures and furnishings.
ADVANCE DEPOSIT AND/OR PAYMENTS
A 25% non-refundable deposit is required to secure your event date. The deposit and any additional payments will be applied to your account in the form of credit. Failure to send the deposit may warrant cancellation of the contract by the club at the club's discretion.
In the event of a cancellation, liquidated damages in the following amount may be due, plus any applicable taxes and/or service charges:
31-45 days prior to event: 25% of total contracted charges
15-30 days prior to event: 50% of total contracted charges
14 days prior to event: 100% of total contracted charges
The club reserves the right to decline any event which it feels is inappropriate or unbefitting the club surroundings.
Payment is due in full 48 hours prior to your event unless arrangements are made and mutually agreed upon in advance of your event. We gladly accept credit card (Visa®, MasterCard®, or American Express®), cashiers check, cash, or member charge.