The following terms and conditions are established to successfully produce your event.
PAYMENTS AND DEPOSIT FEE
A 25% estimated non-refundable deposit is due at time of booking. An additional 50% deposit is due no less than 1 (ONE) week prior to event date. Balance payment must be paid prior to service. Preferred payment via wire transfer or check. Credit cards accepted through PayPal, with 3% fee applied.
If the client cancels a contracted event, NYC Event Production will retain the deposit/retainer fee as liquidated damages. In some special circumstances, deposits for canceled events may be held for up to 1 (ONE) year, to be put towards another catering event booked with NYC Event Production. Future events must be booked in the same manner, adhering to a newly signed catering contract. NYC Event Production is not responsible for cancellations due to venue scheduling conflicts or other venue-related issues. NYC Event Production will work with client to appease all venue requirements, within reason, and in certain circumstances, will aid in relocating the event to a new venue, if possible.
We encourage you to reserve and book your date as soon as possible. Dates will not be held or reserved, or will any permits or licenses be filed until terms are finalized and a non-refundable deposit is made. NYC Event Production reserves the right to refuse events that are requested late or exceed our capacity to provide service.
NYC Event Production charges New York Sales Tax for all events. For our Non-Profit clients, NYC Event Production requires a copy of a tax-exempt certificate. In general, all charges by caterers related to a customer’s event are taxable. Any expenses incurred by the caterer for an event that are included in the overall charge to the customer are also taxable. This is true even if the charges are separately listed on the customer’s bill or invoice. (Reference)
STAFF GRATUITY AND SERVICE FEES
A 15% Staff Gratuity and 10% Service Fee may be applied to the balance before tax.
LICENSING AND INSURANCE
NYC Event Production provides NY State Liquor Authority approved Beer, Wine and Liquor Caterer’s Permit specifically for the event location, as well as covering the client and/or venue with Commercial General Liability, Liquor Liability, and Worker’s Compensation Insurance for the duration of the event. Please complete and return the LANDLORD AUTHORIZATION FORM and provide names and addresses for adding to the insurance policy. See the NEW YORK LAWS AND REGULATIONS page for more information.
Alcohol will be served in accordance with NY State liquor laws and regulations. Staff will not serve alcohol to minors (anyone under the legal age of 21 years), and will require proof of age (I.D.) for all guests of a questionable age partaking in alcoholic beverages. Staff will also use discretion to cease serving patrons who are visibly intoxicated, behaving inappropriately, or who are a danger to themselves or others.
ATTENDANCE AND OVERTIME
Final guest count and runtime for an event must be received 5 (FIVE) full working days prior to the event. This count becomes the guaranteed number and is not subject to reduction. If attendance is above the guaranteed number or the event runs longer than the contracted time, NYC Event Production will make every effort to accommodate your guests. However, we cannot guarantee the availability of additional items as specified in the original agreement and will substitute accordingly. Additional costs apply.
PREPRODUCTION AND POSTPRODUCTION
NYC Event Production is available to provide all preproduction needs including, venue scouting, floorplan design, layout, and rendering, obtaining sponsor and vendor partnerships, permit sourcing, graphic design, social media promotion and more, at an additional charge.
If it is required by NYC Event Production to transport, return and/or manage remaining event-specific sponsored and/or purchased product, additional handling fees apply.
Depending on your needs, NYC Event Production will provide some decor, and bar and service ware for your event. Tables, chairs, linen, additional decorations, glassware, dinnerware, etc are additional costs.
LOAD IN AND LOADOUT
Please provide times for load in and out in relation to the venue’s specifications. NYC Event Production will contact suppliers to discuss any time restrictions. Where loadout must occur on the same evening of the event, rental pick up and removal will have an increased charge. NYC Event Pro is not responsible for items justify behind at the conclusion of an event.
A 5 (FIVE) hour minimum guarantee is quoted for each service staff. We reserve the right to increase or decrease the number of staff if the guaranteed guest count is 10% higher or lower than the number included in this contract. All Service Staff hours are provided on the catering quote at an estimated time (set up, service, clean up or tear down) depending on the catering needs. Where overtime is incurred, the actual hours worked by staff at the event will be reflected on the invoice following the event. Payment is due upon receipt.
TASTINGS AND REFERENCES
The purpose of the tasting is to show how the menu items that have been chosen for the event will be presented and garnished and give the client an opportunity to provide feedback and request any changes. A non-refundable charge of $40.00 per person for the tasting will apply. The menu will be reflective of our capabilities. We are always happy to provide additional REFERENCES of past and current clients to discuss our services if needed. Please speak to us for more details.
SUSTAINABILITY AND COMMUNITY
NYC Event Production aims to integrate small batch, local and seasonal products and ingredients whenever possible. We have ongoing relationships with valued local producers and specialty brands, both established and emerging. Our menus fluctuate in order to offer our clients the best possible options. We use 100% biodegradable cutlery and disposables for events when disposables are required.
Our chef is happy to accommodate dietary restrictions. Please provide any knowledge of dietary restrictions in advance.
NYC Event Production always provides more food and beverage than required, any product not consumed will be returned with NYC Event Pro staff.
Garbage disposal is the responsibility of the client and/or venue. If garbage disposal is not provided a disposal fee will be applied for arranging garbage pick-up and removal.
SOCIAL MEDIA AGREEMENT
The Client owns Content and gives NYC Event Production and its affiliated entities a license to use the Content on related websites, e-mail, and social media, including for promotional purposes.