TERMS & CONDITIONS
TERMS AND CONDITIONS
The following terms, conditions, and policies are established to assist in ensuring productive and professional working relationships for all parties.
FEES AND BILLABLE SERVICES
PAYMENTS AND DEPOSIT FEE
A 30% non-refundable deposit is due at the time of booking. An additional 50% deposit is due no less than 1 (ONE) week prior to the event date. Balance payment must be paid prior to service. Preferred payment via wire transfer or check. Credit cards are accepted with a 3.5% fee applied.
BEER/WINE AND LIQUOR LICENSING
Licensing fees are determined per event, based on catering and bar service needs, guest count, runtime, and type of event. We are required by law to provide catered food service for all temporary full liquor permits (also called Caterers Permits). Payment or a deposit is required on licenses and is non-refundable regardless of licensing approval. Licenses are also non-refundable once released to the client. Unused licenses will be surrendered back to the NYSLA and canceled, subject to a $350 fee.
TAX
NYC EVENT PRO charges New York Sales Tax for all events. For our Non-Profit clients, NYC EVENT PRO requires a copy of a tax-exempt certificate.
SERVICE FEE
A 25% administration service fee is applied to the total balance before tax. Service fee is not gratuity.
STAFF GRATUITY
A 20% Staff Gratuity is suggested.
SERVICE TERMS
MINIMUMS
Service minimums apply on materials, catering, and event staffing.
PREPRODUCTION AND POSTPRODUCTION
NYC EVENT PRO is available to provide all pre-production needs including, venue scouting, floor plan 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 PRO to transport, return and/or manage remaining event-specific sponsored and/or purchased products, additional handling fees apply.
EVENT STAFFING
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 production quote at an estimated time (set up, service, reset and/or break 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. Event staffing does not provide venue cleaning, cleaning staff is available at an additional cost based on the venue and event. Payment is due upon receipt of invoice.
STATE LIQUOR LICENSING AND INSURANCE
NYC EVENT PRO provides NY State Liquor Authority-approved Beer, Wine, and Liquor Caterer’s Permit specifically for the event location, as well as offering 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. Click to download the necessary REQUIRED BAR SIGNAGE and see the NEW YORK LAWS AND REGULATIONS page for more information. Please provide a suggested 15 (FIFTEEN) days prior to the event date for NYSLA licensing processing and up to 3 (THREE) business days for insurance and clearance documents processing, when possible. Please note that there is a $350 fee if permitting is not approved due to filing under the suggested deadline or due to venue and/or capacity-related denials.
LATE BOOKINGS
We encourage you to reserve and book your date as soon as possible. Dates will not be held or reserved, nor will any permits or licenses be filed until terms are finalized and a non-refundable deposit is made. NYC EVENT PRO reserves the right to refuse events that are requested late or exceed our capacity to provide service.
CANCELLATIONS
If the client cancels a contracted event, NYC EVENT PRO will retain the deposit/retainer fee and/or partial payment 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 PRO. Future events must be booked in the same manner, adhering to a newly signed catering contract. NYC EVENT PRO is not responsible for cancellations due to venue scheduling conflicts or other venue-related issues. NYC EVENT PRO will work with the client to appease all venue requirements, within reason, and in certain circumstances, will aid in relocating the event to a new venue, if possible. Canceled 5 hour minimum staff shifts are subject to a $150 cancellation fee, and a $200 cancellation fee for the day of cancellations. Additional hours subject to $25 cancellation fee per hour. Canceled NYSLA permits are subject to a $350 fee.
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 PRO 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.
FOOD AND BEVERAGE
TASTINGS
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 per person for the tasting will apply. The menu will be reflective of our caterers’ capabilities.
DIETARY REQUESTS
Our caterers are happy to accommodate dietary restrictions. Please provide any knowledge of dietary restrictions in advance.
REFERENCES AND REFERRALS
If requested, we can provide contact information and references from past and current clients to discuss our services. You can view online reviews on GOOGLE REVIEWS and/or contact us at: referrals@nyceventpro.com to speak to us for more details and industry-tailored referrals.
MATERIALS
RENTAL EQUIPMENT
Depending on your needs, NYC EVENT PRO will provide some decor, bar, and related serveware for your event. Tables, chairs, linen, additional decorations, glassware, dinnerware, disposables, barware, etc are additional costs. Minimums required.
REMAINING PRODUCT
NYC EVENT PRO always provides more food and beverage than required, any product not consumed will be returned with NYC EVENT PRO staff.
VENUE
GARBAGE
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.
LOAD IN AND LOADOUT
Please provide times for load in and out in relation to the venue’s specifications. NYC EVENT PRO 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 left behind at the conclusion of an event.
ADDITIONAL TERMS AND POLICIES
SOCIAL MEDIA AGREEMENT
The Client owns Content and gives NYC EVENT PRO and its affiliated entities a license to use the Content on related websites, e-mail, and social media, including for promotional purposes.
COMMUNITY ENRICHMENT
NYC EVENT PRO aims to purchase core products (at least 50% of expenses) from independent suppliers, local to where the product will be used or where the company operates. We are committed to ensuring at least 75% of our clients are local and independent individuals and/or entities. We 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 support an array of local small businesses and nonprofits with community and/or creative focuses. We are committed to donating each year the equivalent of 5% of revenues or more to charitable partners (including in-kind product donations) and the equivalent of 10% or more of our time through pro-bono services. For more information please email: nonprofits@nyceventpro.com.
DECLARATION OF SUSTAINABILITY
Our vision is to conduct our business in a way that meets the needs of the present generation without compromising the ability of future generations to meet their own needs. We recognize that ecology, human communities, and the economy are interwoven into a seamless net of causes and effects. Therefore, we embrace the challenge to move our operations and actions toward sustainable models where the management of resources, the direction of investments, the orientation of development, and the evolution of the organic products trade becomes consistent with the principles of sustainability. We also use 100% biodegradable cutlery and disposables for events when disposables are required and utilize food recycling opportunities when necessary.
LOCALLY TARGETED AND INCLUSIVE HIRING PRACTICE
We are committed to hiring local staff and creating an equal-opportunity and discrimination-free workplace.
FULL DECLARATION OF SUSTAINABILITY
UN COMPACT GLOBAL GOALS SUPPORT
WEBSITE
LINKS TO OTHER WEBSITES
Our Website may contain links to third-party websites or services that are not owned or controlled by NYC EVENT PRO.
NYC EVENT PRO has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third-party websites or services. NYC EVENT PRO shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with the use of or reliance on any such content, goods, or services available on or through any such websites or services.
We strongly advise you to read the terms and conditions and privacy policies of any third-party websites or services that you visit.
LEGAL
GOVERNING LAW
These Terms shall be governed and construed in accordance with the laws of New York, United States, without regard to its conflict of law provisions.
Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect.
CHANGES
We reserve the right, at our sole discretion, to modify or replace these Terms and Policies at any time. If a revision is a material we will try to provide at least 30 days notice prior to related parties to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.
By continuing to access or use our Services after those revisions become effective, you agree to be bound by the revised terms.
CONTACT US
If you have any questions about these Terms, please contact us at: terms@nyceventpro.com.
MAILING ADDRESS
NYC EVENT PRO (NYCEP LLC)
447 Broadway 2nd FL #106
New York, NY 10013
FIND US
SAP ARIBA BUSINESS NETWORK ID AN11109022153
UNITED NATIONS GLOBAL MARKETPLACE ID# 679159
UNITED NATIONS GLOBAL COMPACT PARTICIPANT ID# 137875
D-U-N-S # 051009685
