TERMS & CONDITIONS
The following terms and conditions are established to successfully produce your event.
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 PRO reserves the right to refuse events that are requested late or exceed our capacity to provide service.
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 PRO 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 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 client to appease all venue requirements, within reason, and in certain circumstances, will aid in relocating the event to a new venue, if possible.
Licensing fees are determined per event, based on catering and bar service needs, guest count, runtime and type of event. A deposit is required on expedited licenses and non-refundable regardless of licensing approval. Licenses are non-refundable once released to the client. Unused licenses will be surrendered back to the NYSLA and canceled.
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.
A 15% administration service fee is applied to the balance before tax.
A 15% Staff Gratuity is suggested.
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. See the NEW YORK LAWS AND REGULATIONS page for more information.
SUSTAINABILITY AND COMMUNITY
NYC EVENT PRO 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 caterers are happy to accommodate dietary restrictions. Please provide any knowledge of dietary restrictions in advance.
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.
PREPRODUCTION AND POSTPRODUCTION
NYC EVENT PRO 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 PRO to transport, return and/or manage remaining event-specific sponsored and/or purchased product, additional handling fees apply.
Depending on your needs, NYC EVENT PRO 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 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 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 per person for the tasting will apply. The menu will be reflective of our caterers’ 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.
NYC EVENT PRO 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 PRO and its affiliated entities a license to use the Content on related websites, e-mail, and social media, including for promotional purposes.
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