September 4, 2008
Ms. Marilyn Pinkerton
Dear Marilyn:
Thank you for selecting The Inn
at
Please review the enclosed
contract(s), sign the final page and initial each clause of one copy, and
return to the hotel by
If you have any questions, please contact me directly. We look forward to working with you to make your event successful.
Sincerely,
Laura Kollosch
Catering Manager
815
Phone:
(610) 363-1100 u Fax: (610) 524-0639
BOOKING
CONFIRMATION AGREEMENT
DATE: September 4, 2008
GROUP NAME:
CONTACT NAME: Ms. Marilyn
Pinkerton
POST AS:
ADDRESS:
PHONE: 610-692-2744
FAX:
HOTEL SALES CONTACT: Laura Kollosch
STATUS: Tentative
We
are holding function space below on a tentative
basis with the understanding that you will sign the final page, initial each
clause, and return this agreement by
BILLING INSTRUCTIONS Initials _____
Full payment of all catered
expenses is due three business days prior to arrival.
A $250.00 non-refundable advanced deposit is required with the
signed contract no later than
All major credit cards are
accepted and will be charged the balance 72 business hours prior to
arrival. Uncertified checks will only be
accepted if provided at least 10 business days prior to arrival and must be
made payable to The Inn at Chester Springs.
Check payments require additional deposits (to be determined) or credit
card authorization as back-up for uncertain attendance counts, unexpected
additions, or items by consumption.
*Credit Card to be provided
as authorization for guarantee of payment:
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Cardholder Name: |
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Credit Card Type: |
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Credit Card Number: |
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Expiration Date: |
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Cardholders Signature: |
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(Cardholder’s signature
is required if different than the authorized signature on this contract.) |
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FOOD & BEVERAGE/CATERING Initials _____
The
use or consumption in hotel public areas of food or beverage not provided by
the hotel is prohibited. Any and all
exceptions to this policy require the express written consent of the hotel
management. If alcoholic beverages are
to be served on the hotel premises (or elsewhere under the hotel’s alcoholic
beverage license), the hotel will require that they be dispensed only by hotel
servers and bartenders. In accordance with the state and local law, it is the hotel’s
policy to (a) request proper identification (photo i.d.) of any person of
questionable age and refuse alcoholic beverage service if the person is either
underage or proper identification cannot be produced, (b) refuse alcoholic
beverage service to any person who, in the hotel’s sole judgment, appears
intoxicated, and (c) close the bar at 2:00am (last call at 1:45am). The hotel reserves the right to discontinue
the function’s bar operation in the case where minors are being given alcohol
by guests of appropriate age.
Prices
for food and beverage are confirmed 90 days in advance of an event. The hotel must receive guarantees in writing
72 hours in advance (3 Business Days) of your scheduled functions. After this time, your guarantee may not be
reduced. In the event this guarantee is
not received, the original count will be prepared and billed. Menu selection must be made at least three
weeks prior to your event. We reserve
the right to inspect and control all private functions. The hotel will be prepared to serve 3% over
the guaranteed number. Liability damage to the premises will be charged to the
party or organization responsible for the damage. If the meal service timing is altered by more
than +/- 30 minutes within 24 hours of the event, a labor charge will apply.
The
hotel cannot assume, and you hereby release it from, any liability or
responsibility for personal property and equipment brought onto the
premises. All displays and signage must
conform to hotel standards. Signage may
only be displayed with the express approval of the hotel management.
FOOD & BEVERAGE MINIMUMS:
EVENT ESTIMATE:
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Description |
Cost per
unit |
Number |
Total Cost |
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Plated Dinner |
$28.00 |
40 |
$1,120.00 |
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Total |
$1,120.00 |
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Gratuity
– 20% |
$224.00 |
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Sales
Tax – 6% |
$67.20 |
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Grand
Total |
$1,411.20 |
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Based on your anticipated number of people in
attendance, the minimum commitment for this event, excluding tax and gratuity,
will be $1,000.00.
FUNCTION SPACE RESERVED Initials _____
The
following function space has been reserved according to our understanding of
your needs. Function rooms are assigned
in accordance with your estimated number of persons anticipated. We reserve the right to reassign a group to a
room suitable for its actual attendance, if attendance changes upward or
downward. Should your final guarantee
fall more than 10% below your estimated maximum attendance, a service charge
may apply. In addition, should your
actual attendance be more than 10% above your final guarantee, a service charge
may apply.
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Day Date |
Times |
Room Name |
Function
Type |
Seating
Type |
Set For |
Charge |
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Sat-09/27/08 |
7:00pm-11:00pm |
Brandywine Room |
Plated Dinner |
Rounds |
50 |
0.00 |
Additions
or modifications to the above program must be made in writing and are subject
to availability and confirmation by the hotel.
Additional function room rental charges may also apply.
Functions
reserved in the outdoor tent pavilion must conform to the 10:00pm noise
ordinance. Any violation of this
ordinance may result in an additional charge.
CONFERENCE SERVICES Initials _____
Prior
to your function, we will be contacting you to coordinate all of the
details. These details will include
specific food and beverage arrangements, any program revisions, room set-ups,
audio-visual equipment, pertinent billing instructions and any guest room
related requirements.
SECURITY Initials _____
Tredyffrindy-East Town
High School acknowledges that the
hotel cannot be responsible for the safekeeping of equipment, displays,
supplies, written materials or any other value item(s) left in the meeting
rooms, conference area, etc. Accordingly
Tredyffrindy-East
Town High School, acknowledges that it will be responsible to provide
security, as approved by the hotel, and hereby assumes the responsibility of
loss thereof.
SHIPPING OF MATERIALS Initials _____
The
hotel will accept all incoming registration and materials no earlier than one
week prior to scheduled arrival.
Handling of heavy equipment and crates will be subject to a labor
charge. Please make sure that the name
of the group/convention, dates of the event, and the name of your hotel contact
are on the packages.
CANCELLATION POLICY Initials _____
In
the event it becomes necessary for the organization to cancel this event at The
Inn at
The
hotel reserves the right to access a cancellation as charge based on current
rental rates on all functions room space guarantees and then cancelled, as
follows: 6 months or more – no charge; 6 to 3 months –35%; 3 to 2 months – 50%,
2 to 1 month – 75%; 1 month or less – 100%.
Upon
written notice either party may be excused from performing this agreement due
to acts of God, war, government regulation, disaster, strikes, civil disorder,
or other emergencies making it impossible or illegal to provide the facilities
or to hold the event.
ALTERNATIVE ACCOMMODATIONS
Initials _____
In
a “Sell Out” situation, the hotel reserves the right to accommodate the group,
or any part thereof, at another hotel of equivalent or better standing, as
determined in the reasonable judgment of the hotel, for the duration of the
group’s stay or any part thereof, at no extra charge to the agent, regardless
of the price of alternative accommodations.
METHOD OF PAYMENT Initials_____
It is our understanding that Tredyffrindy-East Town High School
will pay the deposit using:
Direct Bill / a Credit Card / a Check
Tredyffrindy-East Town
High School will be charged for all
catering related charges and will pay with:
Direct Bill / a Credit Card / a Check
ACCEPTANCE Initials _____
Please
indicate your acceptance and acknowledgment that this booking is definite and
that you understand the policies and procedures outlined above by signing
below, initialing each clause above, and returning
one copy of this agreement by 06/26/08. Once we have received the signed agreement,
all arrangements will be considered firm and definite.
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__________________________________ Authorized Signature |
__________________________________ Authorized Signature |
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Laura
Kollosch __________________________________ Hotel Representative |
Marilyn Pinkerton __________________________________ Name |
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Catering
Manager __________________________________ Title |
__________________________________ Title |
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__________________________________ Date |
__________________________________ Date |