OAKS EVENT CENTER/GARDENS
HOSPITALITY GROUP CONTRACT
OAKS EVENT CENTER(OEC) & GARDENS HOSPITALITY GROUP (GHG) AGREEMENT/CONTRACT
______RESERVATIONS: ALL DEPOSITS TO HOLD THE RESERVATION DATES AND PRE PAYMENTS FOR THE EVENT IS NON REFUNDABLE. 50% OF ALL RENTALS FOR THE BALLROOMS AND FULL RENTAL FOR GARDEN OAKS ROOM IS DUE WITHIN 90 DAYS, FROM THE DATE THE DEPOSIT IS PAID OR THE CONTRACT IS SIGNED. 50% OF THE ENTIRE BALANCE IS DUE 120 DAYS PRIOR TO THE EVENT. FINAL BALANCE IS DUE 3 WEEKS PRIOR TO THE EVENT. CUSTOMER WILL BE LIABLE FOR THE ENTIRE BALANCE IF THEY CANCEL 90 DAYS PRIOR TO THE EVENT. NOTICE OF CANCELLATION IS REQUIRED IN WRITING.
______MENU SELECTION/TASTING: Menu selection and tasting must be completed 30 days prior to the event. Menu must be selected 1 week prior to the menu tasting(no exceptions). Fruit, Cheese, Whole Salmon, and Carving station selections cannot be included in menu tasting. A maximum of 5 hors d’ oeuvres, OR 2 entrees and 2 vegetables can be chosen for menu tasting and will be served for up to 2-3 people. Each additional hors d’ oeuvres (2 pieces) would be $3.00 to taste, and each additional entrée is $15 to taste. Additional entrees do not include additional sides. A one-week notice is required to schedule a tasting and tastings are set up only after a menu has been preselected.
______RESERVATION AND CANCELLATION CHARGE: A nonrefundable BALLROOM RENTAL reservation deposit of $1000 OR Garden Oaks Room rental deposit of $500 must be paid within 30 days to reserve the date of your. Should, in extreme circumstances, it not be paid in full 21 days prior to the event, payment must be made in cash, zelle or with a cashier’s check, no personal checks will be accepted on the day of the event. Any overage in numbers, additional alcohol charges, service charges and applicable taxes are due on the date of the event. A credit card number guarantee is required for amounts that are due on the day of the event
______FINAL GUARANTEE/NUMBERS: An approximate of the number of guests is required at the time you reserve the date and can be adjusted accordingly. The final count of guests is due 21 days prior to the event; however, the customer can increase the number up to 24 hours prior to the event. If the guest count is lowered drastically within the 21 days, the cost per person is subject to change. Customer will be billed for the guaranteed number of guests or number of guests actually served, whichever is greater.
______SETUP: Layout of the setup is to be decided on the day of menu/setup selection. No changes in menu, set up, or layout to be made on the day of the event. HOWEVER, if the guarantee numbers change, management reserves the right to make changes in setup or change rooms with notification to the customer. For off-premise catering it is the customer’s responsibility to set up/reset tables, chairs, and tablecloths (if not rented from GHG/OEC) for the event. Cakes cannot be stored in the GHG/OEC refrigerators, and centerpieces and decorations are not allowed to be stored prior to the event. GHG/OEC staff is not allowed to handle customer equipment, laptops, centerpieces or cakes due to liability issues. AV setup/connecting to the venue Screen/Projector is the responsibility of the customer.
______RETURNED CHECK FEE: There will be a $25.00 fee for all returned checks
______OPTIONAL ITEMS/RENTALS: All prices shown are for buffet setup. Add $2.00 per person for plated service and a second entrée can be added for $5.00. Prices are subject to change based on market price. Color/specialty Tablecloths or for gift, dj, sign in and cake table are available for $7 each. Cake plates and forks are available for cake service for $50 for parties less than 125 people; $75 for parties of 125-200 people; $100 for parties over 200 people. Cake cutting is available for $50 for one cake and $75.00 for two cakes. Customer must provide cake boxes for leftover cake. Petal pickup is $25, Runners are $5, cloth napkins are $0.50, Backdrops $250-$850 and centerpieces are $30-$40. Colors other than white and ivory are subject to availability and require a notice of 3 weeks prior to the event. For off premise events, champagne flutes and wine glasses can be rented for $.40 each.
______PRICES, SERVICES CHARGES AND TAXES: All of our prices are subject to change without notice, but are firm upon payment of a deposit for a period of six months. A 20% service charge will be added to all alcohol and menu prices. Service charge is not the same as gratuity, which is left to the discretion of the customer. In addition, applicable state tax (8.25%) will be added to the menu prices, rentals, and the service charge. An additional alcohol tax (6.7%) will be added to all Beer, Wine, & Liquor. A delivery charge of $25-$100 will be added to all deliveries based on location. A tax exemption certificate is required for all events that are tax exempt.
______COMMENCING AND VACATING: Prices are based on 3-14 hour events. Customer agrees to begin the event promptly at the scheduled start time and both customer and vendors to vacate the premises at the termination time indicated on the contract. Plated meals need to be served on time to maintain & guarantee both freshness & quality of food served. If our staff is delayed in serving dinner by more than 50 minutes, and additional charge of $50 will be billed to the customer. Buffet dinners will be served for 1.5-2 hours. The customer will be billed $100 for each additional half-hour of service after the termination time. Deliveries and set up for parties are based upon the rental time of the event. All equipment needs to be set up/removed during the rental times. CERTIFICATE OF INSURANCE IS REQUIRED FOR DJS/BANDS—Naming the OEC/GHG as the insured.
______ADDITIONAL AGREEMENTS: No attachments or removal of décor is allowed on the walls, floors or ceilings of the building. The use of birdseed, rice, confetti, small beads/diamonds or glitter, standing on chairs is not permitted in the venue, and the use of fireworks including sparklers is strictly prohibited inside the building. There will be a charge of $100 if this policy if violated. Any damage to the facility or its contents will be the responsibility of the customer and billed accordingly. Prior notice is also required if a to-go box is required for the bridal couple. Cake base and stands are the responsibility of the customer. Please arrange for the removal of those items at the end of the event. GHG/OEC will take all necessary care, but accepts no responsibility for the damage or loss of property or rentals left in the venue or at any other location before, during or after the event. The customer is also responsible for any damage or breakage of any rentals during the event. All event materials must be removed from the premises at the completion of the event. Menus and seating can also be changed or substituted upon the discretion of the management with customer notification. Unsupervised Children running in the Suites/Lobby/Patio/Flowerbeds/Golf course/Stairs is strictly prohibited. GHG/OEC is not responsible for any falls or injuries to the unsupervised children running or playing on the premises. Any sparklers at the end of the night used outside need to be disposed in a sand bucket and is the responsibility of the customer. Any gift wrapping/balloons/arches need to be removed/burst and disposed in the trash can and not left on the floors or outside in the parking lot. No outside food or alcohol beside cake to be brought in the Bridal Suites/Premises--please order at the bar.
$250 refundable deposit for Ballroom events and $75 for Garden Oaks Event is required for any misc damage or additional cleanup needed if the Bridal Suites/Venue/Patio are damaged or not left in good condition or if there is any untagged/alcohol not purchased from the venue and consumed in the suites or inside the venue. Bringing and drinking alcohol purchased from outside puts our liquor license in Jeopardy and we may close the event and the customer/guest will become personally liable for any guests that have been drinking untagged/personal liquor in the parking lot, venue and bridal suites.
______KIDS PRICES There is no charge for children under 4 to eat at catered events that are served as a buffet. Children between the ages of 4 and 8 years can be served a kids meal. There is no discount for plated meals for children.
______DISCLAIMER GHG/OEC reserves the right to exclude any group or individual deemed to be inimical to or a risk to the GHG/OEC property or interests. Groups or individuals shall be given equal opportunity regardless of race, creed, color, sex, religion, or national origin.
I ______________________ have read and understand the OAKS EVENT CENTER/GARDENS HOSPITALITY GROUP CONTRACT.
Print Name ____________________SIGNATURE, ______________DATE, ____________EVENT DATE__________
GARDENS HOSPITALITY GROUP/OAKS EVENT CENTER-13765 SOUTHERN OAKS DRIVE-BURLESON, TX 76028 PH 8177312547 www.oakseventcenter.com www.gardensrestaurantandcatering.com firstname.lastname@example.org email@example.com