THIS IS A SAMPLE

CUSTOMER	EVENT INFORMATION
Contact Name Nature of Office Office Location SUNY Brockport Brockport, NY 14420 Phone: x9999 Fax: x9999 Account Number: What account number do we charge	Contract Number: xxxxxxxxxx Event Date: Date of Event Description: What is the Nature of the Event Guest Count: How many people do you expect Event Status: Booked Contact Person: Who Should We Contact Contact Phone: What is the contact’s phone number

LOCATION AND TIMES
Room	Setup Style	Start Time	End Time
The Room the Event will be in	Unclassified	What time does the event start	What time does the event end

MENU SELECTIONS
Description	Qty		Price	Total
Items
Items you would like. Examples would be: Bagels w cream cheese - per dozen Mini Danish per dozen Coffee - per gallon Orange Juice in carafe half gallon	Number of each you would like
DELIVERY FEE
SPECIAL INSTRUCTIONS		BILLING
Setup instructions as to location of table; note that group ordered the table if not at Cooper location, etc REQUIRED FIELDS ARE HIGHLIGHTED IN BOLD THIS IS NOT A CONTRACT; IT IS AN EVENT PLANNING TOOL; DATE AND CONTRACT MUST BE VERIFIED THROUGH CATERING OFFICE AND OFFICAL CONTRACT WRITTEN AND SIGNED BEFORE GROUP CAN EXPECT CATERING SERVICE		Subtotal: Total:

We require a minimum guest count five (5) business days prior to the event. If the attendance falls below the minimum guarantee, the customer will be charged for the guaranteed number of guests.

John Doe	xx/xx/xxxx
Customer Signature	Date	Brockport Auxiliary Service Corporation Representative	Date

BW___ HH___ CA___ TX___ US___ INC. DIST.___ ON___ OFF___

I have read and understand the details of this contract and the attached Terms of Agreement.

TERMS OF AGREMENT

1. Payment: The person signing the contract certifies that he/she has the authority for h is/her action on behalf of the organization represented. All contracts must be signed with the appropriate signature and payment method determined before the event can be held.

2. A $15.00 service charge will be assessed if an event is booked less than 10 business days prior to an event and/or if there is not an authorized signature/account number on the contract 5 days prior to the event.

3. The guaranteed is the minimum amount of people for which there will be a charge regardless of the number attending. This number should be submitted no less than five working days prior to the event. Any changes in guaranteed number must be made no later than five (5) business days before the date of the event. The minimum charge will be 100 percent of final guarantee.

4. Events cancelled less than ten (10) business days prior to the scheduled date of the event are subject to any losses encumbered by the contractor.

5. Space reservation for events is intended only for the time of service not specified on the contract. There will be an additional charge for service not specified on the contract form. Any additional facility charges are based on arrival and departure times.

6. Changes in details and conditions for the contract may be made only with the express written consent of the appropriate catering representative. The person signing the contract is responsible for payment and cannot assign this contract or the liability

7. Contractee may be held liable for any damaged, lost or stolen (up to full replacement value) to the Brockport Auxiliary Service Corporation's property or equipment.

8. A written contract and a $200.00 deposit are required on all loaned equipment. Full refund of deposit will be given when equipment is returned satisfactorily within 24 hours of event. A late fee will be charged per day/item after 24 hours of event. A cleaning fee may also be charged if necessary. if equipment is returned damaged, contractee will incur replacement cost.

9. Alcohol Policy: All unlicensed off-site areas require a $45.00 catering permit issued by the New York State Liquor Authority for (4) weeks prior to planned event with an appropriate menu attached. Cancellation of an event where a special permit has been obtained will be subject to forfeiture of license expense. If alcohol is contracted to be served, then the contracting party, thereby agreeing to comply with the stipulations set forth before a Special Events Contract is confirmed, must sign policy. As dictated by state law, no one under 21 years of age will be served an alcoholic beverage at a BASC event. No one under the age of 21 may sign a contract for services involving alcohol. Two forms of identification, including one picture ID will be required proof of age. Food and nonalcoholic beverages must be made available at all events where alcohol is served. We encourage patrons to utilize the designated driver program for such events. On-campus clubs and organizations should contact the catering department for requirements for alcohol use.

10. Sales tax must be paid unless: 1) nonprofit organization furnishes an Exempt Organization Certificate (Form ST-119,1); or 2) a governmental agency furnishes a New York State Purchase order or Tax Exempt Certification Form AC-946 to the Brockport Auxiliary Service Corporation. Unless tax-exempt certificate is provided when signing contract, sales tax will be collected. No on is permitted to claim exemption on the purchase of beer, wine or other alcoholic beverages.

11. The contractor shall not be held liable due to unforeseeable circumstances or circumstances beyond the Brockport Auxiliary Service Corporation's control. Prices are subject to change.

12. Prepared food and beverages are contracted for consumption at the event only and cannot be taken from the specific venue unless otherwise agreed upon prior to the event and it is stated on the catering contract.

I have read and understand the details of this contract and the attached Terms of Agreement.

JOHN DOE date xx/xx/xxxx

Client Signature and Date

_____________________________________________

Banquet Representative and Date