Terms of Agreement

1. Payment:  The person signing the contract certifies that he/she has the authority for his/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% 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 hour of event.  A late fee will be charged per day 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 catering permit issued by the New York State Liquor Authority four (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.  As dictated by state law, no one under 21 years of age will be served an alcoholic beverage at a BASC event.  No on 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 one is permitted to claim exemption on the purchase of beer, wine and other alcoholic beverages.

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

12. 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.

13. Contractee must communicate with catering management staff at time the guarantee count is due if there are any dietary restrictions or food allergies regarding the attendees at their event.