Terms of Use
FINAL GUEST COUNT AND MENU SELECTIONS
The final guaranteed guest count is due at least five business days prior to the event date. For events scheduled on a Monday or Tuesday, the final guest count must be received by noon on the preceding Thursday. If no confirmation is provided, the final guest count will be based on the number of guests shown on the most recent proposal and invoice. No changes will be accepted within five business days of the event. If the guest count increases on the actual day of the event or if additional guests attend, we cannot guarantee that we will be able to accommodate the increase and we hold the right to charge accordingly. Final food and beverage selections must be submitted to FOC Events at least 10 days prior to the event otherwise, we cannot guarantee specific menu item selection.
REVISIONS
Any revisions to the confirmed guest count, food and beverage menus, rental needs, or staff requirements must be communicated/submitted to the FOC Events team at least 10 business days prior to the event date. Any revisions requested within 10 business days of the event date will be considered last minute, and will be billed after the event and subject to a separate administrative/coordination fee of 22% of the total cost.
SHORT NOTICE BOOKINGS
If an event is confirmed within 15 business days of the event, 100% of the total balance will be due immediately to hold the date. FOC Events reserves the right to decline events that are requested on short notice and exceed our capacity to provide service.
ALCOHOL POLICY
FOC Events is responsible for the sale and service of alcoholic beverages in accordance with New York State laws and regulations. Therefore, no alcoholic beverages will be served or sold to any one deemed intoxicated or unruly, or sold or served to anyone under the age of 21.
REMAINING PRODUCT
FOC Events will always be prepared with more food and beverage than required, any product not consumed will be returned to FOC Events. In this case, food can have extended temperatures and holding conditions to a point that we cannot and will not release leftovers to clients or your guests due to health department regulations. If you still choose to receive leftovers without liability to FOC Events, a signed agreement will be required prior to your event. NO EXCEPTIONS. For all drop off catered events, acceptance of the order by the customer releases FOC Events from all claims and liability of food-borne illness at any time following the point and time of delivery. FOC Events recommends that you never reserve any food item that has not been completely used during the time it was intended. FOC Events prepares an abundant amount of food to ensure that your last guest receives the same quantity and quality as your first guest.
GARBAGE
Garbage disposal is the responsibility of the client and/or venue unless otherwise agreed upon in advance for an additional fee.
LOAD IN AND LOAD OUT
FOC Events requires set times for load in and out in relation to the venue’s specifications. FOC Events will contact the venue to discuss any time restrictions. Where load out must occur on the same evening of the event, rental pick up and removal will have an increased charge. FOC Events is not responsible for items left behind at the conclusion of an event.
DEPOSIT
FOC Events requires a signed copy of this Agreement, completed credit card authorization form and a non-refundable deposit to hold your event date. The deposit is 50% of the total estimated cost at the time of booking, and will be applied to your total balance due.
FINAL PAYMENT
All final payments are due at least 10 business days prior to the event date. Preferred payment methods are wire transfer, ACH and check. Credit cards are accepted, clients are subject to credit card processing fees. and must be paid in full with a credit card, check or wire transfer. Cash will not be accepted. All checks should be made payable to FOC Events LLC. FOC Events is authorized to charge the authorized credit card on file if the total balance due has not been paid in full at least five business days prior to the event date.
FEES & TAXES
All charges are subject to a 22% coordination fee and applicable taxes which is based on the total cost of the event. All event charges, including the administrative fee are subject to 8.875% New York State sales tax. The coordination fee is not a gratuity, is not directly shared with any service staff that works your event, and serves to offset ancillary expenses associated with the planning and coordination of this event.
GRATUITY
Service staff are paid a premium hourly rate that exceeds the minimum wage, therefore leaving gratuity is at your own discretion. If you would like to leave gratuity with the final payment, please share the amount with the FOC Event Coordinator at least 10 business days prior to the event date. If you would like to leave gratuity during or after the event, please tip the staff directly with cash, or notify the Event Captain and complete a gratuity form to permit FOC Events to charge the authorized credit card on file.
DAY-OF PURCHASE REQUESTS
Day-of event Client requests for any food and beverage items not previously agreed upon, the FOC Events team will request approval to use the authorized credit card on file.
POST-EVENT EXTENSIONS
At the conclusion of your event, if you would like to extend you may do so for up to 1 hour after your contracted end time for an additional fee. A responsible party from your event must sign the event extension authorization form provided by the event captain. Any extension will be subject to a fee per staff member per hour, plus applicable taxes. By signing the extension bill, the client agrees to FOC Events charging the authorized credit card on file. These charges will be processed immediately upon confirmation of the extension request.
CANCELLATION
All amounts paid are non-refundable for cancellations occurring within three months (twelve weeks) of the event date. For cancellations within 30 days of the event, you will be charged 50% of the estimated total. For cancellations within 15 days of the event you will be charged 100% of the total estimated event charges. FOC Events is not responsible for cancellations due to venue scheduling conflicts or other vendor or venue-related issues.
FORCE MAJEURE
The performance of this Agreement by either party is subject to acts of God, government regulations, disaster, strikes, or civil disorders making it illegal or impracticable to provide the facilities or hold the event. This Agreement may be terminated for any one or more of such reasons by written notice from one party to the other as soon as reasonably practical after the occurrence of such event.
RESPONSIBILITY OF PARTIES
Contracting company or person agrees to assume full responsibility for the conduct of the members of its group, including physical damage to FOC Events or Rental vendors property as a result of misuse/damage and agrees to indemnify and hold harmless FOC Events from and against any and all claims, damages, costs, expenses or losses or any kind or nature arising from or in connection with such conduct.
GOVERNING LAW
This Agreement shall be governed by the laws of the State of the jurisdiction where this Hotel is located and the laws of that State shall have jurisdiction to settle any dispute arising under this Agreement. In no event shall FOC Events the owner of the FOC Events, or any direct or indirect member, manager, partner, shareholder, officer, director, employee, agent, principal or affiliate of any of the foregoing, be liable for indirect, incidental, consequential, punitive, special or exemplary damages of any kind or nature whatsoever, and in no event shall any of the foregoing be liable for any damages hereunder in excess of the amount of the event fee actually paid by the Group hereunder.
The parties agree that this Agreement constitutes the entire contractual understanding between them. No other verbal or written commitments are applicable. This Agreement may only be modified by a written document executed by both parties.
The entire staff at FOC Events sincerely appreciates the opportunity to serve you. You can be assured of the effort of our entire staff and personalized attention to help make your program most enjoyable and successful.
