EVENT DETAILS Number of Guests Adults (over 18) Event Date Name of Event (for signage) Minors (between 12-17) Children (below 12) Room Required

Transcription

1 Banquet Booking Form Please read and complete the following. Please ensure all details are correct. Bookings cannot be accepted unless this form i s completed and signed and a deposit is paid. If you require assistance completing the form, please contact one of our Event Coordinators Event Date Name of Event (for signage) EVENT DETAILS Number of Guests Adults (over 8) Minors (between -7) Children (below ) CONTACT DETAILS Name of Contact for Event Postal Address Room Required Room Set up (please tick) Banquet Buffet Telephone Home Mobile Work Cocktail U-Shape Other (please state) Event start time Do you require additional set up time Club Membership Number Event finish time

2 ADDITIONAL ROOM SET UP REQUIREMENTS Number of guest tables required Cake table Gift table Ticket table Auction item tables Trophy table Registration table Data projector table Memorabilia table Display Boards Water station Additional tables (please state) EQUIPMENT REQUIREMENTS (please tick and indicate number required. Subject to availability) Wireless Handheld Microphone Black Lectern Black Lectern with Microphone Microphone Headset Lapel Microphone Wireless slideshow advancer Data Projector (please state type of connection and if sound is required) Screen (if in Tops, please state which wall for screen location) ipod or MP3 connection Laptop computer Disco Lighting (Auditorium only) Whiteboard and pens Wireless Internet connection

3 DECORATIONS Will you be providing your own decorations? If you are providing your own decorations, please see the section Decorations in our terms and conditions. If you would like the Armidale City Bowling Club to provide you decorations, please complete the following; TABLE SETTINGS Theme: Chair covers - please state number, style and colour required (please note we require final number of chair covers week prior to the event) Sashes please state number, style and colour Coloured tablecloths (we provide white linen FOC) please state number, style and colour Table Runners please state number, style and colour required Large or Small Overlays please state size, style and colour Centrepieces we are happy to help you develop your own personalised centrepiece or choose a design from our selection. Please provide comments on what you would like and if possible, please provide a picture. Additional Decorations please tick if required Black Easel Stand Ribbon on serviettes please state style and colour Lolly Buffet Handmade Chocolates on each table (POA) Drapes please state which room and what style Chandelier (Auditorium only) Additional Draping (style dependant on location) Additional Fairy lights (style dependant on location) Individual Fairy lights please state number White lanterns Vases Mirrors please state number required ( per table) Other Tea light holders with candles please state number per table Balloons please state number, colour and style

4 CAKE Who will be providing your cake? CATERING To choose your catering, please see our Banquet Menu. When will the cake be delivered? If you have any queries or special requests, please contact us so we can discuss them with you. Would you like us to cut and platter your cake for an additional $30? Would you like to take the remainder of your cake on the evening of the event, or the morning after your event? ENTERTAINMENT Who will be providing your Entertainment? Please note that we require your catering choices no later than one () month prior to your event. We also require final numbers one () week prior to your event. We request that you keep us informed of how your numbers are changing from the time of your initial booking until the date that your final numbers are required. We also request that you inform us of the maximum possible numbers that may attend your event Will your entertainer need additional chairs or tables? If so, please state what is needed. Will your entertainment be provided with a meal Date Catering Choices are required Date Final Numbers are required What time will your entertainment play from/to? Please inform your Entertainment that they are required to be off the premises due to security reasons by :30am at the latest Time for meal to be served Dietary Requirements (please write dietary requirements below. We require these one () week prior to your event)

5 PRE-DINNER PLATTERS Please tick if you would like cold platters and state how many you require Time of service Crudité Platters with cold dips, vegetables, nuts and chips Cheese Selection Platter with crackers Seasonal Fruit Platter Antipasto Platter Chefs Selection Canapés (30 mins) COCKTAIL RECEPTION (if required) If choosing your own canapés, please write your selections below depending on your choice of menu ALTERNATE SERVE TWO OR THREE COURSE Please tick which menu chosen Classic Premium Please select two dishes for each course Entrée Mains Dessert Would you like your cake cut and plated with cream and berry coulis at an extra $3 per person or as a substitute for your dessert? Would you like additional sides? (please write selection and number required)

6 CHILDRENS MEALS (ages below ) Please select one Number Required BBQ Buffet Please select your meat choices Chicken Kebabs Grilled Chicken Breast Seared Barramundi fillet BUFFET Select one () Meat from the Carvery Roast Select two () Wet Dishes Salad selections Additional Meat or Wet Dishes (please note there is an additional charge) BBQ Prawns Scotch fillet steak (00gms) Sirloin steak (00gms) Rissoles Sausages Lamb Cutlets Pork Medallions Salad selections please choose 6 from the simple items Salad selection please choose mixed salads 3 Would you like dessert with your buffet? (Please write selection)

7 Platters Please select which platter/s you would like and state how many you require Party Selection Number: Deluxe Selection Number: Gourmet Selection Number: Please tick four (4) sauces from the list below BBQ Sauce Tomato Sauce Sweet Chilli Sauce Sweet and Sour Sauce Sour Cream Mayonnaise Green Tomato Relish Tartare Sauce BAR Please note that the Club requires a minimum of 40 people to offer a bar. If you do not have this amount of guests attending your event, please speak to your Event Coordinator about what we can offer you. Do you require a Bar If yes, from what time Will you be offering a Dry Till (Bar tab for your guests) If yes, from what time Dry till contact Dry till amount Dry till inclusions Beer (draught/bottled) Wine (bottle/glass) Soft drink Spirits (pre-mixed/poured) Would you like wine on tables? If yes, please state which wine you have chosen and how many bottles per table Would you like a Beverage Package (see your event coordinator for details)

8 Terms and Conditions In order to ensure the success of your event please read the following terms and conditions. Once you are fully aware of these terms and conditions please sign and return the form to the Club with your deposit. The completed forms and deposit will be confirmation of your booking. Membership: The person responsible for the function must be a member of the Club. Tentative bookings: The Armidale City Bowling Club will tentatively hold any date for fourteen (4) days without a deposit. After the fourteen (4) days have elapsed the Club will automatically release the date unless the booking has been confirmed. An extension of a tentative booking is determined at management s discretion. Deposit: A booking will be confirmed only when the Club has received a nonrefundable deposit to the value of your room hire along with a signed copy of these terms and conditions. The Club will accept payment in the form of cash, cheque, credit card or direct deposit. Cancellations: If you wish to cancel your booking, please contact your Event Coordinator. Public holidays and Sundays: Please note that a 5% surcharge will apply to room hire on all functions held on public holidays and Sundays. Closing and opening times may also differ. Please speak to your Coordinator regarding timings. Please also note that there is a separate catering price for events held on Public Holidays and Sundays. Final numbers: Final function numbers are required at least one () week prior to your booking date and this day will be deemed as your final numbers date. The number provided will be the Guaranteed Number of which you will be invoiced for. It is your responsibility to notify us of final numbers. Final payment will be based on the Guaranteed Number. The Club suggests that your RSVP date is prior to the final number date. Any additions after your final numbers will only be accepted on approval from Club Management. The Club reserves the right to not accept additional numbers. Payment: The Club must receive final payment for your function in full no less than three (3) days prior to your booking date. If full payment has not been made prior to the event, the Club reserves the right to cancel the event without notice. Accounting: All Events will be invoiced for services rendered. Only with express approval will the Club collect monies on behalf of a client. In the event that the Club is to collect monies on behalf of the client in the form of ticket sales, the purchase of tickets will be non-refundable. Prices: Whilst every effort is made to maintain prices, they may be subject to change without notice, prior to your event. Quotes: Quotes are valid for a period of 90 days from the date shown on then quote. Access: The Club is open from 9am- pm Monday to Thursday, 9am- pm Friday and Saturday and 9am- 9:30pm Sunday. If you require access to the Club outside of these hours please speak with management. Any approved access before 8.30am will incur a $50.00 fee. Functions which continue after midnight will be charged at $00.00 per hour or part thereof and must be approved by management prior to the Event. Under no circumstances will there be any extensions on timings after midnight at Saumarez Homestead. This applies to guests and entertainment. Loss and Damages: The patron is to be aware that they will be held financially liable for any loss or damages that the Club or Saumarez Homestead sustains as a direct result from hosting the function. You are to be aware that you are also responsible for the behaviour of your invitees/guests and will be held liable for any damages that they may cause to Club property or Saumarez Homestead. The Club holds no responsibility for the loss or damage to items brought into, left prior to, during or after the event by the patron, their guests or outside contractors invited by the patron or any of their guests. The Club does not permit items to be attached or fixed onto/into walls ceilings furniture or glass. Equipment/ decorations: All equipment and decorations brought into the Club must have prior permission from management. If choosing to provide your own decorations, access to the Club will only be available on the day of your Event, and the time of access will be deemed by your Event Coordinator. Party poppers and sparklers are prohibited, and confetti/scatters must be used sparingly and removed prior to the conclusion of your event. Failure to do so may incur a cleaning fee. Highly flammable materials are prohibited. All decorations must be removed from the premises prior to the conclusion of your Event. All exit doors must be free of blockages and positioning items must be done in consultation with your Event Coordinator. The Club reserves the right to remove any items or decorations if deemed necessary. At Saumarez Homestead, please note that no candle or live flame of any kind is allowed. All decorations or any item brought on to the premises of any kind

9 (eg. boxes and wrapping paper) must be removed from the premises entirely. Conduct: The Armidale City Bowling Club is a registered Club and therefore must ensure that certain standards and policies must be upheld. Please be aware that certain rules and regulations will apply to you and your guests concerning conduct, dress, liquor, gaming and so on. The Armidale City Bowling Club is committed to responsible service of alcohol and adheres to this policy at all times. Smoking: The Armidale City Bowling Club has a non-smoking policy. Smoking is only permitted on the balcony of the upstairs function room and in the main Clubs designated outdoor smoking areas. Smoking will not be permitted in the main bar, function areas, lounge area, foyer or hallways. Please notify all guests of this requirement. If holding your event at Saumarez Homestead, smoking is prohibited in all buildings including marquees and only allowed in the designated area for your function. Other functions: The Club reserves the right to book other functions into the same function room the day of, the day before and the day after your booking. Additionally the Club reserves the right to book other functions at the same time as your booking in adjoining function rooms. Minors: It is a requirement by the Club s Board of Directors that the number of persons under the age of eighteen (8) attending the function must be confirmed with staff. This will be required in a written form addressed to the Board. Minors are NOT permitted in bar areas, must not consume alcohol, enter the Clubs gaming lounge and are required to be with a parent or guardian at all times. Catering: The Club requires function menus to be selected and finalised one () month prior to your booking date. Due to market price fluctuations food payment will only be accepted ninety (90) days prior to a function. Alternatives to this condition may be requested by a written letter to the Clubs Board of Directors. Board decisions are final. Due to Legislative requirements food and beverages are not to be brought onto the Club premises this includes nuts/chips/lollies etc. disposed of. It is the patron s responsibility to notify the cake maker of these terms. Appointments and meetings: Visits to any members of the Club s function team is preferred by appointment. Unforeseen circumstances: Due to any unforeseen circumstances or accidents the Club reserves the right to cancel any booking and refund any deposits at any time. Responsible Service of Alcohol: Due to legislative requirements (Liquor Act 007) the Club requires all functions, where alcohol is served, to include at least one food option for function guests. If not all guests are to partake in a set meal, then this must be stated in the Clubs booking form. The Club reserves the right to ensure that there is sufficient food provided for all guests. Upon signing this Booking Form, you are agreeing to the Terms and Conditions provided in the Banquet Package and you agree to abide by these Terms and Conditions and take full responsibility for your guests and their actions. Name of Event Contact: Signature: Date: te: If you supply a celebration cake such as a wedding or birthday cake you agree to take full responsibility for that cake. The Club holds no responsibility for any damages or loss of a cake if left behind. It is the patron s responsibility to ensure that the remainder of their cake is either removed prior to the conclusion of the event or picked up (upon agreement with Event Coordinator) before 9:30am the day after the event. In the event that these times are not adhered to, the cake and all accompanying decorations will be