THE BELL TOWER AT 34TH – CLIENT OFFER AGREEMENT
Unless fully executed by Client, this offer expires in seventy-two (72) hours. The following terms and conditions will be STRICTLY ENFORCED. You may not become a client without agreeing to these terms in advance. Please initial and sign where indicated below.
DEPOSITS, PAYMENTS, AND CANCELLATIONS:
The Bell Tower on 34th does not hold or reserve dates without BOTH a deposit and a signed contract.
A signed contract is not valid without payment of the deposit.
Any offer(s) are subject to withdrawal prior to Bell Tower on 34th receiving a deposit. Please note for new events, online deposits may be subject to a delay for date verification and processing.
The Bell Tower on 34th requires all payments to be made online or in person. NOTE: Credit Card Daily Spend Limits may delay your payments. It is client's responsibility to contact the credit card company to release or increase any limits to ensure payment is timely received.
A 19% Service Fee of [Serv.Chg] applies to the subtotal before tax.
An 8.25% Sales Tax applies to the subtotal of the room rate, food, staff, alcoholic and non-alcoholic beverages, service charge, and other taxable items. If you or your organization is tax exempt / non-profit, please submit a copy of your 501 (c)(3) tax exemption certificate at the time you return your signed contract. Sales Tax may not be deleted from your contract total until after your tax exemption certificate is received.
DEPOSIT: A non-refundable payment of 25% of the contract amount is due upon booking to secure your event date of [Event.Date.Long]. For new events, online deposits may be subject to a delay for date verification and processing. The non-refundable payment is transferable one time only based on availability within twelve (12) months of the date of your cancellation. Your new date must be selected before the day of cancellation. New pricing and terms and conditions for the new event date may apply at the time of cancellation and rescheduling.
PAYMENTS: All Payments must be made online or in person. The Bell Tower on 34th is not required to send payment reminders. 50% of your remaining balance is due 90 days before [Event.Date.Long]. The remaining balance for your event is due 30 days prior to [Event.Date.Short]. The guest count number may not go down within 30 days of your event. (Forms of Payment Accepted: Cash, Check, Visa, MasterCard, American Express, Discover). The Bell Tower on 34th does not accept payment by check within one week of the event.
PRICING, TERMS AND CONDITIONS ARE SUBJECT TO CHANGE AT ANY TIME WITHOUT NOTICE PRIOR TO ACCEPTANCE.
RETURNED CHECKS are subject to a $35 returned check fee. If the check is returned after the balance is due, the contract may be subject to the following stipulations, each at the election of Bell Tower on 34th:
The Client may be in material breach of contract.
The contract may be subject to termination.
The Client may have to surrender the right to possess the premises on the event date.
Notwithstanding the foregoing, in the event a late payment is pre-approved, the contract may remain in place upon payment of the balance due and all late charges.
PAST DUE ACCOUNTS: Accounts past due will be placed on HOLD. The Bell Tower on 34th is not required to send payment reminders. A $35.00 per day late fee, for each working day, is strictly enforced and automatically accrues to the Master Account for late progress Payments and unpaid Consumption Charges. For Accounts on HOLD, no event rentals, staff, or supplies will be procured until the account is made current. Additionally, client, guest, and any associated vendors will not be allowed to schedule or attend bridal portraits, food tastings, rehearsals, or event load in on the premises, unless and until the respective account is brought current in the opinion of The Bell Tower on 34th..
All Payments Made are non-refundable except for the first five (5) days, confirmed by a signed five (5) day hold addendum.
NON-REFUNDABLE PAYMENTS are transferable one time only, based on availability, within twelve (12) months of the date of your cancellation of your event. Your new date must be selected before the day of cancellation. New pricing and terms and conditions for the new event date may apply at the time of cancellation and rescheduling. Within 120 days, partial event cancellations or room deletions are not permitted. For cancellations made less than One Hundred Twenty (120) days prior to [Event.Date.Long], there will be NO POSTPONEMENT OR RESCHEDULING OPTION. .
FOOD and TASTINGS:
Based on availability, Tastings must be scheduled no later than 45 days in advance of [Event.Date.Short]. Tasting dates and times are very limited and must be scheduled through your Customer Hub in advance. TASTINGS ARE NOT OFFERED IN DECEMBER. Your account must be current and your Tasting Menu selection must be complete before your tasting is confirmed. Your Tasting may consist of Bite Sized portions of 2 entrees, 2 sides, 2 salads, 2 house wines, and up to 4 appetizers, based on your contracted menu selection, served in plated presentation form. Coffee, tea and/or water is served on request (excluding the Classical Fruit and Cheese Display, Anti Pasta Platter, The Mediterranean, and all Action Stations). If selected, you may taste up to three (3) items from the Fried Festival Display. Limit tasting events to four (4) guests please. Please arrive fifteen (15) minutes early. A late arrival may result in cancellation of your scheduled tasting. Consuming raw or under cooked meats, poultry, seafood, shellfish, or eggs may increase the risk of food borne illness, especially if you have certain medical conditions. On the event date [Event.Date.Short], any leftover food will not be dispensed or offered on a "to go" basis since often it has or will be sitting beyond health code serving time guidelines.
Beware no shows or cancellation of your tasting on the same day as your scheduled tasting will result in a $200.00 fee added to your contract.
CEREMONY / REHEARSAL:
Evening ceremonies will not begin until after 6pm.
Rehearsals may be scheduled in thirty (3) minute intervals only. If the rehearsal is longer than 30 minutes, a $150.00 surcharge will be automatically billed to the Master Account. Rehearsals must be finished by the following times based on availability:
Monday - Thursday finish by 5pm
Friday - finish by 4pm
Saturday - finish by 8:30 am
The Rehearsal Time & Date cannot be guaranteed until two (2) weeks prior to your event based on availability. Please contact your Event Producer for scheduling details and confirmation. Please note the Bridal Salon and other dressing rooms are not available for rehearsals.
The Final Guest Count is due no less than two (2) weeks prior to [Event.Date.Short]. Your guest count number may go up but not down. Guest counts are limited to the combined room capacities of the ballrooms listed in this agreement.
Additional consumption charges will be due immediately, and C.O.D. billed to the Client at the time of the event. On the day of the event, The Bell Tower on 34th will accept Credit Cards, Cash, or Cashiers Check only. Additional Charges for extending your event are due in advance. (Traditional methods for determining additional guests include, but are not limited to, plate counts and guest chair counts. Other methods may include eyewitness, manual guest counts, car counts, key counts, and electronic recording devices as needed.)
The Bell Tower on 34th reserves the right to use all photographic and /or video graphic images for promotional and/or advertising purposes at its discretion.
PLEASE DO NOT LEAVE CHILDREN UNATTENDED. BY SIGNING BELOW CLIENT AGREES TO BE RESPONSIBLE FOR ALL CHILDREN ATTENDING THE EVENT. THE BELL TOWER ON 34TH WILL NOT BE RESPONSIBLE FOR LOST OR INJURED CHILDREN.
If the building property is damaged by you, your guests, employees, or agents, your account will automatically be billed for related damages.
To the extent permitted by law, you agree to hold Bell Tower Group, LLC harmless for any bodily injury suffered by you or your guests related to ascending / descending or traversing steps, stairs, walk ways, patios, driveways, or pavers.
THE BELL TOWER RESERVES THE UNRESTRICTED RIGHT TO MODIFY BUILDING AESTHETICS WITHOUT LIMITATION AT ANY TIME.
DRESSING ROOMS are available for use two (2)hours before your ceremony, once booked at the Bell Tower on 34th. For daytime weddings, the dressings rooms, a/k/a The Bridal Salon and Grooms Lounge must be vacated at the event end time; no breakdown time is allowed after the event for the dressing rooms. Extended uses of the Dressing Rooms are available at the rate of $100.00 per hour based upon availability and cannot be booked sooner than one (1) week prior to your event. Consumption charges apply. There are no dressing room options during rehearsals. The Bell Tower on 34th is not responsible for lost or stolen items.
ALCOHOL - Outside alcoholic beverages other than alcohol served by The Bell Tower on 34th is strictly prohibited and will result in any of the following 1. The item(s) will be confiscated 2. A minimum automatic fine of $5,000.00 per can or bottle and your event may be closed down with no further notice or monetary refunds. This includes wine, beer, flasks, or any other container and/or party favors, auction items and/or giveaways. The Bell Tower does not offer individual shots of alcohol (including liquor on ice or drinks served "neat") at any time. All alcohol is to be provided and poured exclusively by The Bell Tower on 34th staff. Liquor by the bottle is not an option. No Consumption Bars. The Bell Tower on 34th reserves the right to change brands of liquor at any time. There are no returns or refunds for any requested custom wine or liquor items once the items have been entered into our system as a formal line item for your event. No beer, wine, or alcohol of any kind is allowed to leave the premises.
EXTENDED HOURS - On the day of the event, The Bell Tower on 34th will accept Credit Cards, Cash, or Cashiers Check. Additional Charges for extending your event are due in advance. Including Early Load-in/Set Up: ANY EVENT exceeding the arrival, start or end times stated in this agreement, whether early or late, will be subject to a charge of no less than $2,500.00 or 10% of the total contract amount, per hour, whichever is greater. Our agreement to extend an event is subject to availability. If your event time is extended due to early arriving guests or guests that do not depart on time, payment for overtime charges will be due in full immediately.
During your event, if anything is not as planned, please notify your event manager IMMEDIATELY.
BRIDAL PORTRAIT SITTING - (If applicable to your event) Includes: Two (2) hours at The Bell Tower, use of a Bridal Salon and access to the entire facility. The Bridal Portrait Sessions do not include beverages, snacks, or any staff or any room attendant. Bridal Portrait Sittings must take place before your main event and must be booked at least two (2) weeks in advance, Based on Availability M-W 9am-11am, 12pm-2pm and 3pm-5pm. The Bell Tower on 34th DOES NOT SCHEDULE YOUR PHOTOGRAPHER OR FLORIST. Your Bridal Portrait may need to be rescheduled if an event is subsequently booked for that time. Please be aware the gardens may need to be covered if the outside temperature falls below freezing.
All Vendors are required to provide a Certificate of Liability Insurance naming Bell Tower Group, LLC d/b/a The Bell Tower on 34th and Keep on Going, LLC as additional insured with a waiver of subrogation and containing a minimum limit of $1,000,000 per occurrence and $2,000,000 in the aggregate, at least ten (10) days prior to event date.
Including the Insurance Requirement, all company policies that apply to vendors also apply to friends or members of the family that may be providing decorations or other services such as floral, linens, cake, DJ services, and the like. The Bell Tower on 34th reserves the right to refuse access or entry to anyone at any time in its sole discretion.
Client agrees to provide a full and complete list of outside vendors utilized, if any, and provide complete contact information for each. Client also agrees to assume all financial responsibility for uninsured vendors which are not provided through The Bell Tower on 34th.
If your vendor needs more than three (3) dedicated 20 amp circuits, you must make prior arrangements with the Bell Tower staff. YOUR VENDORS ARE REQUIRED TO USE GAFF TAPE, NOT DUCT TAPE, TO SECURE LOOSE CABLES.
Vendor/band waiting rooms are available for an extra fee based on availability.
The Bell Tower on 34th and [Salesrep] will not be responsible for vendor deliveries or sign for your vendor rentals when they are not a part of this contract.
All Items used in decorating must be removed at the conclusion of the event. Items left overnight will become the property of The Bell Tower on 34th. If your vendors do not clean up after themselves you will automatically be charged an additional $500.00 service fee.
SPARKLERS, FIREWORKS, AND FOG DEVICES OF ANY KIND ARE PROHIBITED ON THE PREMISES. THIRD PARTY CATERING IS NOT PERMITTED.
The Bell Tower on 34th will not be responsible for circumstances beyond our control, including, but not necessarily limited to power failure, equipment malfunction, fire, lost or stolen items, criminal behavior, and acts of God.
FORCE MAJEURE: BY SIGNING BELOW, I ACKNOWLEDGE RECEIPT OF INFORMATION ABOUT EVENT CANCELLATION / POSTPONEMENT INSURANCE.
Notwithstanding any other language in this contract and to the extent permitted by law, each party shall be responsible for personal injury, death, or loss of or damage to property caused by such party's gross negligence or willful misconduct.
This Agreement contains the entire agreement and understanding of the parties with respect to the subject matter hereof and supersedes and replaces all prior discussions, agreements, proposals or understandings, whether orally or in writing, between the parties related to the Event. This agreement may only be changed, modified or amended by written acknowledgement duly executed by an authorized representative of The Bell Tower on 34th, including but not limited to modifications for inclusion of extra charges which Client independently contracts for. Client's signature herein below is further intended to evidence Client's agreement and obligation to pay for any such extra charges.
This contract is made in the State of Texas and shall be construed in accordance with, and governed by, the laws of that state applicable to contracts made and performed entirely therein.
Paragraph headings are inserted for convenience only and shall not be deemed part of this Agreement for any purpose whatsoever.
Each of the parties hereto agrees to sign such further instruments in writing as may be required to effectuate the purpose and intent of this Agreement.
This Agreement shall bind and inure to the benefit of both Client and The Bell Tower on 34th and their respective personal representatives. No party hereto shall have the right to assign this
Agreement or any of its rights or obligations hereunder or herein without the prior written
consent of the other.
The failure of The Bell Tower on 34th to enforce at any time any of the provisions hereof shall not be construed to be a waiver of such provisions or of such party's rights or available remedies thereafter to enforce such provisions.
ON BEHALF OF CLIENT, including outside planners, coordinators, relatives, etc...NO OTHER PERSON OR PERSONS SHALL make changes or alterations to the contract or communicate event details to [Salesrep] other than the Designated Single Point of Contact, UNLESS SO DESIGNATED in writing by the Client PRIOR TO ANY PROPOSED CHANGE OR ALTERATION.
I have read the above contract and agree to the terms and conditions as well as any terms and conditions on any contract addenda which I may sign, and specifically represent that I have full authority and competence to enter into this Agreement.
AGREED AND ACCEPTED AS TO BOTH FORM AND SUBSTANCE:
(Person Responsible for All Payments sign here).
Co-Signer ____________________________________________________________ DATE______________________
(Additional Person Responsible for All Payments sign here).
PRINTED NAME of Co-Signer_____________________________________________
Co-Signer Address_______________________________________ City/State/Zip_____________________________
By Signing Below, Event Producer Acknowledges the first payment has already been received.