Loading...
HomeMy WebLinkAboutContract 49833 CITY SECRETARY C, CONTRACT N0. letl room Wednesday, October 18,2017 To: City of Fort Worth Gail Duncan gait,duncan@fortworthtexas.gov From: Karen Schloer k.schloer@norriscenters.com Re: Cowboy Santas—Tuesday,November 21,2017 Gail and Michael, we are thrilled that you have chosen to host your special celebration at the Red Oak Ballroom on Tuesday, November 21, 2017. To confirm, siunply return a signed copy of the attached contract via fax or einail. Our fax rnumber is 817-289-2411. $0.00 will be due at this time,just with your signed contact,to reserve your date. You have been approved for NO deposit with a PO Net 30. We understand you have many decisions to make—so some details may need to be determined at a later time and we are flexible in this area. Also, if you would like assistance with other vendors such as decorators or DJ's,we are happy to provide you with a list of contacts we have worked with in the past. If you have not already requested additional services,please let us know if we can assist you with any of the following upgrades: Specialty Color Linens Chair Covers Special Napkin Folds Floor Length Table Clothes Cake Cutter Ice Sculpture Stage Larger Dance Floor Floral Centerpieces Specialty Lighting AudioNisual Our Assistant General Manager, Charles Miller will be in touch periodically over the next few months to confirm all your details and we can be reached at 817-289-2403 at any time to discuss your event,make arrangements for you to access the facility and in general do what we can to assist you. Upon service confirmation prior to your event,you will be asked to sign a "final" BEO. Please remember that the balance on the estimated total for your event will be due thirty(30) days prior to your event date. Thanks again for your hosting your event at the Red Oak Ballroom -The Beginning of A Lifetime of Beautiful Memories. 6� a9�o �rr?q� h CITYO2017FF'ORr �d r��SfCR�ApY771 .p OFFICIAL RECORD I pV 6 CITY SECRETARY FT.WORTH,TX 1 Norris Conference Centers /Red Oak Ballroom- Fort Worth/Sundance Square Cowboy Santa Tuesday,November 21, 2017-Tuesday,November 21, 2017 Banquet Event Order/Contract Account: City of Fort Worth Planning: Gail Duncan Phone: 817.875.3614 Fax: Email: gail.duncan@fortworthtexas.gov Address: 200 Texas Street Pay Method: 30 Days with PO #: ' Onsite: Michael Vega Deposit/Contract Due: $0.00/Fri, Oct 27 2017 Sales Agent: Karen Schloer i The pricing on this contract includes a guaranteed minimum F&B of$1800.00 **23%Service Fee WIII Be Applied to Your Final Invoice** **Montlily or Quarterly Payment Terms Are Available** **Payment In Full is Due 30 Days After To Your Event Date** Norris CentersiRed Oak Ballroom Offers complimentary WIFI&Parking TAX EXEMPT Food and Beverage Minimum$1800 Room Rental Donated Tuesday, November 21, 2017 Start End Function Room Setup Style Exp Room Fee 4:30 PM - 9:00 PM Social Red Oak BC Reception 200 $0.00 2nd Floor Lobby (2)6fts by stairs and escalators for registartion(5 ergos) White Linens Pre-Function(4th Floor) (1)Skinny for photobotth in white Santa will be here has well Inside BC: Christmas Tree in back corner near emergency exit in B (1)6ft for Desserts by Christmas Display (3)6fts under screen 1 for Sports Auction and other items(white) (2)rounds on the side of the column facing the 1st screen(black) Stage to be placed under the 2nd screen (3)6fts in front of the stage for Auction items(white) (12)cocktials scattered in the middle section of the ballroom (3)6fts under overhang for Sports Auction(white) (1)6ft in small nook of C for Tea and Water and sugars(black) Large bar set-up in large nook of C (2)rounds on the back of the columns facing Pecan(black) (8)cocktails scattered around 2 (3)Efts on wall under screen 3 for Silver Starts Auction(white) Pecan: (3)Efts on long wall spread out for vendors(black) (1)6ft in nook for vendor(black) (1)6ft under screen for vendor(black) Food:Quantities to be determined by Charles Miller with Pricing Quesadilla display 100 Domestic Cheese Display Meatball Display AN: Red and Green uplighting throgh out the room Will need computer for sound and slideshow Handheld Mic with stand Projectors Stage Bar: Chamber will be purchasing the first drink with a ticket(Beer and Wine Only) Cash Bar Time Qty Item Price 4:00 PM 1 *AN Package S100.00 VPU, House Sound, 1 Mic handheld,Screen 3 Display One 5445.00 Tuesday,November 21, 2017 16 Cocktail tables $22.00 1 Bar Set up Fee S450.00 *Stage(by section 6x8) 20 Spandex Chair Cover S18.00 White Spandex 20 Satin Chair Sash $2.00 10 Red Sashes 10 green sashes 4:30 PM TBD Cash Bar S450.00 Bartender&One Security Guard for 4 Hrs. 192 Drink Ticket(Beer and Wine) $6.00 Timeline: Vendors:? Guest Arrival:Spm-5:30pm(bar open and food out) Guest Departure:8pm Vendors: Traveling Photobooth:Austin Will have florist bring flowers for cocktails 3 Norris Conference Centers/Red Oak Ballroom- Fort Forth/Sundance Square Cowboy Santa Tuesday, November 21, 2017-Tuesday, November 21, 2017 Itemized Balling Food $2,887.00 Equipment $100.00 Misc $802.00 Service Charge (23%) $871.47 Subtotal $4,660.47 Less Deposit Received $0.00 Estimated Total Due $4,660.47 4 / /n ea UaZa room SPECIAL EVENT CONFIRMATION/CONTRACT SPECIFICATIONS Cowboy Santa Norris Training Systems, Inc. (Norris)provides facilities and services for training, seminars,meetings and social events at the Red Oak Ballroom. The terms "Client" and "Account", refers to the business, organization and/orindividual signing this agreement. We guarantee the space for which you contracted and do not over-book. To ensure your event will go smoothly and efficiently, it is important that you review and sign this contract. The facility is located within the Norris Conference Centers— Fort Worth/Sundance Square who is the agent for contracting space and services for the facility. CANCELLATION OF SERVICES When you contract for meeting space,these rooms are removed from our inventory and considered "sold." It is difficult and costly to re-market your meeting space if there are date changes,reduction u1 numbers, or cancellation without adequate written notice. Because the full extent of loss is difficult to estimate, it is agreed that the following charges for cancellation or reduction of space of services will be made. Less than 90 calendar days prior to event date 75% of Estimated Total is Invoice Due Less than 60 calendar days prior to event date 100% of Estimated Total is Invoice Due All event requirements,room configurations,menu and liquor requests and other services should be confirmed no later than 14 days prior to the function date. Significant changes in the number of attendees or menu items may result in pricing adjustments. Changes in event requirements received less than 72 hours in advance may be subject to additional labor charges. Standard contract terms end at 12 midnight Sunday-Friday and terms can extend to tam on Saturdays. Events that extend beyond the contractual time agreement may be subject to overtime fees in the amount of$500/per hour,however under no circumstances will an event go beyond 2am with last call no later than 12;45am. Date changes will be considered cancellations and are subject to the above guidelines. Availability is not guaranteed for any date change needs or increase in the number of attendees causing the vent to "out grow" the assigned event room. Norris reserves the right to move your event into a size appropriate room. DEPOSITS/CREDIT CARDS AND TERMS OF PAYMENT Group is approved Net 30 with no deposit per Corporate and Jeff Norris. Initial 5 NORRIS CONFERENCE CENTERS/RED OAK BALLROOM-FORT WORTH/SUNDANCE SQUARE Cowboy Santa CONFIRMATION/CONTRACT SPECIFICATIONS FORCE TWA IFURE CLAUSE The performance of this contract is subject to acts of God,war,government regulations or advisory, disaster, fire, earthquakes, tornadoes,hurricane,strike, civil disorder,government intervention,legal or contractual issues making holding the event unlawful or in violation of existing contracts,threats of terrorism either in the location of the meeting or along travel routes curtailment of transportation facilities preventing or unreasonably delaying at least 75% of attendees from attending, or similar cause beyond the control of either party making it inadvisable,illegal or impossible to hold the event or provide the facility. NCC/ROB may terminate or suspend its obligations under this Contract if such obligations are delayed,prevented or rendered impractical by any of the above events to the extent such events are beyond the reasonable control of the party whose responsible performance is prevented or rendered impractical.In the unlikely event that any of these unforeseen circumstances should occur forcing your space unavailable on the contracted dates,NCC/ROB will assist in making alternative arrangements. FUNCTION REQUIREMENTS All meeting requirements,room configurations, audio/visual needs,menu requests and other food or beverage selections must be confinned no later than(7) seven business days prior to the function date. All changes must be submitted in writing.A $150 service fee may be applied if meeting requirements change and are to be executed during a contracted event. Frequently we book more than one event in a given room on the same day. Therefore it is critical that the agreed to departure times are honored. Events may extend beyond the contractual time agreement,depending upon other events scheduled for that room at the sole discretion of General Managers or Corporate Managers at NCC/ROB,and shall be billed overtime fees in the amount of$500 per hour. NCC/ROB agrees to set your meeting room for 5% over your guaranteed attendance. It is the policy of Norris Centers/Red Oak Ballroom,that no food will leave the premises due to our inability to regulate proper food storage once removed from our venues. TAX/SERVICE CHARGE Prices are subject to applicable to 23% service charges as noted on your contract and/or banquet event order(BEO). ADDITIONAL SERVICES/EQUIPMENT Additional services will be charged according to the listed prices, as outlined on the last page of this document. Our assistance in selecting equipment is available. An additional fee for delivery of last minute services may be applied if ordered less than 72 hours in advance of your event. BALLROOM SPACE LIABILITY You agree to refrain from using tape,nails,pushpins or other damaging fasteners to hang signs, banners or other materials on walls, and glitter and confetti. We will provide supplies for items you wish to display. You are liable for damage and soiling you or your attendees cause to the premises and its contents and repairs/replacements to damage will be charged at actual cost. A $250 clean up fee may apply. Initial NORRIS CONFERENCE CENTERS /RED OAK BALLROOM-FORT WORTH/SUNDANCE SQUARE 6 Cowboy Santa CONFIRIVLATION/CONTRACT SPECIFICATIONS GUARANTEE POLICY FOR CATEIUNG Your pricing is based on a minimum number of guaranteed guests for catering as specified in your contract. Should your numbers decrease,you will still be billed for your minimum guarantee. Should your numbers increase,please notify us as early as possible to and we will make every reasonable effort to accommodate your group. All guarantees must be submitted in writing. Should your numbers increase to the point that your room cannot safely handle the revised group size,we will attempt to relocate you. If relocation is not possible,you will be required to keep the number of attendees below the safety level "occupation load" for that room_ Final numbers must be given(14)fourteen full business days before_your event. Please note that if you are booking an event with a date out further than 8 months-food and beverage fees may be increased by no more than 5%. OUTSIDE FOOD &BEVERAGES No outside food and/or drinks are permitted to be brought into Norris Conference Centers unless prior arrangements and approval by General Managers or Corporate Managers at NCC/R0B in writing. Norris Conference Centers is not responsible for equipment and/or personal belongings left in meeting room. The use of the kitchen facilities, dining utensils and equipment is limited to Norris Conference Centers'employees and their agents. AUDIOVISUAL EQUIPMENT Ali audio%visual equipment-will be charged according to the listed prices. We are happy to assist in selecting equipment. An additional fee for delivery of audio/visual equipment may be applied if ordered less than 24 hours in advance of your event. TELEPHONES Huse phones are available in all meeting and lounge areas. Conference calls and lona distance access needs must be pfe-airanged With VTorris Cont ence Centers. Local calls are free. PARKING Ample free parking is available at all Norris Conference Centers. To assist your event attendees, it is recommended that each meeting planner communicate parking information and directions in advance. Maps and directions can be downloaded from our website at www.nomscenters.com-we are available to assist upon request. Please note that attendees will park at their own risk_ NCC/ROB is not responsible for any damage or loss of property. AMERICANS WITH DISABILITIES ACT Norris Conference Centers facilities have been inspected and approved by their respective government entities for compliance with the public accommodation requirements of the Americans with.Disabilities Act as defined by law. Norris Conference Centers shall also provide,to the extent required by the Act, such auxiliary aids and/or services as may be reasonably requested by you. Initial 7 NORRIS CONFERENCE CENTERS /RED OAK BALLROOM-FORT WORTH/SUNDANCE SQUARE Cowboy Santa CONFIRMATION/CONTRACT SPECIFICATIONS HOLD HARMLESS AGREEMENT To the extent of its fault or strict liability you, as our client, and Norris Conference Centers/the Red Oak Ballroom each will release,indemnify, defend,protect, and hold each other,their affiliates, and their respective officers, directors or employees, harmless from losses, costs (including reasonable attorney fees and court and arbitration costs), expenses,claims, demands, liabilities and causes of action of every type and character arising out of the Agreement for personal injury, illness or death or loss of or damage to property. Neither you, as our client or Norris Conference Centers/the Red Oak Ballroom will be liable to the other or its affiliates in any action or claim for any special,incidental, exemplary, economic,indirect, or consequential damages of any nature whatsoever, arising from any cause, or claimed under any theory of law, including but not limited to business interruption,loss of profit,loss of product,loss of use or delays, event if advised of the possibility of such damages. GENERAL PROVISIONS Entire Agreement: This agreement and any Exhibits hereto constitutes the entire agreement between the parties and supersedes any previous communications,representations, or agreements,whether written or verbal. Any changes to this Agreement must be made In writing and signed by authorized representative of each party. Compliance with Laws: Client shall comply with all Federal, State and local laws,rules and regulations with respect to its activities on NCC/ROB property, including obtaining any permits required for the client's activities during the event.. NCC/ROB may require client to present proof of such compliance prior to the event. NCC/ROB relies upon Client's attendance projections in reserving the appropriate room(s)and in observing all federal, state and local regulations regarding room capacity limitations and health, safety and fire codes. NCC/ROB reserves the right to terminate this contract if,in our sole discretion, any aspect of an event is deemed to be in violation of any laws or could potentially become in violation of any laws. NCC/ROB reserves the right to terminate contract if any event is misrepresented as a NCC/ROB "sponsored" event in any form of marketing and/or advertising without NCC/ROB prior approval in writing. Prior wa'itten approval by NCC/ROB is required for any event for which Client has contracted NCC/ROB for a"hosted bar" package, and intends to sell tickets or otherwise award public access for attendance to the event. NCC/ROB reserves the right to take all necessary actions to cause the event to be in compliance with all laws,rules and regulations, including(1) closing the Event, (2)requiring certain guests to leave the event, (3)restricting access to the event, (4)restricting the consumption of alcoholic beverages, and(5)monitoring the event. If NCC/ROB decides,in its sole discretion,to take any on the actions above,it shall do so without penalty and Client shall remain liable for all obligations under this Agreement. Pursuant to section 30.07 penal code (trespass by license holder with an openly carried handgun), a person licensed under Subchapter H, Chapter 411, Government Code(Handgun Licensing Law),may not enter this property with a handgun that is carried openly. Right of Inspection/Entry: NCC/ROB will have the right to enter and inspect all functions. If NCC/ROB observes any illegal activity or activity that may result in harm to persons or objects,NCC/ROB has the right to immediately cancel the event, in which case all Client's guests and invitees must immediately vacate the premises. In such event,the Client will remain liable for all fees and charges related to the function pursuant to the terms of this Agreement. Initial 8 NORRIS CONFERENCE CENTERS/RED OAK BALLROOM- FORT WORTH/SUNDANCE SQUARE Cowboy Santa CONFIRMATION/CONTRACT SPECIFICATIONS GOVERNING LAW AND VENUE This Contract will be governed by and construed in accordance with the domestic laws of the State of Texas without giving effect to any choice or conflict of law provision or rule (whether the State of Texas or any other jurisdiction)that would cause the application of the laws of any jurisdiction other than the State of Texas. The parties hereto irrevocably agree that venue for ai-iy disnt7te invniviiia t}ils Contract N611 lie in any court of competelnt ITTisdictlon Fn Travis Coi]nty,Texas. EXPRESS CONDITION PRECEDENT OF TIMELY PAYMENT "Notwithstanding anything else in this Contract,the obligation of NCC/ROB to reserve the space and/or perform on this contract is subject to the express and absolute condition precedent of timely payment by Client of all deposits,payments, cancellation charges and fees as required in this Contract. Furthermore, the obligation of NCC/ROB to reserve the space and/or perform on this Contract is subject to the express and absolute condition precedent of timely payment by Client (including affiliated%commonly-owned corporate entities,the organization and/or individual signing the Contract)of deposits, payments, cancellation charges and fees as required in all other past and/or concurrent contracts with NCC/ROB and affiliated businesses. Client expressly assumes the risk that nonpayment by Client(including affiliated/commonly-owned corporate entities,the organization and/or individual signing the Contract) on this or other past or concurrent contracts with NCC/ROB and affiliates negates NCC/ROB's obligation to reserve space or perform on this Contract. SEVERABILITY If any of the provisions of this Contract are held to be illegal, invalid or unenforceable by any court of competent jurisdiction, the remaining provisions contained in.this Contract will not be affected thereby. Furthermore, in lieu of such illegal, invalid or unenforceable provision there will be added automatically as a part of this Contract, a provision as similar in its terms to ctirin ill,�aul n,.n id nl tin nforrea le t ro,-- i n,as t l�P possible j �p oal. tr�li�} a,tr} enforceable. i.. 1 . p......s_o: an L -e :fa,. --,e. SIGNATURE TERMS If this Special Event Confirmation/Contract Specification is agreeable to you,please sign in the space provided below, and, when received by us, it will be in effect. A SIGNED COPY OF THIS CONTRACT MUST BE RETURNED WITHIN(3) DAYS V.TITH THE FIRST DEPOSIT, OR THE SPACE WILL BE RELEASED FOR RE-SALE. Accepted and agreed to: City of Fort Worth Norris Conference Centers/Red Oak Ballroom Authorized Signer(Print& Signature) NCC/ROB Representative 16 16 1a[ZS! _..� Date Date OFFICIAL RECORD CITY SECRETARY 9 FT.WORTH,TX NORRIS CONFERENCE CENTERS/RED OAK BALLROOM-FORT WORTH/SUNDANCE SQUARE Cowboy Santa CONFIRMATION/CONTRACT SPECIFICATIONS Deposit Schedule: A non-refundable deposit of is due upon retaining of signed contract. All deposits are non-refundable. At Sighing of Contract 20% of Estimated Total Invoice Due(whichever is higher) 180 Days Prior to Event Date 20% of Estimated Balance Total (date) 120 Days Prior to Event Date 20% of Estimated Balance Total (date) 90 Days Prior to Event Date 20% of Estimated Balance Total (date) 30 Days Prior to Event Date 100% of Estimated Total hivoice (date) Initial i1 NORRIS CONFERENCE CENTERS /RED OAK BALLROOM- FORT WORTH/SUNDANCE SQUARE Cowboy Santa CONFIRMATION/CONTRACT SPECIFICATIONS Deposit Terms: $0.00 Payment Method: 30 Days with PO Type of Credit Card: Credit Card Number: Exp. Date: 3 Digit Authorization Number Name on Card: Billing Address: City State Zip Phone Number(s): F�iia&-Iocw a Cardholders Name (print) eIZZ Cardholders Signature Date *An authorization for all charges may be obtained when this form is returned. 1 understand that if 1 fail to pay these charges within(30) days, the above credit card will be billed. Attested by: ASTOFMAN ,t ti Mary . Kays , S !Qj` OFFICIAL RECORD to CITY SECRETARY FT.WORTH,TX qS.. It j4'JK III b Norris CONFERENCE C E N T E R 5 Sundance Square Addendum to City of Fort Worth Contract Contractor acknowledges that in accordance with Chapter 2270 of the Texas Government Code,the City is prohibited from entering into a contract with a company for goods or services awnless the contract contains a written verification from the company that it: (1) does not boycott Israel; and(2) will not boycott Israel during the term of the contract. The terms "boycott Israel" and"company" shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract, Contractor certifies that Contractor's signature provides written verification to the City that Contractor: (1) does not boycott Israel; and(2) will not boycott Israel during the term of the contract City of Fort Worth Representative Norris Conference Center Representative Atte by: ;111_y ROVED AS TO FORM AND LEGALITY Mary J. Ka �er, ity Sretary A RNE, OFFICIAL RECORD;, CITY SECRETARY FT.WORTH,TSS - I NORRIS CONFERENCE CENTERS/RED OAK BALLROOM PHOTO & VIDEO RELEASE FORM Permission To Use Image(S) By signing below,I agree to give Norris Conference Centers/Red Oak Ballroom permission to reproduce, edit, exhibit,project, and/or display the agreed upon photographic images,pictures or videos of me or members of my party taken at any Norris Conference Centers/Red Oak Ballroom facilities, whether still, single,multiple, or moving, or in which I(they)may be included in whole or in part, in color or otherwise,through any form of media(print, digital, electronic,broadcast or otherwise)for marketing or any other lawful purpose. I waive any right that I may have to inspect and approve the finished product that may be used or to which it may be applied now and/or in the future, whether that use is known to me or unknown, and I waive any right to royalties or other compensation arising from or related to the use of the image or product. gPVn ✓k:6 C04a_, Name (Please print) signature /z%� Dale A70d by. APPROVED AS TO FORM AND LEGALITY: J. K , ity Sqcretary I 101 ATTO N EOFFICIALECORDETARY12 H,TX NORRIS CONFERENCE CENTERS/RED OAK BALLROOM Cowboy Santas Holiday Mixer Event/November 21,2017 APPROVED AS TO FORM AND LEGALITY: Paige Meban Assistant City Attorney ATTEST: MaryJ. Kay e City Secretary M&C Not Required Dated: Not Applicable By signing below, 1 acknowledge that 1 am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Sonia Singleton, sista t Director Neighborhood Se OFFICIAL RECORD CITY SECRETARY FT.WOUH,TX