Restaurant Private Event Contract

I. Introduction

A. Parties Involved

Restaurant Name and Address

[Your Company Name], [Your Company Address]. A fine dining establishment renowned for its exceptional cuisine and elegant ambiance.

Client Name and Contact Information

[Second Party], [Second Party Address]. Contact Number: [Second Party Number]. Email: [Second Party Email]. A local resident organizing a significant birthday celebration.

B. Purpose of the Contract

This contract formalizes the agreement between [Your Company Name] and [Second Party] for the hosting of a private birthday party. It outlines the terms, conditions, and responsibilities of both parties to ensure a successful event.

C. Event Description

Type of Event: Birthday Party
Date and Time: The event is scheduled for [Date], starting at 6:00 PM and concluding at 10:00 PM. The celebration will include dinner, beverages, and entertainment.

II. Event Details

A. Event Date and Time

Start Time: Guests are invited to arrive at 6:00 PM. The dinner service will commence promptly at 6:30 PM.
End Time: The event will officially end at 10:00 PM, with the last call for beverages at 9:45 PM.

B. Venue Details

Reserved Area: The private dining room, which accommodates up to 50 guests, has been reserved. It offers an intimate and exclusive environment for the celebration.
Setup and Decoration Requirements: The client may access the venue from 5:00 PM to set up decorations. All decorations must comply with the restaurant's safety and decor guidelines, avoiding open flames and adhering to aesthetic standards.

III. Guest Count

A. Minimum and Maximum Number of Guests

The minimum guaranteed number of guests is 20, and the maximum capacity for the event space is 50. This ensures adequate staffing and preparation.

B. Final Guest Count Confirmation Date

The final guest count must be confirmed by [Date]. This allows the restaurant to finalize food and beverage preparations and staffing needs.

C. Additional Guests Policy

If additional guests attend beyond the confirmed count, they will be accommodated based on space availability and will incur an extra charge of $[00] per person. The client will be notified if the guest count exceeds the venue's capacity.

IV. Menu and Beverages

A. Menu Selection

Appetizers: A choice of Caesar Salad or Bruschetta will be offered to guests upon arrival.
Main Courses: Guests can select from Grilled Salmon, Roasted Chicken, or Vegetarian Pasta. Special requests must be communicated in advance.
Desserts: Chocolate Cake and Fruit Tart will be served as dessert options.
Special Dietary Requests: Gluten-free and vegan options are available upon prior request. The client must inform the restaurant of any allergies or dietary restrictions by [Date].

B. Beverage Options

Alcoholic Beverages: A selection of house wines, domestic and imported beers, and a variety of cocktails will be available.
Non-Alcoholic Beverages: Soft drinks, juices, coffee, and tea will be provided.
Beverage Service Policies: No outside alcohol is permitted. Alcohol service will cease 15 minutes before the event ends, at 9:45 PM.

C. Menu and Beverage Pricing

Per Person Costs

Item	Price per Person
Food	$[00]
Beverage Package	$[00]

Package Options: The all-inclusive food and beverage package is priced at $[00] per person, offering a complete dining experience.

V. Pricing and Payment Terms

A. Total Cost Estimate

Taking into account an anticipated attendance of approximately [00] guests, it is projected that the total expenditure for the event will amount to $[0,000].

B. Deposit Requirements

A non-refundable deposit of $[0,000] is required to secure the date and venue. This deposit will be applied to the final balance.

C. Payment Schedule

Initial Deposit: The $[0,000] deposit is due upon signing the contract to confirm the reservation.
Final Payment Due Date: The remaining balance is due by [Date], two days before the event.

D. Accepted Payment Methods

Payments for the event can be made using several methods including credit card, bank transfer, or cash. Should you choose to pay through bank transfer, please reach out to the event coordinator to obtain the necessary details for the transaction.

E. Taxes and Gratuity

The total cost encompasses an [00]% sales tax in addition to a [00]% gratuity for the staff, which guarantees the provision of excellent service during the entire duration of the event.

VI. Cancellation and Changes Policy

A. Cancellation Terms and Deadlines

Cancellations made by [Date], will receive a full refund of any payments made beyond the deposit. Cancellations between [Date] and [Date], will receive a [00]% refund of additional payments. No refunds will be issued for cancellations after [Date].

B. Cancellation Fees

All payments made will be forfeited for any cancellations that occur after [Date]. This policy is in place to ensure that the restaurant can cover the costs associated with preparation and staffing.

C. Policy for Changes to Event Details

Any changes to the event details, such as menu adjustments or guest count, must be communicated and confirmed by [Date]. Changes requested after this date may incur additional fees and are subject to the restaurant's ability to accommodate them.

VII. Additional Services and Fees

A. Entertainment Options

A DJ can be provided for an additional fee of $[000]. The DJ will play from 6:30 PM to 9:30 PM, with a selection of music tailored to the client’s preferences.

B. Audio-Visual Equipment

A projector along with a screen can be rented for a total price of $[000], making it an ideal selection for either presentations or video display needs.

C. Floral Arrangements

Floral arrangements can be provided at an additional cost. Pricing will depend on the type and quantity of flowers requested. A consultation with the florist can be arranged.

D. External Vendors

Approved Vendors List: The restaurant maintains a list of preferred vendors for services such as photography and entertainment. These vendors have been vetted for quality and reliability.
Vendor Coordination and Fees: A coordination fee of $[000] will be charged for managing external vendors. This includes liaising with the vendors to ensure they adhere to the restaurant's guidelines and scheduling.

VIII. Client Responsibilities

A. Conduct and Behavior of Guests

The client is responsible for ensuring that all guests conduct themselves appropriately and adhere to the restaurant's code of conduct. Any disruptive behavior may result in the client being asked to address the situation, and in extreme cases, early termination of the event may be necessary.

B. Damage to Venue

The client accepts responsibility for any damage caused to the venue, including furnishings, equipment, or decor, by themselves or their guests. A refundable damage deposit of $[000] is required, which will be returned within seven business days after the event if no damages are incurred.

C. Compliance with Restaurant Policies

The client and their guests must comply with all restaurant policies, including but not limited to no-smoking rules, designated parking areas, and adherence to any local regulations. Failure to comply may result in penalties or termination of the event without refund.

IX. Restaurant Responsibilities

A. Quality of Food and Service

The restaurant guarantees the highest standards of food quality and service for the duration of the event. Professional and courteous staff will be provided to ensure a memorable dining experience for all guests.

B. Event Setup and Clean-Up

The restaurant will handle all aspects of event setup, including table arrangements, place settings, and decor placement. After the event concludes, the restaurant will be responsible for cleaning the venue and restoring it to its original condition.

C. Staffing

Adequate staffing levels will be maintained throughout the event to ensure efficient service and guest satisfaction. Staff members will be trained to handle various aspects of event management, including food service, bartending, and guest assistance.

X. Liability and Insurance

A. Liability for Injuries or Damages

While every precaution will be taken to ensure the safety of guests and staff, the restaurant cannot be held liable for any injuries, accidents, or damages that occur during the event. Guests attend at their own risk, and the client agrees to indemnify and hold harmless the restaurant from any claims arising from such incidents.

B. Insurance Requirements for the Client

The client is encouraged to obtain event insurance to protect against unforeseen circumstances, such as cancellations, property damage, or liability claims. The restaurant may request proof of insurance prior to the event.

C. Indemnification

The client agrees to indemnify, defend, and hold harmless the restaurant, its affiliates, and their respective officers, directors, employees, and agents, from and against any and all claims, damages, losses, liabilities, costs, and expenses (including but not limited to attorneys' fees) arising out of or related to the event.

XI. Force Majeure

A. Definition of Force Majeure Events

Force majeure events are unforeseeable circumstances beyond the control of either party, including but not limited to natural disasters, acts of terrorism, government restrictions, and pandemic-related emergencies.

B. Contract Termination Due to Force Majeure

In the event of a force majeure occurrence that renders the performance of this contract impossible or impractical, either party may terminate the contract without liability. Notice of termination must be provided in writing as soon as reasonably practicable.

XII. Miscellaneous

A. Entire Agreement Clause

This contract constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements and understandings, whether oral or written, relating to the subject matter herein.

B. Amendment and Modification Procedures

Any amendments or modifications to this contract must be made in writing and signed by both parties to be valid and enforceable.

C. Governing Law and Jurisdiction

This contract shall be governed by and construed in accordance with the laws of the state of [State], without regard to its conflicts of law principles. Any disputes arising under or in connection with this contract shall be resolved exclusively by the state or federal courts located in [State].

D. Dispute Resolution

Mediation: In the event of any dispute or claim arising out of or relating to this contract, the parties agree to first attempt to resolve the matter informally through mediation conducted by a mutually acceptable mediator.
Arbitration: If mediation is unsuccessful, any unresolved disputes shall be finally settled by binding arbitration conducted in accordance with the rules of the American Arbitration Association. The arbitration shall take place in [State], and the decision of the arbitrator shall be binding and enforceable upon both parties.

XIII. Signatures

Before signing below, please carefully review the terms and conditions outlined in this Restaurant Private Event Contract. By affixing your signature, you acknowledge your understanding and acceptance of the agreement, as well as your commitment to adhere to its provisions. Should you have any questions or require further clarification, please do not hesitate to contact us.

[Your Name]

[Your Company Name]

[Date]

[Representative's Name]

[Second Party]

[Date]