Cafe Event Contract
Cafe Event Contract
This Cafe Event Contract ("Contract") is made and entered into on this [Month Day, Year] by and between [Your Company Name] ("Cafe") located at [Your Company Address] and the undersigned client ("Client").
[Your Company Name] agrees to provide the services and facilities for the Client's event under the following terms and conditions:
1. Event Details
This section outlines the key details of the event, including the date, start and end times, and the type of event. Please review this information carefully to ensure it aligns with your expectations and requirements.
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Date of Event: |
[Month Day, Year] |
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Event Start Time: |
[Start Time] |
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Event End Time: |
[End Time] |
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Type of Event: |
[Corporate Dinner] |
2. Payment Terms
2.1 Total Fee
The total fee for hosting the event at the cafe is $[0]. This includes all services and facilities provided by the cafe.
2.2 Deposit
To secure the booking, a deposit of $[0] is required. This deposit is a partial payment of the total fee and is due [Month Day, Year] prior to the event date. It ensures that the cafe reserves the date and resources for the client's event.
2.3 Balance Payment
The remaining balance of $[0] is due on or before the event date. This payment covers the difference between the deposit and the total fee.
2.4 Payment Methods
Clients can make payments using cash, check, credit card, or online payment platforms.
2.5 Late Payment
If the client fails to make the payment by the due date, a late fee of $[0] per day will be charged. This fee encourages clients to make timely payments and compensates the cafe for any inconvenience or additional administrative costs.
2.6 Cancellation Fee
If the client cancels the event within [0] days of the event date, the deposit will be forfeited. This fee covers the costs incurred by the cafe in preparing for the event and compensates for the potential loss of business from turning away other clients.
2.7 Invoice
The cafe will provide an invoice upon request, detailing the services provided, the total fee, and any payments made.
2.8 Receipt
A receipt will be issued for each payment made by the client, providing proof of payment.
3. Services Provided
The Cafe agrees to provide the following services for the Client's event:
3.1. Use of the Cafe premises located at [Your Company Address]
3.1.1 Location
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The event will take place at [Your Company Name], located at [Your Company Address].
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The Client will have exclusive use of the cafe's premises for the duration of the event.
3.1.2 Areas Included
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Dining Area: The main dining area will be available for guests, providing ample seating and table arrangements.
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Patio: The outdoor patio will also be available, offering an open-air option for guests.
3.1.3 Preparation and Cleanliness
The cafe will ensure that all areas are clean, well-maintained, and ready for use prior to the event start time. This includes setting up tables, chairs, and any necessary decorations as agreed upon with the Client.
3.2 Catering services including [Food/Beverage Details]
3.2.1 Menu Customization
The cafe will work with the Client to create a customized menu that fits the theme and preferences of the event. The menu will include:
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Appetizers: A selection of finger foods and hors d'oeuvres.
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Entrees: Main courses tailored to the Client’s preferences, including options for meat, seafood, and vegetarian dishes.
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Desserts: A variety of sweet treats to complement the meal.
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Beverages: Both alcoholic and non-alcoholic drink options, including specialty cocktails, wines, and soft drinks.
3.2.2 Special Dietary Accommodations
The cafe will accommodate special dietary needs such as vegetarian, vegan, gluten-free, and other food allergies or preferences. The Client must provide specific dietary requirements at least two weeks prior to the event date.
3.3 Staffing services as required for the event
3.3.1 Waitstaff
Professional waitstaff will be provided to serve food and beverages, ensuring that guests are attended to promptly and courteously.
3.3.2 Bartenders
Experienced bartenders will be available to mix and serve drinks at the bar, catering to guests' preferences and ensuring responsible alcohol service.
3.3.3 Kitchen Staff
A team of skilled kitchen staff will prepare and cook the food, ensuring high quality and timely service.
3.3.4 Setup and Cleanup
Staff will be responsible for setting up the event space according to the agreed-upon plan, serving guests during the event, and cleaning up afterward to restore the cafe to its original condition.
3.3.5 Staffing Ratios
The number of staff provided will be based on the size and requirements of the event, ensuring adequate coverage to meet guests' needs.
3.4 Additional Services and Details
3.4.1 Audiovisual Equipment
The cafe can provide rental of audiovisual equipment such as microphones, speakers, projectors, and screens to support presentations, speeches, or entertainment during the event.
3.4.2 Floral Arrangements
Professional floral arrangements can be provided to enhance the decor of the event. The Client can specify the type and color of flowers to match the event’s theme.
3.4.3 Event Planning Assistance
The cafe offers event planning services to help organize and coordinate the event. This includes assistance with scheduling, vendor coordination, and overall event logistics.
3.4.4 Entertainment Options
The cafe can arrange for entertainment such as live music, DJs, or performers to enhance the event experience. The Client can choose from a list of recommended entertainers or provide their own.
3.4.5 Pricing for Additional Services
Pricing for any additional services will be provided upon request. The cafe will work with the Client to create a detailed quote based on the specific services and customization required.
4. Cancellation Policy
4.1 Written Notice
Any cancellations made by the Client must be provided in writing to [Your Company Name] at [Your Company Email] or [Your Company Address].
4.2 Cancellation Notice Period
Cancellations must be received no later than [30] days prior to the event date to avoid any penalties. This advance notice period allows the cafe sufficient time to adjust their scheduling and potentially rebook the date with another client. The 30-day period is designed to balance the interests of both the cafe and the client, providing enough time for both parties to make necessary adjustments.
4.3 Deposit Forfeiture
Cancellations made after the [30-day notice period] will result in the forfeiture of the deposit. This forfeiture covers the costs incurred by the cafe in preparing for the event and compensates for the potential loss of business from turning away other clients.
4.4 Rescheduling Policy
If the Client wishes to reschedule the event, they must notify [Your Company Name] in writing at least [45] days prior to the event date. The cafe will make reasonable efforts to accommodate the new date, subject to availability. If rescheduling is not possible, the cancellation policy will apply.
4.5 Force Majeure
In the event of circumstances beyond the control of either party, such as natural disasters, government restrictions, or other emergencies, either party may terminate the contract without penalty. Any deposits or payments made will be refunded, except for any costs already incurred by the cafe.
5. Indemnity
5.1 Client's Responsibility
The Client agrees to indemnify, defend, and hold harmless [Your Company Name], its owners, employees, agents, and representatives from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorney’s fees) arising out of or in connection with the Client’s event. This includes, but is not limited to:
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Any damage to the Cafe Delight premises or property caused by the Client, their guests, or any third parties hired by the Client.
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Any injury or harm to the Client, their guests, or any third parties hired by the Client that occurs during the event.
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Any actions or omissions by the Client or their guests that result in claims, damages, or losses.
5.2 Coverage
This indemnification includes, but is not limited to, claims arising from injury or death to persons, or damage to property, occurring on the Cafe premises during the event, or as a result of any activities or actions conducted by the Client or their guests. Examples of covered incidents include:
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Slip and fall accidents caused by the Client or their guests.
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Damage to furniture, fixtures, or equipment caused by the Client or their guests.
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Food poisoning claims if the Client brings outside food or hires an external caterer.
5.3 Exclusions
This indemnity does not apply to claims, damages, losses, or expenses that are caused solely by the negligence or willful misconduct of [Your Company Name]. Specific exclusions include:
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Injuries or damages resulting from unsafe conditions on the premises that Cafe Delight knew about and did not address.
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Damages caused by Cafe Delight employees' direct actions or failures to act.
5.4 Notification
The Client shall promptly notify [Your Company Name] of any claim or action related to the event and shall cooperate fully with [Your Company Name] in the defense of any such claim or action. This cooperation includes:
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Providing all relevant information and documentation related to the claim.
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Assisting in the investigation and defense of the claim as requested by [Your Company Name].
Notifying [Your Company Name] immediately upon becoming aware of any potential claims or incidents that could lead to a claim.
6. Contact Information
For any inquiries or additional information, please contact:
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Name: [Your Name]
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Email: [Your Company Email]
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Phone: [Your Company Number]
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Website: [Your Company Website]
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Social Media: [Your Company Social Media]
By signing below, the Client agrees to the terms and conditions set forth in this Contract:
[Your Company Name]
By:
[Title]
[Your Company Name]
[Client]
By:
[Full Name]
Client
