Catering Contract
*4 catgaryzoo Telephone
Account #
Event #
Hong Kong Canada Business Association (Cal 9/23/2015 (Wed)
(403)
A09141
E44098
Party Name Hong Kong Business Association
Booking Contact Erin Thomson
Site Contact Erin Thomson
Guests 100 (Pln)
Event Date
Client/Organization
Parking Code
-
Sales Rep
Theme
Category
Loree Waterhouse
Cocktail Reception
Corporate
Venue
Description
Start
End
Serving
Banquet Room
Setup Style
Cocktail Reception
4:00 pm
9:00 pm
NA
Enmax Conservatory Hall C (A+B)
Cocktail Reception
Food/Service Items
Food/Service Items Enmax Conservatory Hall - North and South Terrace reduced rental approved by Maria\ Sharon
Price
Total
Qty
$1,250.00
Please note the food & non-alcoholic beverage minimum is $3200 Comments
SCHEDULE OF EVENTS
MENU SELECTIONS / DIETARY CONCERNS ARE REQUIRED NO LATER THAN AUGUST 24 BY 12:00 NOON FINAL NUMBERS ARE REQUIRED NO LATER THAN SEPTEMBER 17 BY 12:00 NOON - PLEASE CONTACT LOREE WATERHOUSE @ 403-232-9358 WITH THESE - THANK YOU!
***Please be aware that should numbers increase by 25% or more, approval from the Food & Beverage Manager will be required.***
CONTRACTUAL AGREEMENT BETWEEN THE LICENSEE AND THE CALGARY ZOO THE BOOKING IS CONFIRMED UPON OUR RECEIPT OF THIS SIGNED CONTRACT AND THE DEPOSIT. The Licensee is responsible for all acts, behavior and omissions of all of its guests, contractors and other attendees of Licensee. Without limitations, the Licensee agrees not to engage or permit: a) anything which may render void or voidable the insurance policy or policies of the Calgary Zoo;
7/10/2015 - 8:43:46 AM
Page 1 of 5
E44098 - Hong Kong Canada Business Association (Calgary)
b) anything which may be contrary to any Federal, Provincial, or Municipal laws or the by-laws, rules or policies of either the City of Calgary or the Calgary Zoo; c) outdoor recreational activities like, but not limited to, throwing a frisbee or ball, baseball, football, soccer, bicycles, ride-on-toys, skateboards, roller skates or roller blades; d) the use or parking of motor vehicles other than in areas designated by the Calgary Zoo; e) open flames, fire pits or barbeques; or f) confetti (or confetti like table decor), rice or balloons. b
Intials
The Licensee shall not engage in or permit any of the following activities without the prior written consent of the Calgary Zoo:
a) the sale of merchandise, souvenirs, or any other articles; b) commercial filming, or photography, or any kind of media coverage; c) fund raising; d) the use of the name of The Calgary Zoological Society or the name, logo, designs or marks of the Calgary Zoo in advertising and/or promotion; or e) the use of mechanical equipment. Intials RIGHTS OF THECALGARY ZOO
The Calgary Zoo reserves the right to establish minimum/maximum group sizes and minimum/maximum catering orders and requirements. The Calgary Zoo reserves the right to move the group to a different venue based on group size, set up requirements and building maintenance issues. The Calgary Zoo reserves the right to add an additional charge if sales for an event does not meet a predetermined dollar value or minimum guest count after attrition. The Calgary Zoo reserves the right to add additional charge(s) if changes are made to an event within 4 business days prior to the event. The Calgary Zoo reserves the right to add additional labour charges on statutory holidays. The Calgary Zoo reserves the right to update its menu offerings and prices (menu prices to be guaranteed 45 days in advance of event). The service of food or beverages not supplied by the Calgary Zoo is prohibited without the express written permission of the Calgary Zoo. The Calgary Zoo reserves the right to discontinue the service of alcohol at any time during a function. This Agreement may be terminated by the Calgary Zoo at its sole discretion, at any time, without prior notice to the Licensee for the failure of the Licensee to strictly comply with any of the terms or conditions in this Agreement. If in the opinion of the Calgary Zoo, the behavior of the Licensee, its guests, contractors or other attendees is such as to threaten or endanger the safety and welfare of the Calgary Zoo's animals, patrons or staff, the Calgary Zoo reserves the right to immediately, and without prior notice to the Licensee, terminate the License. The use of amplified sound is subject to written approval by the Calgary Zoo is restricted to certain facilities and to certain volume levels. Upon termination of the License, the Calgary Zoo shall have the right to take immediate possession of the Licensed Area and at the cost of the Licensee, remove the Licensee, its guests, contractors and other attendees and remove all their property, by force, if necessary. The Calgary Zoo shall not be liable for damages, and not withstanding such termination or removal, the Licensee shall pay in full the license fees. The Calgary Zoo shall have the right to cancel or restrict access to either a scheduled function or any additional services if in its opinion environmental or weather conditions are unfavorable and will hamper the provision of the function or additional service in the event services are curtailed, the fee will be adjusted at the sole discretion of the Calgary Zoo. The Calgary Zoo, may, in agreement with the Licensee, postpone and reschedule at a mutually convenient time any function or additional service, the provision of which is hampered by weather. Officers, agents, employees or volunteers of or authorized by the Calgary Zoo shall have the right at all time to enter any party of the licensed facilities without charge or hindrance in order to perform their duties, but not so as to interfere with the legitimate activities of the event. Intials RESPONSIBILITY OF THE LICENSEE The Licensee shall provide the Calgary Zoo with guaranteed numbers of guests at least four (4) full business days (96 hours) prior to the function. Should the Calgary Zoo not receive a confirmed count, the original estimated number will be used to determine the charge.
The Licensee shall adhere to start and finish times of the function. The Licensee shall at all times keep doorways, marked exits, and fire extinguishers free from any obstruction. The Licensee shall be responsible for any losses or damages to the Calgary Zoo property that occurs as a result of the function or by the Licensee's guests, contractors or other attendees. 7/10/2015 - 8:43:46 AM
Page 2 of 5
E44098 - Hong Kong Canada Business Association (Calgary)
All functions, exhibits and temporary structures raised by the client, attendance numbers and other matters pertaining to the function must conform to all applicable legislation, rules and regulations and are subject to approval from the Calgary Zoo, Calgary Fire Department, City of Calgary Planning Department and any other body having jurisdiction. The Licensee shall and shall cause all of its guests, contractors and other attendees to the Calgary Zoo property to at all times comply with all the Calgary Zoo rules, regulations, policies and requests made by the Calgary Zoo, including any requests or restrictions imposed by the Calgary Zoo which it deems reasonable or necessary in the circumstances. Other restrictions and limitations may also apply to the number of permitted attendees, including fire, safety, service and other rules and restrictions imposed by Calgary Zoo in its discretion.
13,3 Intials CALCULATION OF FEES The charges and fees for an event are based on access, rented facility or area, guaranteed number of guests, the food and beverage selections chosen and any other applicable services and/or products contracted for. The Calgary Zoo cannot be responsible for service to more than 5% in excess of the guaranteed number of guests. Please note that all Food and Beverage is subject to a 17% service charge (gratuity). The guest count can be reduced by a maximum of 25% of the original contracted number of guests OR the contracted food minimum, whichever represents the GREATER monetary value. Changes made within the 4 business days prior to an event may incur additional charges. Additional charges may apply for events held on or carrying over to Statutory Holidays.
Intials PAYMENT OF DEPOSIT AND FEES A pre-determined deposit ( usually but not exclusively equal to the venue access fee) is required at the time of confirmed booking. For weddings and social events, 50% of anticipated charges are due 2 months prior with the balance due 7 working days prior to the event (personal cheques will not be accepted). Anticipated charges includes estimated revenue for alcohol consumption. For private corporate events, all charges, less deposits received, based on the final guaranteed numbers or minimum charges is due on the function date, unless other arrangements have been made with the Calgary Zoo. In every case, invoices are due upon receipt. Also, please see "Cancellation by the Licensee". All deposits (including educational programs) are non refundable or transferable. For corporate education components, an additional deposit of 50% of the anticipated costs of the corporate education components will be due at the time of confirmed booking.
FAN) Intials LIABILITY AND INDEMNITY The Licensee shall indemnify and hold harmless the Calgary Zoo and the City of Calgary from any and all losses, claims, suits and demands brought by any third party arising out of; a) a non-performance, violation or breach of any term or condition of the Agreement by the Licensee; and b) any injury or damage to person or property during the Licensees occupation or use of the facilities except when such injury, loss or damage is occasioned by the negligence of the Calgary Zoo, its employees or agents. The Calgary Zoo will not be responsible for any consequential loss, damage or theft, howsoever occasioned, to any property brought to the facility or the Calgary Zoo by the Licensee, its guests, contractors or other attendees. This includes any moneys collected by attendees or convenors during an event. All equipment or fixtures of whatever nature brought into the Calgary Zoo by the client shall be at the sole and exclusive risk of the client and this risk is not transferable to the Calgary Zoo if left to be collected at a later date. The Calgary Zoo makes no representations or warranties to the client concerning liability for resulting loss or damage The Calgary Zoological Society has Commercial General Liability insurance up to $5 million per occurrence to respond to allegations of negligence against the Calgary Zoological Society. However, the Calgary Zoological Society does not have insurance to protect the guests or the wedding party for their own negligence. Intials ACCESS The Licensee, its guests, contractors, and other attendees will have access only to the facility designated unless otherwise authorized by the Calgary Zoo. 7/10/2015 - 8:43:46 AM
Page 3 of 5
E44098 - Hong Kong Canada Business Association (Calgary)
The Licensee, its guests, contractors and other attendees and any property brought onto the site, may only obtain access to the facility at the time designated by the Calgary Zoo. Access is available through the North Entrance unless other arrangements have been made with the Calgary Zoo. All items must be removed from the Calgary Zoo property at the conclusion of the function. A vehicle ban on the Calgary Zoo grounds is in effect from 9:00 am. to 5:00 p.m. Intials PARKING All guest vehicles must be removed from the Calgary Zoo property by 8:00 a.m, the following day of the event, otherwise vehicles will be towed at the owner's expense.
at) Intials CANCELLATION BY THE ZOO The Calgary Zoo shall have the right to terminate this Agreement without cause by giving the Licensee at least four (4) weeks written notice. In this event, the Calgary Zoo will refund the deposit. Intials CANCELLATION BY THE LICENSEE The Licensee shall have the right to terminate this Agreement by giving the Calgary Zoo written notice to that effect. Should the Licensee terminate this Agreement by giving at least six (6) months written notice to the Calgary Zoo, the Calgary Zoo shall refund the deposit except for Weddings, BBQ's and Christmas Parties. Deposits for Educational Programs (team builders),Weddings, BBQ's and Christmas Parties are NOT refundable. Corporate and social functions cancelled in writing, anytime within 2-6 months before the contracted event date, will result in forfeiture of the entire deposit (including program deposits). Events cancelled within 2 (two) months of the contracted event date will result in the full anticipated charges of the event being invoiced. All deposits and or payments are non refundable or transferable. Intials NOTICES Where written notice to either party is contemplated by this Agreement and the procedure for such notice is not otherwise specified in this Agreement, it shall not be deemed to have been duly given unless forwarded and addressed as follows: To:
GROUP SALES The Calgary Zoological Society 1300 Zoo Road N.E. Calgary, Alberta T2E 7V6 Fax: 403 /237-7582
To:
the Licensee at the address specified rip6Intials
FORCE MAJEURE The Calgary Zoo is relieved of performance under this agreement if prevented or interfered with by reason of an act of God, fire, earthquake, strike, labour difficulties, legal enactment, governmental order or regulation of the Calgary Zoo's inability to secure necessary materials or supplies not due to its fault. Under no circumstances will the Calgary Zoo be liable for loss of profit or similar consequential damages, whether based on contract, warrant or otherwise. rw
Intials
ASSIGNMENT OR TRANSFER OF INTEREST This Agreement is not assignable or transferable by the Licensee under any circumstances nor may the Licensee assign or otherwise transfer its right to occupy or use any portion of the Licensee premises.
PA.) 6 - Intials ENTIRE AGREEMENT This Agreement contains the entire understanding of the parties. There are no representations, warranties, promises, covenants or undertakings other than those expressly set forth in this Agreement. The Calgary Zoo is not giving and does not lend its endorsement to the Licensee or the Licensee's function by virtue of entering into this Agreement and no such implication shall be given by the Licensee in this regard.
7/10/2015 - 8:43:46 AM
Page 4 of 5
E44098 - Hong Kong Canada Business Association (Calgary)
Intials SEVERABILITY If any term of this Agreement is held by a court of competent jurisdiction to be void or unenforceable the rest of the Agreement shall remain in Sill force and effect and shall in no way be affected
Client: Date:
(60.0fA („4
Sales/Business Development :
7/10/2015 - 8:43:46 AM
Cd/A
Client: Date: Date:
Page 5 of 5