Agenda - Economic Development Authority - 10/10/2024

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will result in a cancelation of the event at the discretion of the Venue. All payments toward the booked date are non-refundable and non -transferable. Cancellation Policy All payments are non-refundable when the Client cancels their event. Date changes will be based on availability and specific circumstances and must be approved by the Venue. Dates may be changed for a $3000 re -booking fee. Vendors All vendors must be pre -approved by the venue. All Vendors working at the Venue shall carry and maintain workers' compensation insurance, and general liability insurance, and provide a policy endorsement naming La Fontaine Event Center as an additional insured showing the required insurance is in place. Venue staff will work directly with Vendors to obtain this information. All rental items and vendor equipment must be removed at the end of the event. The venue will contact each vendor to review venue policies and procedures. Additional charges will incur for damages and/or excessive cleaning needed of the Venue. All damage and cleaning charges will be charged to the Client credit card on file. Deliveries and Pickup All deliveries and pick up from the Client and vendors must use the load in zones appointed by the venue. The Venue Manager and Event Manager will provide vendors with a delivery and pick-up schedule and access to the building. In the event the vendor arrives without a scheduled time, the vendor will not have immediate access for load -in until it is approved by the Event Manager. Under no circumstances should a vendor load equipment without an appointment or in a public right of way. The Venue is not responsible for any lost or stolen items of the Client or vendors. All Client and vendor equipment, materials, and personal belongings must be removed from the Venue by the conclusion of the Event. Catering In -House Catering- Final menu selection and minimum meal guarantees are due fourteen days prior to the event. The Venue requires the final guaranteed attendance at this time as well. Should the Venue not receive the final attendance by this time, Caterer will prepare the original estimated attendance amount and charge for the estimated attendance or the number actually in attendance, whichever is greater. The final attendance is not subject to reduction. Client agrees to pay for the number of attendees listed on the updated contract and invoice. This includes those individuals accounted for in the final attendance that do not attend. No adjustment will be made for guests accounted for in the final head counts that do not attend. Client may submit menu selections in conjunction with the execution of this agreement. Client may change its menu selections up to fourteen days prior to the Event, subject to the availability of products and any necessary pricing adjustments. All menu prices are subject to change fourteen days before the event. If a drastic change in ingredient prices within Client's menu is established, Client has two options: (i) a new cost (maintaining Client's present menu) will be assessed based on current market prices to which Client may agree to; or (ii) substitute menu item(s) will be presented to Client in order for Client to maintain the agreed upon menu price. Once Client final menu selections have been made, an updated menu will be prepared and added to the contract, which will cover all details as discussed. The Client will need to review this final event order indicating that all the information is correct and then return the form to the venue. Meals cannot be served without this final approval. Outside Catering- Outside catering may be utilized with pre -approval if In -House Catering does not provide the choice cultural meals needed. Outside caterers will be charged a 20% fee at the venue along with licensing and insurance requirements. A minimum of $1000 on the final food total will be assessed for outside caterers. The Venue may also assess additional fees to the Client and any clean-up or damage resulting from the caterer will be the responsibility of the Client. The Venue should be indemnified and held harmless from any and all claims, actions, costs, damages and liabilities resulting from the service or product of the Vendor. Client agrees to sign an outside catering waiver. Outside caterers are required to provide a business license and an insurance policy, and an outside catering agreement. All outside caterers must supply china, glassware, servers and abide by any city, state, or federal rules and regulations, and adhere to the Venue's policies and procedures. In the event, the outside caterer does not meet the criteria set forth in this agreement AND the outside catering agreement, the Venue reserves the right to decline the licensed caterer to provide service at the Venue.