2019-076-E Tax Admin - Carolina Club regional tax meeting

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DocuSign Envelope ID:35D3031E-3109-4B3B-B7AD-8A771981BC2A PRIVATE EVENT AGREEMENT FUNCTION: Eastern Piedmont Tax Association DATES OF FUNCTION: 3/28/2019 EVENT SPACE: Alumni Hall 1 March 28,2019 TIME IN: 5:00pm—TIME OUT: 8:30pm ROOM FEE: Waived TOTAL ESTIMATED COST: $2,980.11 *The above estimate is for AV,F&B,Parking and Services* ESTIMATED ATTENDEES: 80 FOOD AND BEVERAGE MINIMUM: $2,000.00 MEMBER/CLIENT:Dwane Brinson CLIENT REP PHONE: 919-353-2315 EMAIL: dbrinson@orangecountync.gov This Agreement is not binding upon the Club unless it is signed by both parties by litom IN 19, 2019 This Private Event Agreement (this "Agreement") is between The Carolina Club ("Club"), located at George Watts Hill Alumni Center on Stadium Drive at Ridge Rd.,Chapel Hill,NC 27514.The UNC System(Member/Client). Member/Client has requested that Club reserve a portion of Club's facilities for each date of a regularly scheduled function (the "Function"). Member/Client has selected the arrangement summarized above, which will be more specifically described on Exhibit"A" to be attached hereto (the "Function Sheet"). A separate Function Sheet will be attached for each Function. Member/Client understands and agrees that the following are express terms and conditions applicable to each Function: 1. Payment. 1st Deposit-$500.00 due on or before February 8,2019 Final guarantee due on March 14,2019—Invoice sent for payment Final Payment due to The Carolina Club on March 21,2019 *Amount due on March 21,2019—TBD—Based on final guarantee *If there is a balance due remaining after event,the client will be invoiced for payment. Payment must be received within 2 weeks of receiving invoice to avoid any late fees/interest. 2. Cancellation Policy. In the event Member/Client cancels the Function for any reason, Club will be entitled to a cancellation fee as liquidated damages (plus service charges and applicable taxes) at the time of cancellation as follows: More than 121 days prior to the Function - 40%of the Estimated Cost 120 days to 90 days prior to the Function - 50%of the Estimated Cost 89 days to 45 days prior to the Function - 75%of the Estimated Cost Less than 45 days prior to the Function - 90%of the Estimated Cost Given the Club's capacity to prepare and serve food and beverages,the parties acknowledge that it is highly unlikely that the Club would be able to mitigate any losses caused by cancellation of the Function. The parties agree that prospectively calculating the damages that Club would suffer as a result of the cancellation of the Function would be exceptionally difficult or impossible. For this reason, the parties have agreed that the calculations set forth above are a reasonable forecast of just compensation in the event of the cancellation of the Function. The amounts due for cancellation set forth herein are intended as liquidated damages and not as a penalty. The "Estimated Cost" equals the price per person multiplied by the estimated attendees. 3. Guest Guarantee. No later than seven (7) days prior to the Function, Member/Client will confirm the number of guests attending the Function. In the event Club is not notified of the guest confirmation at least seven (7) days in advance, Club will use the estimated number of attendees set forth above as the guaranteed number. Club reserves the right to adjust or substitute the space allocated to the Function to appropriately accommodate the number of confirmed guests. If there is a food and beverage minimum set forth above, the Member/Client will be charged the food and beverage minimum or the actual food and beverage charges,whichever is greater. Subject to any food and beverage minimum set forth above, the Member/Client will be charged for the guaranteed number or the actual number of attendees,whichever is greater.