Alpharetta Event Policy
This agreement is entered into by and between (the “Client”) and VANTAGE 1, LLC. (d.b.a. Roam Alpharetta) (The “Facility”) for services to be rendered as herein stated. The above parties shall be referred to as the Client and the Facility throughout this agreement.
The Client agrees that the terms of this Agreement are based upon the information provided by the Client below. In the event that the information provided by the Client materially changes or is incorrect, then this Agreement should be modified and approved by both the Client and the Facility. Upon the execution/signature of this Agreement, the Facility reserves and Client guarantees payment for the meeting room space for the specified days/times as detailed below.
FOOD AND BEVERAGE:
Roam Innovative Workplace requires that all food and beverage service be provided by the venue to ensure the best quality for your event.
Please provide your food and beverage requirements at least 14 business days prior to the event.
Both the Client and Facility agree that a final confirmation of the number of guests attending event is required at least 3 business days (72 hours) in advance of the event date or billing will be based on the original number as outlined by Client. Client agrees to pay 20% Service Fee (setup), and 7.75% Sales Tax which is applicable on all food and beverage. If Client chooses to bring in their own beverages (non-alcoholic), client agrees to purchase a meal for all attendees through Roam Innovative Workplace.
Client is liable for any catering expenses that the facility incurs due to meeting/event cancellation.
POLICIES AND PROCEDURES:
A deposit is required in the amount of 50% of the Total Room Rental to accompany the signed Agreement to reserve the room(s) on the requested date(s). Cancellation policy is as follows:
- If meeting/event is canceled 60-180 business days prior to scheduled meeting/event, 50% of the Total Room Rental will be charged to credit card on file.
- If meeting/event is canceled 59-30 business days prior to scheduled meeting/event, 60% of Total Room Rental will be charged to credit card on file.
- If meeting/event is canceled 29-15 business days prior to scheduled meeting/event, 70% of Total Room Rental will be charged to credit card on file.
- If meeting/event is canceled 14 business days or less prior to scheduled meeting/event, 100% of Total Room Rental will be charged to credit card on file.
Please note, cancellation fees cannot be applied to future events. Any rooms booked in addition to the initial booking and rental agreement are subject to the cancellation policy described above.
Please note, the time frame specified on your agreement is the time frame your party has reserved the space. Any additional time needed for your event or materials storage may incur additional rental fees.
I understand that Roam will from time to time use the likeness of the individuals in attendance on the meeting date in a photograph, video or other digital media (“photo”) in any and all of its publications, including web-based publications, without payment or other consideration.
ACCEPTANCE OF AGREEMENT:
If a signed original of this agreement has not been received by Roam by stated due date, Roam shall have the right to contract with other parties for the use of the meeting or conference rooms.
CHANGES, ADDITIONS, STIPULATIONS, AND LINING OUT:
Any changes, additions, stipulations, or deletions, including corrective lining out by either Roam or the Client, will not be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in writing by the other.
Client must notify Roam in writing in advance of any delivery or setup and shall coordinate all such with sufficient advance notice to Roam. Should boxes/materials need to be sent in advance of your meeting, they should be sent no more than one week prior to the first day of the meeting. All materials must be picked up within 24 hours of the meeting’s conclusion or Roam is not held responsible for any lost or damaged items.
Client is responsible for any damages on the part of attendees during the event, which are not considered ordinary wear and tear. Charges will be added according to the current market costs to replace or repair any damaged property, including but not limited to labor to repair and the market cost of any damaged property.
The Client will be charged the full amount on faith of this agreement for the room rental, catering and beverage charges. Meeting room rental is subject to all applicable local and state taxes. A credit card authorization form will be located at the bottom of the meeting proposal. Please complete, sign and return with the event approval.