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Request for Proposal
Proposal Number
Event Coordinator
Phone Date of Proposal
Email
Proposal Prepared by
Taxable Event
Non-Taxable Event
CLIENT:
ADDRESS:
CONTACT:
TELEPHONE:
FAX:
E-MAIL:
EVENT DATE:
EVENT TIME:
EVENT LOCATION:
EVENT DESCRIPTION:
ESTIMATED GUESTS:
GUARANTEE DUE:
Proposal Sent by:
Email Fax Mail
Date Time By
The following proposal outlines the services that will be provided by the Culinary Arts program at Austin Community
College. This proposal is only effective for 48 hours upon receipt. This proposal must be signed and accompanied with
the contract for services within 48 hours of receipt for final booking to occur. Any parts of this proposal that are not
determined will be in larger font and bolded. The last sheet of this proposal should be used to indicate.
BUDGET
WILL PROVIDE A COMPLETE BUDGET FOR THE PROPOSED EVENT FOR COMMITTEE/BOARD APPROVAL.
ACCOUNTING
WILL PROVIDE A COMPLETE ACCOUNTING OF EXPENSES WITHIN 30 DAYS OF EVENT.
PROGRESS REPORTS/TIMELINE
WILL PROVIDE MONTHLY PROGRESS REPORTS TO CLIENT, EVENT TIMELINE, AND PRODUCTION SCHEDULE FOR EVENT
WEEK.
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INVITATIONS
WILL COORDINATE WITH COMMITTEE ON PRINTING AND PRODUCTION OF THE FOLLOWING;
FIRST LETTER
INVITATION AND RESPONSE CARD
PROGRAM
MENU CARDS AND PLACE CARDS
PRINT VENDOR PROVIDED BY CLIENT.
MAILING
ALL POSTAGE AND HANDLING OF LETTERS AND INVITATIONS WILL BE PROVIDED BY CLIENT UNLESS OTHERWISE
REQUESTED.
FACILITIES
WILL WORK WITH SPECIFIED INDIVIDUALS AT VENUE REGARDING SERVICE LOGISTICS. WILL ALSO NEGOTIATE WITH VENUE
FOR ALL ARRANGEMENTS REGARDING SET-UP, AUDIO VISUAL REQUIREMENTS, STAGING , DELIVERIES AND LOAD-OUT.
SECURITY
WILL COORDINATE ALL SECURITY ARRANGEMENTS WITH VENUE, UNITED STATES FEDERAL AGENTS AND OUTSIDE OFF-
DUTY POLICE OFFICERS AS NEEDED AND REQUIRED.
PARKING
WILL ARRANGE AND HANDLE ALL PARKING AND SECURED PARKING SERVICES AND LOGISTICS.
REGISTRATION
WILL COORDINATE REGISTRATION WITH COMMITTEE CHAIR. REGISTRATION INCLUDES;
PROGRAM OF EVENTS
CUSTOM SIGNAGE
MEDIA PASSES
REGISTRATION FOR GUESTS AND MEDIA
PROGRAM, SPEAKERS AND ENTERTAINMENT
WILL WORK WITH CLIENT TO PROVIDE PROGRAM SCRIPT. WILL ALSO COORDINATE WITH SPEAKERS, MASTER OF
CEREMONIES AND ALL ENTERTAINMENT. RECOMMENDATIONS AND MANAGEMENT OF ENTERTAINMENT WILL ALSO BE
PROVIDED. WILL ALSO COORDINATE WITH CLIENT FOR PRODUCTION ENTERTAINMENT.
SPECIAL FUNCTIONS
WILL COORDINATE CUSTOM SCRIPTING, PROGRAM MANAGEMENT, AND DÉCOR (LINENS AND FLORALS) FOR THE EVENT.
WILL ALSO COORDINATE WITH VIDEOGRAPHER AND PHOTOGRAPHER AS NEEDED. WILL DEVELOP A CONTINGENCY PLAN
UPON SITE SELECTION.
RENTALS
WILL PROVIDE THE EQUIPMENT AND PURCHASES NECESSARY TO PRODUCE THE EVENT AS NEEDED.
TENTING, TYPE/SIZE
TENT FLOORING
TENT AIR CONDITIONING/HEATING
STAGING
DANCE FLOOR
LIGHTING
POWER
WATER SUPPLY
TABLES, REGISTRATION
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/BUFFET & BEVERAGE/DINING/CATERERS
CHAIRS, COLOR & TYPE
LINENS/CHAIR COVERS
/CHAIR SASHES, SIZE & QUANTITY
TRASH CANS & LINERS
RESTROOM FACILITIES
FOOD & BEVERAGE SERVICE EQUIPMENT
PLASTICWARE/PAPER PRODUCTS/CHINA/GLASS PLATES/SILVER PLATE & FLATWARE
WAITER TRAYS & STANDS
COAT CHECK RACKS & TICKETS
VOTIVE CANDLES
ASHTRAYS/NO SMOKING SIGNS
SPECIAL TRASH REMOVAL
ICE TRUCK
EASELS
PIPE AND DRAPE
PRICE QUOTED IS BASED ON DELIVERY AND PICK-UP DURING NORMAL BUSINESS HOURS.
STAFF
WILL PROVIDE THE FOLLOWING UNIFORMED STAFF TO SET-UP, SERVICE AND BREAK-DOWN THE EVENT:
- BUFFET & BEVERAGE ATTENDANTS
- BARTENDERS
- FOOD & BEVERAGE SERVERS
- COAT CHECK ATTENDANTS
- REGISTRATION
- RESTROOM ATTENDANT
- DISPATCHER/TRANSPORTATION
COORDINATORS
- MISC. STAFF
PRICE QUOTED IS BASED ON DURATION OF EVENT TIME
(TO BE CONFIRMED)
DECOR
WILL PROVIDE THE DÉCOR AND PURCHASES NECESSARY TO PRODUCE THE EVENT AS NEEDED.
ENTRANCE SIGNAGE/CUSTOM SIGNAGE
PROPS
SPECIALTY LINENS
FLORALS/PLANTS
CEILING TREATMENTS
STAGE DECOR
WRAP TENT POLES
CENTERPIECES
LIGHTING/POWER
PRICE QUOTED INCLUDES DELIVERY, SET UP, AND BREAKDOWN DURING NORMAL BUSINESS HOURS.
ENTERTAINMENT
WILL PROVIDE THE FOLLOWING;
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MUSIC
VARIETY
ARTISTS/CHARACTERS/MISC. PERFORMERS
ENHANCED LIGHTS & SOUND
(BEYOND VENUE’S EXISTING LIGHT & SOUND)
SPECIAL POWER REQUIREMENTS
EACH ONE IS PRICED PER PERFORMANCE TIME.
PHOTO OPPORTUNITY
WILL PROVIDE AN EVENT VIDEOGRAPHER AND/OR PHOTOGRAPHER AS NEEDED.
MEMENTOS
PER CLIENT APPROVAL
MENU DESIGN / BEVERAGE SERVICE
WILL COORDINATE MENU DESIGN, TASTINGS, AND SERVICE LOGISITICS WITH IN-HOUSE OR OUTSIDE CATERER.
TYPE OF BEVERAGE SERVICE:
RECOMMENDED PREMIUM HOSTED FULL BAR SERVICE
TYPE OF MENU DESIGN
TO BE CONFIRMED
ON-SITE MANAGEMENT
WILL PROVIDE THE FOLLOWING STAFF TO SET-UP, SERVICE AND LOAD-OUT THE EVENT;
# ON-SITE PRODUCTION MANAGERS
ADMINISTRATIVE TIME AND EXPENSES
WILL PROVIDE THE FOLLOWING TIME TO PLAN, EXECUTE AND EVALUATE THE EVENT (PLEASE NOTE THE FOLLOWING
TIMES ARE ESTIMATES);
TOTAL ESTIMATED HOURS
_____________________________________ _____________________________
Proposal Created By Date
_____________________________________ _____________________________
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Proposal Order
Proposal Serial Number
Event Coordinator
Phone Date of Proposal
Email
Proposal Prepared by
Taxable Event
Non-Taxable Event
This page is used to indicate any un-determined portions of the proposal. Please list below. This form must be
sent with the summary of services and contract for services within the time period outlined. Any changes to
budget that this listing would cause will create a new proposal packet that will sent immediately for approval.
_______________________________________ ________________________
Client Signature Date
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Summary of Services
Proposal Serial Number
Event Coordinator
Phone Date of Proposal
Email
Proposal Prepared by
Taxable Event
Non-Taxable Event
Upon signing this contract for services the individual(s) confirms and agrees to all information provided by the proposal,
authority over the budget to be assigned for remittance and total event cost.
Proposal Serial Number:
CLIENT NAME:
EVENT TIME:
EVENT LOCATION:
EVENT COST: (see breakdown
below)
ESTIMATED GUESTS
BREAKDOWN OF BUDGET
FOOD AND BEVERAGE:
LABOR:
DÉCOR:
FLORALS:
RENTALS:
SALES TAX:
Changes to this proposal must be requested in writing to the event coordinator (). All changes will be made by a change
order form that will be sent to the client; and must be approved by the client’s signature only.
This form must be signed and faxed to for event services to be confirmed. A confirmation will be sent to the
client upon receipt.
Client Name_____________________________________ Date______________________________________
Client Signature _________________________________________________________________________
By singing my name, I attest that I am the authorized budget or funds authority.
PRIVATE EVENT-WILL BE INVOICED
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CONTRACT FOR SERVICES
AUTHORITY
( )will act as exclusive agent for (CLIENT). It is understood that will provide consulting and planning services and will
communicate with all third parties to organize the event(s) as set forth below.
CLIENT:
DATE:
EVENT(S):
PROPOSAL #:
COST:
( ) shall not be liable should a supplier be unable or fail to perform. However, ( ) will use its best efforts to replace such
supplier’s goods or services and, to the extent possible, will notify CLIENT in advance of the substitution.
SCHEDULE OF PAYMENTS
1. Upon acceptance of this CONTRACT, ( ) requires a deposit in the amount of $ 0.00.
2. The remainder of the fees and any additional charges or credits will be due as invoiced and payable NO LATER THAN
10 days after the event date.
3. In the event that any collection activity becomes necessary, CLIENT will be contacted by ( ).
GENERAL
1. CLIENT agrees that it is CLIENT’S sole expense to procure all permits, licenses, and approvals necessary and to
comply with all local, state and federal laws, ordinances and regulations which may affect this CONTRACT or the
activities which are the subject matter of this CONTRACT.
2. ( ) will not be liable for any loss, damage or injury of any kind resulting from acts of God, accidents, illnesses or
other matters beyond the control of ( ). In the event that performance of this CONTRACT is prevented by any of
the above, then this CONTRACT may, at ( ) option be canceled without penalty or charge to either party for any
portion not complete.
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3. If the property or equipment of ( ) or any subcontractor of ( )’s equipment is lost, stolen or damaged under
any circumstances, regardless of fault, CLIENT shall be responsible for all charges including replacement charges if
equipment is lost or stolen and labor and materials required to replace or repair the equipment.
4. This CONTRACT and any addendum hereto sets forth the entire CONTRACT between the parties with respect to the
subject matter and supersedes all prior representations, warranties, agreements and understandings whether written
or oral.
5. Any provisions in any purchase order, quotation, acknowledgment or other forms of contract documents applicable to
this CONTRACT which are inconsistent or in conflict with any of the provisions of this CONTRACT will be deemed
inapplicable to this CONTRACT.
CANCELLATION
Should CLIENT find it necessary ( ) are non-refundable if the event(s) is canceled less than thirty (30) days prior to
the scheduled date of the event. If the written cancellation is received at least 30 days prior to the event(s), CLIENT
agrees to pay ( ) for any expenses incurred in arranging the event and for any nonrefundable deposits made by (
).
LIABILITY
( ) shall not be liable for any acts or omissions on the part of suppliers or their failure to perform. ( ) will not be
liable for any loss, damage or injury to persons or property arising in connection with this Contract EXCEPT ANY SUCH
LOSS, DAMAGE OR INJURY WHICH IS DUE TO THE DIRECT AND SOLE NEGLIGENCE OF ( ). CLIENT
AGREES TO INDEMNIFY, DEFEND AND HOLD HARMLESS ( ), ITS OFFICERS, EMPLOYEES AND
SUBCONTRACTORS FROM ANY LOSS, DAMAGE OR INJURY TO PERSONS OR PROPERTY ARISING OUT OF OR
OCCURRING IN CONNECTION WITH THIS CONTRACT SAVE AND EXCEPT FOR SUCH LOSS, DAMAGE OR
INJURY THAT IS THE RESULT OF THE DIRECT AND SOLE NEGLIGENCE OF ( ).
In all events, ( ) shall not be responsible for any incidental, special or consequential or other similar damage in any
way connected with the performance of this CONTRACT.
Client
By:____________________________ _______________________________
(Signature)
Title:__________________________
Date:__________________________ Date:____________________________
___________________________________
Date:______________________________
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Change Order
Austin Community College Change Order Serial Number
Hospitality Management and Culinary Arts Program
3401 Webberville Road, Eastview Campus
Austin, Texas 78702 Date of Change Order
512-223-5174 (office), 512-223-5191 (fax)
Prepared by
Event Coordinator
Phone
Email Taxable Event
Non-Taxable Event
This page is used to indicate any changes made to your event regardless of changes to a budget. However, if any
modifications are made to the budget they will indicated below. This change order is accompanied by a Summary of
Services that is numbered the same as the number of this order. This is to ensure appropriate matching.
Please review and if in approval sign and fax to Virginia Lawrence at 223-5191 along with the attached
Summary of Services.
Change made to event
Budget Modifications none
TOTAL Billing as of date of this order: $
_______________________________________ _________________________________
Order Prepared by Date
Date faxed to client:___________________ Time:____________________
By signing below, I agree to the modifications listed on this change order and any modifications to the billing of
this event.
_______________________________________ _________________________________
Client Signature Date
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Austin Community College Request for Services
Hospitality Management and Culinary Arts Program
Proposal Number
3401 Webberville Road, Eastview Campus
Austin, Texas 78702
Date of Request
512-223-5174 (office), 512-223-5191 (fax)
Request by (name)
Event Coordinator
Phone
Email
Taxable Event
Non-Taxable Event
Special Event Request for Services
Initial Contact Date:_________________________________ Person writing this form:__________________________
NAME OF THE EVENT:________________________________________________________
Date of the Event: _________________ ____ Available
Time Event Starts: _________________ ____ Available Time Event Ends: _________________ ____ Available
Client’s Name __________________________________________________
Client Contact Person __________________________________________________
Client’s Contact #’s Phone: __________________________________________________
Pager: _____________________ Fax: _______________________ e-mail: ______________________________
Billing Address:
_________________________________________
_________________________________________
Location of the Event: __________________________________________
Nature of the Event: ____________________________________________
Number of Guests: ________________ Type of Guests: ___________________________
Special Items:
Guest Reception Area:
Seating & Tables:___________________________________________________________________________________
Special Decorations:
Flowers ________________________________________
Music: ________________________________________
P.A System / Podium?: ________________________________________
Stage? Dance Floor? ________________________________________
Special Beverages: ________________________________________
Menu:
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Austin Community College Request for Services
Hospitality Management and Culinary Arts Program
Proposal Number
3401 Webberville Road, Eastview Campus
Austin, Texas 78702
Date of Request
512-223-5174 (office), 512-223-5191 (fax)
Request by (name)
Event Coordinator
Phone
Email
Taxable Event
Non-Taxable Event
Sales Tax (if applicable)$_____________ If no tax, ACC budget charged ____-___-________-______
Event Revenue $______________ per person Plus ____________
Deposit Amount$______________
Paid On:_____/______/_______
Balance Due: $_______________________
Proposal Generated: (date)_______________________________ by (name)_________________________
Proposal #:_________________________
Contract Signed: (date)______________________________
Approval Signed: (date)______________________________
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Austin Community College Event File Checklist
Hospitality Management and Culinary Arts Program
3401 Webberville Road, Eastview Campus
Austin, Texas 78702
512-223-5174 (office), 512-223-5191 (fax)
Forms-Files (to be completed, signed and returned)
NA
Request for Services
Proposal
Proposal / Contract signed by Dean
Proposal / Contract signed by Client
Summary of Services signed by Client
Copies of Proposal made and given to Provost Office, Campus Police
Tax Exempt Status Certificate (if client is tax exempt)
Event Facilities Request Detail
ACC Facilities Request Form
TABC Approval Letter to Administration with copies of TABC Letter of Approval and TABC Application
(signed by all parties)
TABC Permit
Quotes by all vendors (if over $1000 must receive bids from 3 vendors) or have a Sole Vendor Sheet
Time and Action or Production Schedule
Labor Schedule
TABC Certificates (copies) for all bartenders
Invoice (Datatel) sent to client on _______________________ (date)
Complete page 2 of Request for Services
Event Expense Sheet
Transmittal and Deposit
NOTES
All above forms and files are complete and placed in folder
____________________________________________ ______________________________
Checked by Date
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