UCAR Event Services Policy Information

For your information the following is an outline of our standard policies:

Deposits

A signed contract and a catering rider are required to confirm all room reservations. A deposit of 20% of the total cost of the event may be required 15 days before the event date. The deposit is applied toward the cost of the function.

Cancellation

In the event of cancellation for any reason, once a deposit has been paid, Event Services will fully refund the deposit if the facility is able to re-book the space. If the space is not re-booked, Event Services will retain the entire deposit amount.

Payment

An outside billing fee of 10% is added to the total bill for any event billed outside UCAR.

The estimated balance of the function is direct billed and is due 15 working days after the function.

Guarantee

For all functions, attendance must be guaranteed four (4) working days preceding the date of the event. The number furnished will be considered a guarantee. Charges will be assessed for the number guaranteed or the number served, whichever is greater. Event Services will prepare food and seating for 5% over your guarantee, with a maximum of 20. Should more than the 5% overset arrive to be served, the Event Services staff will accommodate your guests to the best of our ability. There would be no guarantee that the identical meal or beverages would be served. If final guarantee is not called in four (4) working days prior to the event the tentative attendance will become the final guarantee.

Alcohol Policy

Alcohol is charged on an "as used" basis or provided by the patron. There will be a $2.00 per person charge for bar ware and bar service for outside groups. It is the responsibility of the patron to provide an approved Alcohol Request Form at least three (3) working days before the event.

Arrangements

All arrangements must be completed four (4) working days preceding the date of the event. Any changes in arrangements following that date (i.e., AV needs, room setup, menu changes, etc.) may result in additional charges.

Non-Compete Clause

UCAR Event Services is a closed venue to outside food sources and other caterers for UCAR related events.

Laws

The patron assumes full responsibility with respect to the applicable federal, state and municipal laws as they pertain to the patron's guests and/or invitees' conduct.

Damages

The patron assumes full responsibility for any damages to UCAR buildings caused by the patron, their guests or invites. Affixing items to the ceiling, floor or walls is specifically prohibited and will result in additional damage charges.

Time Restrictions

Please adhere to the arrival and departure times outlined in your contract. For all functions the entertainment must stop and the bar must close 15 minutes prior to the contracted departure time.

Audio-visual

Arrangements for audio-visual requirements should be placed through Event Services. Please order necessary equipment four (4) days in advance of your function. The patron is responsible for the rental fee charged for audio-visual equipment and/or service.

Security

UCAR assumes no responsibility for loss and/or damage of any material or equipment brought onto UCAR property. Please check with Event Services if you require security arrangements.

UCAR reserves the right to inspect and regulate all private parties booked into our facilities. A listing of all guests must be submitted to Event Services four (4) working days prior to the event. Guests will be required to check in with UCAR security at the facility.

Disability Access

UCAR offers numerous features for persons with mobility, hearing or visual impairments. Please notify Event Services and arrangements will be made.

Unsupervised Children

Adults are, when attending a function at UCAR, responsible for watching, controlling and keeping any children with them from disrupting others. We ask that children remain in the area where the function is occurring. If venturing away from that area, children must be accompanied by an adult.

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