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| General Policies |
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Deposits and Payment and Refund Policies
A deposit equal to the appropriate fees attached to your ceremony and reception (including tax and setup charge) is due with the signing of your contract to reserve the space and date for your event.
An additional deposit to prepay the estimated Food & Beverage expenses as well as any rental items is due no later than 30 days before your event.
A final guest count is due five business days before your reception. An additional deposit will be taken at this time if the estimated revenue exceeds prior deposits. Any remaining charges will be billed to the credit card on file. A final Banquet Check with the itemized charges will be mailed to you within a week.
All events require a credit card number on file to secure the event.
To ensure that your event is a success, The Sanderling requires that all event orders must be approved, signed and returned two weeks prior to your event to complete your file.
Refund and Cancellation Policies
Cancellation of a wedding ceremony or reception after signing the contract results in forfeiture of the deposit: If cancellation occurs within 30 days of event, the food and beverage deposit as well as the charges for rental equipment is non-refundable.
In the event of an act of nature (i.e. hurricane, tropical storm) the following will apply: Once Dare County officials issue an evacuation notice (voluntary or mandatory) all rooms reservations from that time forward are fully refundable. Food and Beverage deposits are fully refundable up to 72 hours before the function and less than 72 hours are refundable up to 100%.
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| Vendor Policies |
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1. Access Limitations
Outside vendors, including but not limited to florists, wedding coordinators, planners, and musicians, will have access to event space two hours prior to event for the purposes of decorating or set-up. They will not be permitted prior to this time unless specific arrangements have been made.
2. Vendor Approval
No outside Vendors, including rental companies, are allowed on property without notification and verbal consent.
3. Storage Fees
Any materials shipped directly to, or stored at The Sanderling prior to an event will incur an $8.00 per day, per parcel, handling and storage fee to the bride.
4. Entertainment Policies
Entertainment contracted by The Sanderling or clients of The Sanderling should be set up and properly attired 15 minutes prior to the contracted performance time. The Sanderling prohibits the consumption of alcohol by any entertainers or their crews. Entertainers may not partake of event food unless the client gives permission (the number of entertainers thus allowed must be included in the guaranteed number of attendees). Any additional requirements should be submitted in writing to The Sanderling or the contracting client 30 days prior to the contracted performance date, including electrical needs. The Sanderling does not furnish dedicated changing rooms unless contracted prior to event.
5. Time Constraints
Live entertainment, including bands, disc jockeys, amplifying systems, etc. must conclude by 10:00pm unless otherwise specified in the original contract.
6. Behavior
Vendors are expected to conduct themselves in an appropriate manner. The Sanderling reserves the right to suspend or conclude any and all entertainment that, in the opinion of The Sanderling staff, is unfitting and offensive to this facility. Proper dress is expected.
7. Clean-Up and Breakdown
Any clean up not performed by vendors, either before or after an event that results in The Sanderling Staff doing such will be billed at $25 per hour to the master account of the client.
8. Vendor Set-Up Policies
To ensure efficient set up, please ask vendors to complete as much work as possible off premises, before the scheduled event. Please ask them to bring tables, brooms, waste containers, etc. that may be needed for their setup tasks. Usage of The Sanderling’s equipment may result in additional charges and may be refused due to time constraints; please understand that our staff will make every effort to help your vendors, but their primary responsibility is accurate setup for your event.. No equipment should be left in view of guests after set-up is complete and all equipment should be setup with safety in mind.
9. Liability Insurance
All vendors involved in setup, including musicians, florists, etc. are required to possess liability insurance.
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