Event Contract

    Please Review!

    Each event has unforeseen variable's and clauses that will be added to the clients contract if necessary. These include but are not limited to: client's requests, uniform, breaks, meal/drink breaks, cancellations, time deductions, payment terms and ect. Please note: THIS IS A BINDING CONTRACT. If you'd like to receive information on rates and pricing please fill out our 'request a quote' form under event staffing and we will reply with an estimate of cost of services. Austin's Elite will provide fifteen (15) minutes of complimentary consultation, after this all clients will be charged by the hour for any type of consultation and/or coordination leading up to the day of their event.Contract and payment must be submitted after 15 minutes of Austin's Elite consultation time. Complete this form to reserve services from Austin's Elite. Thank you for choosing Austin's Elite, we look forward to serving you!

    Client Contact Information

    Payee Name *

    Email Address *

    Phone Number *

    Street Address *

    Street Address Line 2

    City *

    Zip Code *

    State *

    Event Details

    Event Name *

    Start Date *

    Guest Count-Please tell us approximately how many guests you will have in attendance *

    Venue or Private Residence Name *

    Address of Venue or Residence *

    On Site Contact/ Emergency Name *

    On Site Contact/ Emergency Number *

    May we feature you on our social media pages by being included in your photographers/videographers email release post event? Check all that apply *

    Is tipping from guests permitted? Check all that apply *

    Your experience with Austin's Elite begins with our sales person coordinating your event and walking you through the process. From there your team on site ensures every corner and detail of your day is executed flawlessly. We believe that every person is an integral part of making your dreams become reality. Therefore we split your gracious gratuity based on their hours worked with your on site staff and one hour is given to the sales person. Which gratuity would you like to leave for the team on your pre-paid invoice? *

    If other gratuity, Please specify total amount or amount per person, including your sales person. We all THANK YOU!!!!

    Equipment/Rentals Delivery Time Window: (ex: noon to 4pm) *

    Delivery Area: Please add any notes that may conflict a box truck or van to delivery zone: (ex: parking garage, tree’s, sloped driveway) *

    Please add notes to help with equipment/rental drop off: *

    Please add any notes for staff parking: *

    Staff normally wears a black long sleeve button down shirt, black tie, black slacks, black shoes: Would you like a different attire? (ex: summer time attire (polo and black pants), boat party, crawfish boil, tailgate etc.) *

    If not specified by you, our staff may wear a short sleeve black button down in the hot months. *

    Service Terms

    Rate is subject to increase once your guest count increases over 35 people per staff member requested. Black out dates are subject to rate increase per staff member to book event. These will be discussed in advance & on your invoice.

    Black button-down shirt, black slacks, and black tie is standard attire for all events. Specialty attire requests are subject to approval and may require provision by the client. I acknowledge that by submitting this contract I am required to remit to Austin’s Elite the balance of the invoice for services I have requested for the date(s) listed, thirty (30) business days prior to the date of my event. During peak seasons and peak event dates we reserve the right to require a 4 hour minimum. Travel Time: All events outside the Austin service area will be charged round trip mileage fees. A rate of $22 per hour per staff member will be applied for the additional drive time outside of our current service area. Holiday Rates are increased by $10 per hour per staff member. Holidays include New Year’s Eve, New Year’s Day, Easter, Memorial Day, the Fourth of July, Labor Day, Halloween, Valentine’s Day, Thanksgiving, Christmas Eve, and Christmas Day.

    Payments: A 50% deposit is required in order to hold your date and have your event staffed on our schedule. If paying by mailed check, an emailed photo of the mailed check is required to secure your staff. The remaining balance is due thirty (thirty) days prior to the event date. Please add final payment due date in box below ONLY if other arrangements were made.

    The invoice provided is a pre-event estimate based on your expressed needs and the information provided to us. Occasionally clients require additional unforeseen services the day of the event. The final invoice will reflect any additional services provided during the event including coordination time. The final invoice will be billed within (7) seven business days following the conclusion of the event. Any adjustments will be debited or credited to your account within seven (30-90) thirty-ninety business days of the conclusion of your event. Invoices are typically provided in three days or less, but during peak times we allow seven (7) business days to process final invoices. Final invoice is due upon receipt.

    Payments Clause: All payments made with a credit/debit card are subject to a 3% processing fee.

    Will you be paying this invoice with a credit card?*

    Late Payments: A Credit Card is required to be left on file. If final balance is not paid by the the due date on your invoice, we will run the card on file and send you a receipt by email. There will be a $25 per day late fee added to invoice for every day past due date until payment in full is received. (If you choose to not leave a card on file or the card is declined.)

    Cancellations: Austins Elite Events office hours are Monday through Friday from 10:00 am to 4:00 pm. Any cancellations that are made in advance of business (30) business days prior to your event date are eligible for a 75% refund of the full invoice. Cancellations made between thirty-fourteen (30-14) business days prior to event are eligible for a 50% refund of the full invoice. Cancellations made within (14) days of the event will forfeit all payments and invoice needs to be paid in full. The same clauses are in effect for AE rentals and staffing reductions. All cancellation notifications must be: made in writing (email accepted), submitted to AES during working business hours (Mon-Fri 10am-4pm except holidays), and acknowledged by AES personnel. Please send all cancellation requests to [email protected]. Our office staff will respond to such requests on the same business day they are received. Voicemails are not an approved cancellation method, but please also call us at (512)804-5851. Extenuating circumstances may factor into our decision to approve cancellations and/or make exceptions to our refund policy. **If event has a high demand of purchased product in correlation with clients event or outside vendors (including catering), client may be subject to providing payment for all costs. All refunds will be sent within 30-90 days of confirmation via an electronic bank transfer, Zelle or Venmo.

    Reschedule: Clients may reschedule their event prior to fourteen (30) business days before event date with a 15% fee of the full invoice. Date rescheduled to must be an open date for Austin's Elite and would need to be rescheduled within a year of their original booking. If asked to reschedule within 30 days to their event date, client will forfeit all payments and not receive a credit for a future date. Holding of the credit is required for all rescheduled events, we will not provide temporary refunds. **If event has a high demand of purchased product in correlation with client's event or outside vendors, client may be subject to providing payment for all costs.

    Alcohol: All events with a bar service time in excess of 4 service hours (not to include setup and breakdown) will require "Last Call" to be enforced 30 minutes prior to guest departure to ensure a timely and safe venue exit for the guests, our team, and all other parties involved.
    Neither the client nor anyone representing the client is allowed to request or knowingly allow service providers to serve liquor to minors. Service providers reserve the right to refuse service to anyone believed to be overly intoxicated, belligerent, or without proper proof of age. Our staff is required to follow all TABC laws and regulations. AES staff members will attempt to verbally notify the client and/or a responsible party if they witness an intoxicated person or disturbance. It is not Austin Elite’s policy to handle such cases. AES carries a four (4) million dollar limited liability insurance policy to cover staff incidentals. If individuals other than AES TABC certified staff members are found to be serving alcohol, or if alcohol service continues after AES staff has vacated the event, the insurance policy will be nullified and AES will not be liable.

    If client requests an open bottle of wine/champagne to be left on the table during service and or shots to be served Austin’s Elite is held harmless for any occurrences that arise from this. Both actions must be approved by venue. The same clause goes for pre-poured glasses on table and client consuming alcohol that Austin’s Elite did not serve and not have any knowledge of serving.

    Rentals All rentals are subject to the full charge if cancelled within 60 business days prior to event date. We partner with other rental companies to ensure we can offer you a one stop shop. We take on their fee’s and damage waivers to allow an easy transaction process. These rates are not reflected on your invoice. If your invoice has a Premiere Rental on it, the refund/cancellation policy for those items is in guidelines with Premiere's cancellation policy which differs from ours.

    Lost/Damaged Items/Rentals: All items that are lost, not returned, or come back damaged are subject to replacement fee in full for the items that were compromised.

    Force Majeure: Notwithstanding anything to the contrary in this agreement, if the provisions of staff by the Vendor is delayed for any reason beyond its control, including inclement weather, government acts, or acts of mother nature, or the client’s interference with services, the Vendor shall not be held in breach of this agreement. Standard pricing changes when guest to staff members is outside of our quality controlled suggestions, due to the amount of work expected per staff member increases once the ratio is above our set amount.

    Liquidated Damages for Hiring Austin’s Elite Employee’s:
    If, during the term of this Agreement or for six (6) months thereafter, Client directly or indirectly retains the services (whether as an employee, independent contractor or otherwise) of any employee of Austin’s Elite (or ex-employee within three months of the employee’s termination from Austins Elite) who has provided services to Client on behalf of Austins Elite, Client agrees that Austins Elite will be damaged, but that the amount of this damage will be difficult to determine accordingly. Client agrees that for each Austins Elite employee hired by the Client, the Client will pay Austins Elite two thousand five hundred dollars ($2,500) in liquidated damages. Notwithstanding the foregoing, for the purposes of this section, “employee of Austins Elite” shall include only employees of Austins Elite who provide services to Austins Elite customers and shall not include accountants, attorneys or other third-party vendors of Austins Elite who provide services to Austins Elite itself.

    Staffing: Austin’s Elite shall hire, train, supervise, and deploy a sufficient number of properly trained representatives, agents, contractors and/or employees to engage with the client in a timely and efficient manner and to properly meet the client’s and Austin’s Elite obligations, standards and policies. Austin’s Elite shall closely monitor our team members for the duration of the contract to ensure a superior service to customers in compliance with this contract. Our team members will execute their duties and provide excellent service. If unforeseen circumstances arise and an Austin’s Elite team member is not present for the event, Austin’s Elite will give full bill rate to a new team member to ensure the position is filled.

    Electronic Signature *

    Todays Date *

    You will receive copy of this form on email after submit.

    Start planning your perfect event today in one easy step! We’ll do the work, you enjoy the party!