THE GOLF COURSE AT TWIN OAKS
2009 GOLF OUTING CONTRACT
THIS AGREEMENT BETWEEN,
The Group known as_____________________________________________,
and Twin Oaks Golf & Plantation Club confirms that we agree to the following:
Date of Outing:_________________________2009 Time:_______________am
It is understood that one of the following four formats will apply:
Ø FULL SHOTGUN Number of Players expected________________________
It is understood that to close the Golf Course to all outside play, a minimum of 108 players and/or $4500.00 for green fees and carts must be guaranteed. The minimum of $4500.00 cannot be applied to food, beverages, gift certificates or other services.
Ø PARTIAL SHOTGUN: Number of Players expected____________________
It is understood that for a partial shotgun start, hole assignments will be at the discretion of Twin Oaks. Holes that are not needed for The Group may be assigned to other customers.
Ø OFF # 1 TEE Number of Players expected____________________________
It is understood that The Group will tee off # 1 tee, continuously every nine minutes following the designated starting time stated above.
Ø OFF # 1 & 10 TEE Number of Players expected________________________
It is understood that The Group will tee off both # 1 and # 10 Tee simultaneously, every nine minutes, following the designed starting time stated above.
IT IS FURTHER UNDERSTOOD: That a date will be held for two weeks only, with a verbal commitment, a contract must be signed by all groups/companies/organizations before written confirmation will be made. This contract to be returned by________________
A) A Five Hundred Dollar ($500.00) Deposit is required of all groups and is to be submitted with the signed contract. DEPOSIT IS NON-REFUNDABLE IF OUTING IS CANCELLED LESS THAN 90 DAYS BEFORE THE DATE OF THE EVENT.
B) That five hours (5) is the maximum allotted time for an 18 hole round of golf. After five hours a horn may be sounded indicating that the allotted time is up; the group is expected to exit the course to provide for commitments to other golfers/leagues.
C) On Thursday and Friday all outings must begin no later than Eleven O’clock AM (11:00 AM) and conclude by 3:55 PM. On Tuesday & Wednesday, all outings must conclude by 3:30PM. Exceptions may be made if there are no leagues on the designated outing date.
D) Monday outings are restricted to limited play.
E) No shotgun starts will be scheduled on Sunday.
F) No after golf, i.e. dinner food service will be scheduled for Saturday or Sunday.
G) All golfers are expected to wear proper golf attire and observe proper golf etiquette. Tank tops are not permitted. T-Shirts are acceptable.
H) Twin Oaks is a soft spike facility, no metal or ceramic spikes allowed.
I) No spectators or children who have not paid a green fee and have a proper set of clubs will be permitted on the course.
J) Absolutely no ‘entertainers’ are permitted on the course. Twin Oaks management must approve all vendors and/or on-course vendor booths. Activities that will slow down play or require groups to stop to view demonstrations will not be permitted.
THE GROUP AGREES TO PROVIDE THE FOLLOWING:
1.) An estimate as to the number of golfers with the signed contract
2.) A firm number of golfers two weeks in advance, so that we can schedule personnel, order food, and block out times on the starting sheet.
3.) A program and/or any other instructions as to course set up, course contests, registration, door prize, head table set up, etc. two weeks in advance.
4.) The confirmed number of golfers 48 hours in advance, This is the minimum number the group will be invoiced. Final personnel scheduling, food preparation, and starting times needed toaccommodate the outing are based on this final number.
5.) A legibly printed starting sheet, showing players by foursome, 48 hours in advance. Scoring will be $1.00 per line. Callaway, handicap or other mathematical scoring will be $1.00 per line.
6.) Delivery of any gift bags to be placed in the carts, tee signs, hole in on contest, 24 hours, in advance.
SERVICES PROVIDED BY THE GOLF COURSE AT NO EXTRA COST:
1.) Registration tables & chairs set up, usually on the veranda or gazebo in front of the pro shop.
2.) Hole sponsor signs placed on course in accordance with prior instructions.
3.) All course contests will be prepared and placed on the course with prior instruction.
4.) For shotgun starts only, carts will be staged and provided with player’s names & hole assignment cart signs.
5.) Twin Oaks Staff will give pre shotgun welcome and instructions via our outside loud speaker system.
6.) Uniformed staff will assist with bag handling, parking and location of carts.
7.) Twin Oaks personnel will assist with changing of golf shoe spikes.
8.) Beverage stations will be set up, all coolers, ice, dispensing equipment and cups will be provided.
9.) Tickets will be provided for Twin Oaks services, i.e. lunch, dinner, beverages, etc. and will be stapled to scorecards and placed on carts.
11.) An outside stationary scoreboard & paper scoreboards are available, as well as markers, etc.
12.) Twin Oaks personnel will pick up all whole sponsor signs, course contest signs, etc. at the close of the outing, for pick up in the cart wash area.
13.) Door prize tables & head table set up with prior instructions.
14.) Podium & hand held microphone, background dinner music.
15.) All food and beverage service will be served at the appointed time in the air conditioned Clubhouse by our professional uniformed staff.
THE GROUP MAY EXPECT THE FOLLOWING:
The Twin Oaks Events & Reservation Coordinator will contact the Group Coordinator two weeks in advance, at this time all pertinent details will be discussed.
The Twin Oaks Events & Reservations Coordinator (Susie Hilliard) will call 48 hours in advance to confirm the final and guaranteed number of players as well as any additional lunch/dinners needed for non-playing workers. The invoice will be prepared based on these numbers and presented at the closed of the outing day with the exception of any open bar tabs. Any discrepancies must be noted this time and will be immediately corrected. Adjustments will not be made at a later time.
Cash and checks only, NO CREDIT CARDS, will be accepted as payment. Payment for all services are expected at the close of the day of the event, unless other arrangements have been made with Twin Oaks Management.
Payments not made within 30 days are subject to 2 % late payment charge.
All prices are posted in the Outing Brochure and apply to all outings; these prices are never discounted. Upon request, Twin Oaks will make a charitable donation to charitable golf outings that provide a tax exemption certificate.
Tax exceptions certificates should be provided prior to invoicing.
All prices including gratuities are subject to KY sales tax except green fees.
Gratuities are charged at 15% for buffet service, 20% for full service of food & beverages. No gratuity is charged on self-service soft drinks, self-service draft beer, and green fees & cart fees. All food left over is to remain the property of Twin Oaks, and may not be removed from the property.
Twin Oaks employs an experienced and professional kitchen and wait staff year round, and are fully prepared to provide all food services needed.
NO food may be brought in for service to golf outings. Monetary donations may be made by suppliers to charitable organizations. Twin Oaks will purchase from preferred suppliers upon request.
All alcoholic beverages must be purchased from Twin Oaks per state law.
State law also prohibits donations of alcoholic beverages including draft beer from wholesale distributors to charitable organizations. Charitable organizations may request monetary donation from distributors. Twin Oaks will charge published prices for all alcoholic beverages to cover the cost of storing, handling & dispensing of said beverages.
Any alcoholic beverages i.e. liquor or beer bottles/cans, brought onto the premises will be confiscated and returned at departure if unopened. Open bottles will not be returned per state law. Alcoholic beverages will be denied to anyone who, in the opinion of the server, is deemed to be intoxicated. Absolutely no personal coolers are permitted. We ask that this rule is made clear to the golf outing participants by the Golf Outing Coordinator in advance through the Golf Outing Brochure or Golf Outing Advertisement.
If inclement weather becomes a factor prior to the time play commences; all unused monies will be returned if an alternate date mutually agreeable is not available. If it becomes necessary to close The Golf Course due to inclement weather after play has commenced, rain checks will be issued to all players who have not completed fourteen (14) holes of play of an eighteen (18) hole round or five (5) holes of play of a nine (9) hole round.
It is further understood that, based on 31 years of experience and the desire to do so, the management and staff of Twin Oaks Golf & Plantation Club will make every effort to provide every guest with an enjoyable golf outing experience.
Signed by:_____________________________Date:______________________
Susie Hilliard, General Manager Twin Oaks Golf & Plantation Club
Signed By:_____________________________Date:______________________
Outing Coordinator Signature
Group Coordinator:_______________________________________________
(Please Print Name)
Address:_____________________________________________________________________________
City:____________________________________________State:_____________Zip:_______________
Telephone:___________________Cell Phone:_______________ _____Fax:_____________________
E-mail Address:________________________________________________________________________
Deposit Enclosed Amount $_______________Check #____________________