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twilight

summer series

corporate hospitality - Wednesday 8 december 2010 Imagine all the heart-pounding excitement of a racemeeting compressed into three hours, complete with live DJ and entertainment! And when the racing stops, the party keeps going! It’s a completely different racing experience with non-stop action both on and off the track.

When

Wednesday 8th December, 2010

Time

Event opens at approximately 4.00pm Racing action starts at approximately 4.30pm Racing finishes at approximately 7.30pm then party ‘til late!

Location Champagne Lawn Enjoy panoramic views of the winning post and birdcage from an elevated marquee on the prestigious Champagne Lawn. Experience the ultimate in exclusive hospitality and corporate entertainment in your own private marquee in this ‘A-list’ area Dress code The dress code is smart casual with no jeans, trainers, jandals or collarless shirts permitted. A fashion competition will be run on the day with fantastic prizes to be won - eligibilty is open to all race-goers on-course so dress to impress! Enquiries for a private marquee can be made contacting Ellerslie on email hospitality@ellerslie.co.nz or phone 09 522 3824.


information corporate hospitality

Marquee Hospitality Options Option A: Premium Marquee silk-lined marquee with carpeted floor ? Picket-fenced area with outdoor tables, chairs and umbrellas ? OPTION A Dining setting of round tables for 10 including bar and buffet ? OPTION B Cocktail style décor including bar with bar leaners ? Plasma screen and two 21” televisions ? Registration table ? Company sign ? Standard greenery package ? Access to tote facilities ? Racecourse admission ? Racebooks and pens ? Security ? Exclusive

Capacity: Size:

Banquet Style - Max 80 people Cocktail Style - Min 80 people / Max 120 people 10 x 15 metres

Cost:

$12,000 + GST

Option B: Classic Marquee ? Standard marquee structure ? Picket-fenced area with outdoor tables and chairs ? Informal dining décor including private bar and six bar leaners ? Plasma screen and two 21” televisions ? Registration table ? Company sign ? Standard greenery package ? Access to tote facilities ? Racecourse admission ? Racebooks and pens ? Security

Capacity: Size:

Banquet Style - Max 80 people Cocktail Style - Min 80 people / Max 120 people 10 x 15 metres

Cost:

$5,500 + GST

w: www.ellerslie.co.nz

p: 09 522 3824

f: 09 522 3828

e: hospitality@ellerslie .co.nz


menu

corporate hospitality

Buffet Package with beverages - $125.00 + GST per person Buffet Package without beverages - $70.00 + GST per person Menu Selection of continental breads From the grill Prawn and salmon satays with Cajun glaze Duck breast with star annis and five spice on soba noodles Lamb cutlets with Thai mint pesto Angus pure steaks with red wine BBQ sauce Potato rosti with aged cheddar and herb In season fresh vegetables with lemon avocado oil Salads Caesar salad with smoked chicken Homemade coleslaw with red onion and mustard mayo Desserts Mini French pastries Strawberries with Grand Marnier cream Beverages (if beverage inclusive option is selected) 3 hour beverage package (begins 15 mins prior to first race) MÊthode Traditionelle Te Hana Sparkling Wines Kopiko Bay Chardonnay Kopiko Bay Sauvignon Blanc Kopiko Bay Pinot Noir Beers Stella Artois Speight’s Gold Medal Ale Lion Red Steinlager Premium Light Non-alcoholic beverages

w: www.ellerslie.co.nz

p: 09 522 3824

f: 09 522 3828

e: hospitality@ellerslie .co.nz


terms &

conditions Raceday Marquee and Dining Facilities 1.0 Definitions ARC – Auckland Racing Club Inc. Client – Client means the party named and described as the “client” on the ARC Booking Form, or such person or organisation as may be substituted with the written consent of the ARC. Corporate Marquee and Room Facilities – Marquee package on Lawns areas and Private Grandstand Rooms. Catering Packages – Catering as detailed. Dining Facility – Dining package in the Presidents Suite, Chairman's Club, Champion's Club, Cuvee or lawn parties, or such other rooms as defined by the ARC. Estimated Event Price - The sum initially estimated by ARC to be the cost to hire the Corporate Marquee or Room Facilities and/or for the provision of the Catering Packages, plus GST. Event Price – the actual final cost to hire the Corporate Marquee or Room Facilities and/or for the provision of the Catering Packages, including any additional charges or adjustments, plus GST. 2.0 Agreement 2.1 A binding agreement between the ARC and the Client is effective upon the ARC receiving a signed Booking Form and the Client meeting the payment terms as detailed in section 3. 2.2 No cancellation or termination of the agreement by the Client will be accepted by ARC after a signed Booking Form and payment has been received. 2.3 Booking confirmation is subject to the availability of the requested facility. 2.4 By signing and forwarding the Booking Form to the ARC the client agrees to abide by all terms and conditions set out in the Booking Form. 2.5 The Client must procure that the Associated Persons comply with all terms & conditions at all times as if they were “Clients”. 3.0 Payment 3.1 All bookings for Dining Facilities must be accompanied by full payment in the form of a cheque, direct credit or by credit card. Bookings for Dining Facilities will not be reserved until full payment is received. 3.2 ARC will invoice all Clients booking Corporate Marquee and Room Facilities, including the selected Catering Packages, upon booking and up to three months prior to the race day for 50% of the Estimated Event Price. The invoice is payable within fourteen days. An invoice for the balance of the Event Price will be forwarded one month prior to the race day following confirmation of details in accordance with clause 3.5. Payment must be made in full three weeks prior to the race day. Bookings for Corporate Marquee and Room Facilities will not be confirmed until the full payment as per above is received. 3.3 Bookings for Corporate Marquee and Room Facilities and Catering Packages made less than three months prior to the race day must be accompanied by full payment of the Estimated Event Price in the form of a cheque or by providing full credit card details. Bookings for Corporate Marquee and Room Facilities will not be confirmed until the full payment is received. 3.4 All prices quoted in the Event Confirmation Form are based on the information provided by the Client. Alterations to the details of the Event may result in adjustments to the Estimated Event Price. Whilst every care is taken in calculating the Estimated Event Price, the sum should not be regarded as the final cost and ARC reserves the right to pass on to the Client any cost increases or additional costs due to alterations that ARC may incur post the date on which ARC issued its original invoice to the Client. 3.5 All details, including room settings, numbers, menu selection and scheduling must be confirmed one month prior. Any adjustments accepted by the ARC may incur additional charges or adjustments. 3.6 Failure to pay for a Corporate Marquee and Room Facilities and Catering Packages as outlined in Clauses 3.2, 3.3, 3.4 and 3.5 entitles the ARC to cancel the Corporate Marquee and Room Facilities booking. If a booking is cancelled by ARC all payments made by the client to ARC are forfeited by the Client. 3.7 ARC will not issue any refunds for either the 50% part payment or full payment under any circumstance. 3.8 All Catering Packages and Dining Facility packages for the race day must be consumed within the timeframe as stipulated by the ARC. (a) Packages inclusive of beverages - ARC accepts no responsibility for late arrivals and the package duration may not be extended beyond the stipulated time under any circumstances. The Client must provide credit card details for payment of beverages consumed past that time. (b) Packages not inclusive of beverages - The Client must provide credit card details for payment of beverages on consumption or pay cash for beverages when purchased.

w: www.ellerslie.co.nz

p: 09 522 3824

f: 09 522 3828

e: hospitality@ellerslie .co.nz


terms &

conditions 4.0 Use of facility 4.1 Corporate Marquee and Room Facilities Clients are permitted to use their facility only on the race day for which the Corporate Marquee and Room Facilities has been booked and paid for and only during the hours nominated by ARC. Corporate Marquee and Room Facilities Clients are responsible for their guests conduct in the Facility. 4.2 The serving and consumption of alcohol is subject to Liquor Licensing laws and requirements. 4.3 The Client must ensure that no food or beverages of any description are brought into the facilities, or taken from the facilities, with the prior approval of the ARC. 4.4 The Client must obtain written approval by ARC to conduct any alterations or additions to the Corporate Marquee and Room Facilities. All such approved alterations and additions, being outside of the standard package purchased, will be at the cost of the client. 4.5 Corporate Marquee and Room Facilities Clients may, at their own cost, decorate their marquees and rooms internally on the day prior to the event as arranged with ARC and subject to availability. The Client will have full responsibility for the security, delivery, assembly and set up of all decorations and associated materials. The Client must obtain approval from the ARC for any works that will be suspended from, affixed to or that will impact upon or apply any significant pressure to the ARC's facilities. 4.6 The Client is responsible to ensure that any alterations or additions and/or decorating of the Corporate Marquee and Room Facilities meet all statutory requirements, including OSH, and that approval from ARC for those changes is obtained in accordance with clause 3.5 above. 4.7 The ARC and its approved contractors accept no responsibility for security of goods supplied by the client in corporate facilities. 4.8 Corporate Marquee and Room Facility Clients may, at their own cost, provide their own musical entertainment. The Client must obtain the approval of the ARC, at its sole discretion, one month prior to the Raceday, and comply at all times with any and all requirements and instructions of the ARC regarding the provision of such entertainment. 5.0 Facility signage 5.1 Subject to the prior approval of the ARC, which may be withheld at its sole discretion, limited company signage, including umbrellas, is permitted on the external areas around marquees or rooms. Company signage is permitted within the marquees or rooms. Any external signage must be approved by the ARC ten (10) business days before the race day. 5.2 Company signage is not permitted in any Dining Facility. 6.0 Issue of tickets 6.1 Ticket details for Corporate Marquees or Room Facilities must be with ARC six weeks prior to the raceday for approval and sign off. 6.2 ARC will arrange for tickets for Corporate Marquee and Room Facilities to be posted to Clients from one month prior. No tickets will be issued until full payment is received and all funds cleared. 6.3 ARC will not accept responsibility for lost or misplaced tickets. 6.4 If the request for tickets for the Dining Facilities is received by the ARC more than two weeks prior, then tickets will be posted to the Client. If the request for tickets for Dining Facilities is received by the ARC less than two weeks prior to the race day, then tickets must collected from the Ticket Collection Box on the race day. 7.0 Display of tickets 7.1 Clients must ensure that guests display the correct ticketing at all times. No person will be admitted to any Corporate Marquee and Room Facilities or Dining Facility without the correct official ARC ticketing appropriate for the particular facility. ARC and the appointed caterer reserve the right to refuse to admit or may remove any person who is not wearing the correct ticketing. 7.2 The issue of tickets to a particular facility does not permit entry to any other private facility. However, you may access and utilize public areas. 8.0 Lost or stolen tickets 8.1 Only written requests for replacement tickets with the exact details of the event, together with credit card details for payment will be considered by the ARC. 8.2 Replacement tickets will be issued at the sole discretion of the ARC.

w: www.ellerslie.co.nz

p: 09 522 3824

f: 09 522 3828

e: hospitality@ellerslie .co.nz


terms &

conditions 9.0 Onselling 9.1 Clients are not permitted to sell or on sell any part of their Facility. Any form of advertising or promoting a Facility is deemed to be on-selling. 9.2 Clients are entitled to share the cost of entertainment with their guests, however if the Client is operating their facility to earn a profit, they are deemed to be on-selling. 9.3 Any Client who offers to on-sell or is deemed to be on-selling their Facility will have their booking cancelled 10.0 Indemnity 10.1 All Clients release and indemnify ARC from and against, and ARC will not be liable for, any claims, demands, actions, suits or proceedings, costs, expenses, losses, damages arising out of or otherwise in connection with use of the tickets or any facilities to which the tickets relate by the ticket-holder or his or her agents, employees invitees and/or guests. 11.0 Alterations to the race day 11.1 Some venues are outdoors. In such cases, no alternative facilities are available in the event of unfavourable weather. 11.2 If any part of the race day including, without limitation, any race, performance or event is cancelled, abandoned or postponed, in whole or in part, for any reason whatsoever that is beyond ARC's control, including, without limitation, due to adverse weather conditions, there is no right to refund or exchange and no obligation is assumed by ARC for the arrangement of a substitute event, performance or any other element. 11.3 Due to unforeseen circumstances it may be necessary for ARC to reschedule the race day and that, if ARC does so, ARC will use its reasonable endeavours to provide on the rescheduled day a comparable facility to the Client as is provided for hereunder. If ARC does provide a comparable facility on the rescheduled day the Client is bound to accept that facility and these terms and conditions will apply in all respects. 11.4 Programs, menus and the duration and timing of performances, events and other activities at the race day may be subject to alteration without notice. ARC reserves the right to vary, add, withdraw or substitute advertised programs, menus and Facilities at any time. 11.5 Under no circumstances will ARC be liable to the Client if ARC is unable to perform its obligations to the Client due to any event or cause of force majeure being any event or act beyond the control of ARC.

I / we accept the Twilight Summer Series Terms & Conditions

Name: __________________________________________

Company: _______________________________________________

Signature: _______________________________________

Date: ___________________________________________________

w: www.ellerslie.co.nz

p: 09 522 3824

f: 09 522 3828

e: hospitality@ellerslie .co.nz


Barfoot & Thompson Twilight Summer Series - Marquee Hospitality