Weddings
At Figure 8 Island Yacht Club
The Figure 8 Island Yacht Club is the perfect setting for a perfect day. As you cross the swing bridge on to the island, the scenic waterway will welcome you and your guests. A spectacular sunset with hues of red, orange and purple set the sky on fire as you make your way to the club. The fourteen-thousand square foot clubhouse overlooks its eighty-eight slip marina and surrounding marshland.
The ceremony lawn is set directly on the waterway d is nestled into the beautiful coastal caping creating the most breathtakingly c setting imaginable The tranquil breezes g off the water keep the lawn at the most perfect temperature
e lights ignite the trees and announce the g. A gorgeous backdrop of sparkling water t skies can be viewed by the floor to ceiling f glass. The Figure 8 Island Yacht Club is host your wedding or private event like no nue can – with world class service, gourmet nd custom designed menus, professional anning and exceptional attention to detail made our reputation synonymous with the best in the industry.
HE PHOTOGRAPHS IN THIS PACKAGE ARE OF PROFESSIONAL PHOTOGRAPHERS LISTED N OUR PREFERRED VENNDORS LIST
PR TE.
WEDDINGS, PRIVATE EVENT PRIVATE EVENTS AND CATERING
Policies, guidelines and fees
EVENT FUNCTION ROOMS
Event function rooms are assigned according to the number of guests anticipated and planned for the event. A request for a specific room or area of the clubhouse will be honored unless attendance drops. The club reserves the right to change the assigned function room at any time. The club may schedule events to occur at the same time in various rooms of the clubhouse.
GUARANTEE OF GUESTS
Confirmation of final attendance count for each event must be received no less then seven business days before the event is to take place We will accept more guests if at all possible during that time period If the number of guests drops after the guarantee count has been submitted, the member will still be charged for that guarantee count
LIABILITY
Figure 8
Island Yacht Club does not assume responsibility for the loss or damage of items stored or displayed on club property Each member is responsible for any damages to Club property caused by the member or their guests This includes any subcontractors the member may have hired Charges for all damages will be billed to the member’s account
DEPOSIT
A $2000.00 deposit is required to secure a date for all weddings, private events and parties over 75 people. Until the deposit is received, the reservation is considered tentative. After the Club receives the deposit, 50% is refundable up to 90 days from the event date if the event is cancelled. If the event is cancelled within 90 days of the event date, the deposit is forfeited in full In the event of a date change, there will be a $1000 00 fee The deposit will be credited to the final bill For delivery or drop-off orders, a $250 00 deposit will be charged until all Club-owned dishes and catering equipment are returned Once returned, this deposit will be credited back to your account
BOOKING AGREEMENT POLICY
Upon completion of your final plans, you will receive an event contract, which you should review, sign, and return in advance of your event date If this contract is received via email, please e-sign it and return it to the Yacht Club Should the club fail to receive the signed contract, we will conclude that the contents are correct and the event contract will serve as the final agreement for your arrangements with the club
PAYMENT
All transactions, sales or services for Club use will be charged to the Club member’s account Club invoices are due in full by the last day of the month in which they are billed Payments are not accepted from member’s business accounts, non-members or family relatives
SALES TAX AND SERVICE CHARGES
All food and beverage costs are subject to a 20% service charge, and total costs (food, beverage, rentals and service) are subject to 7.00% North Carolina Sales Tax. All handling of outside vendors is subject to a 15% service charge The Yacht Club reserves the right to add additional rental items to ensure proper service for your event
SECURITY
All guests attending a function at Figure 8 Island Yacht Club must obtain clearance through the security gate. It is the responsibility of the host or hostess of the function to provide the Figure 8 Island Homeowner’s Association with an alphabetized guest list by last name two weeks prior to the function date. The Figure 8 Island Yacht Club can only authorize permission on the island to the Yacht Club during the time of scheduled events, set up and breakdown. The Club cannot authorize permission on the island to rental properties, island residences or beach accesses. All guests for private events and weddings must be invited via private manner and not by public invitation.
STAGE AND DANCE FLOOR
If a stage is desired, one may be rented and billed to the member’s account (providing it fits in the dimensions of the Yacht Club). There is no charge to use the dance floor unless an additional dance floor is rented. All rented stage equipment must be approved by the Events Director and comply with the laws of New Hanover County Department of Fire Services.
TENTS / OPEN FLAMES
All tents must be rented through the Figure 8 Island Yacht Club and require a preliminary diagram of inside set up when rented as required by the New Hanover County Fire Marshall Candles and open flames are not permitted inside any tent as per Section 308 of the 2009 North Carolina Fire Code Failure to comply with this rule will result in fines charged to the member as determined by the New Hanover County Fire Marshall Special permits for heating devices and certain candles can be applied for at an additional fee that will be charged to the member All china, glassware, silverware, tables and chairs for use in tents must be rented Tented events may also be subject to additional fees for catering tents, catering equipment, restrooms, power and lighting.
ENTERTAINMENT
Please advise the Events Director in advance of all entertainment and amplified music being provided for functions Please also provide a copy of any band riders and/or contracts If the function is taking place outside or under a tent, all music must end by 11:00 p m The club reserves the right to control the level of volume of the music at all times. The Yacht Club does not accept the responsibility for the expenses of serving a meal to band members or entertainment vendors contracted by the host of the event.
MEMBER SPONSORED EVENTS
A member sponsored event is defined as any event that is billed through a member’s account, and the member is then reimbursed. To further clarify, the following shall be defined as members and are exempt from sponsored event fees: the member on record and spouse (or partner), the member’s or spouse’s (or partner’s) parents, children, and grandchildren. Acquaintances and other extended family members are not considered “members” and will be need sponsorship The Club must have authorization in writing from the sponsoring Club member stating that the guest may use their membership account to hold a private function The sponsoring member is financially responsible for all of their guests’ charges and must assume responsibility for guests and their actions Payment for sponsored events must come from the sponsoring member Payments are not accepted from non-members or family members of the member A sponsored event may not be confirmed more than nine months prior to the reservation date This allows first access to the club by the club members Sponsored events may not be booked between Memorial Day and Labor Day without the special review and approval of the Board of Directors
SPONSORED EVENT FEES AND CHARGES
The club does not charge members for the use of its facilities However, room/facilities charges will apply to all member sponsored events A fee of $6500 00 will apply to a member sponsored wedding or any event in which the entire clubhouse is rented out (not to include the Helm) The full clubhouse fee includes the ceremony lawn, pool deck, lounge and three dining rooms (which include the dance floor area)
FULL CLUB USAGE
Upon review and approval by the Board of Directors, the entire club may be reserved for a private event. The event must be held in the offseason (prior to Memorial Day weekend and after Labor Day weekend), and that such date does not interfere with regularly scheduled functions A private event that suspends service to the membership may not be a sponsored event
OUTSIDE VENDORS
The use of outside vendors (cake, photographers, event planners and designers, florists, etc.) is permitted; however, all event details and timelines must be outlined with the Events Director no less than two weeks prior to the event date. This ensures that all Yacht Club policies and procedures are being followed. The Yacht Club reserves the right to make revisions to the details, layouts and timeline based on the Club’s policies and procedures. The Club has the right to control the selection of sub-contractors for events ie: rental companies, entertainment providers, décor providers, event planners and designers, drivers, etc. All subcontracted (outside) vendors must provide proof of insurance. All event coordinators/planners must have $1,000,000 of liability coverage which lists the Yacht Club as additionally insured.
Set Up / Breakdown – Set up and breakdown times for outside vendors must be discussed with the Events Director when event details and timelines are submitted The Yacht Club will be as accommodating as possible with set up / breakdown times, however the use of the club for the membership will first be considered
MEDIA / PUBLICITY
No media publicity is permissible unless approved by the President or Vice-President
LOCATION
Ceremony Lawn
East Lawn
Pool Deck
Lounge
First Dining Room
Middle Dining Room
East Dining Room
The Helm
Full Clubhouse (Excluding Helm)
Full Clubhouse (Including Helm)
YACHT CLUB CAPACITY
Guest capacity is dependent on style of service
SQUARE FEET
WEDDING AND EVENT SERVICES
ISLAND AMENITIES
USES
Ceremony, rehearsal dinner, cocktail hour, welcome party
Reception
Welcome party, brunch, cocktail hour
Cocktail hour, cake location, bar
Rehearsal dinner, brunch, reception
Rehearsal dinner, luncheons, reception
Dance floor, stage, private dining room
Club Members Only – private functions
Cocktail hour, reception, private events
Club Members Only – private functions
MAX CAP. (SEATING)
N/A N/A N/A 1300+ 1600+ 1450+ 950+ 1600+ 5300+ 6900+ 300 500+ 150 N/A <100 <80 <60 <60 <180 (Without dance floor) 200-250
∞Unique locations ∞ Indoor and outdoor venues ∞ Executive Chef for customized menus
∞ Private, gated community with 24-hour security ∞ Professional property rental company with over 90 vacation homes and cottages ∞ Water activites (fishing, surfing, etc.) ∞ Boating ∞ Biking ∞ Tennis
FOOD AND BEVERAGE PLANNING
The Yacht Club must cater all events held on club property The only food items that may be brought in are special occasion cakes Any other outside vendor needs special permission in advance from the General Manager of the Yacht Club Members and their guests may not bring any food onto club property (including the pool area) unless approved in advance by the General Manager In accordance with health regulations, any perishable foods remaining at the conclusion of your event may not leave club premises Non-perishable items may be taken at the discretion of the management on duty The club charges a cake cutting fee/outside vendor fee of $1 00++ per person for all special occasion cakes brought in from outside vendors
The Figure 8 Island Yacht Club is committed to “Responsible Alcohol Management ” The club reserves the right to refuse service of alcoholic beverages at its sole discretion. No alcoholic beverages shall be sold, served, possessed or consumed on the club premises by anyone less than 2
MENU PLANNING
Detailed menu planning is essential Your communication and cooperation during this process gives us the opportunity to meet and exceed your expectations We custom create and design each event menu to create a memorable and unique experience for your guests Menus should be finalized with the Events Director no later than two weeks prior to the event date For buffets, food stations and seated events, the Club requires your menu to cover your guaranteed number Partial items will not be accepted (i e , one hundred shrimp for two hundred guests)
The Club will pour “house wines” on consumption unless otherwise requested. A standard offering of sparkling wine, chardonnay, pinot grigio or sauvignon blanc, pinot noir and cabernet sauvignon will be served for each private event requiring “house wines.” If a specialty wine selection is chosen from the Club wine list (not house wines), it is charged on a consumption basis per bottle consumed. The club will also offer to purchase any wine available in the local market for the host at a 15% markup of the wholesale price and charge a corkage fee of $15.00 (plus service charge) for each 750ml bottle opened. The host agrees to take receipt of all unopened wine.
LIQUOR
All liquor must be provided by the club and is charged on a consumption basis (you pay for only what you consume). Cocktails are based upon a standard 1.5 ounce pour of liquor. Specialty liquors may be ordered for (17 drinks) as opposed to on consumption. If a specialty e whether fully consumed or not. Unconsumed bottles of e property of the Club
BEER
A selection of four bottled beers will provide your guests with a great variety Additional options are available upon request (or with a beer/wine only event) Specialty orders of beer can be ordered and will be sold by the case Keg beer is not available The Club does not allow for “self serve” beer at any time
NON-ALCOHOLIC BEVERAGES
All standard soft drinks, bottled water and all mixers are to be provided by the club only and charged on a consumption basis Tea and coffee are available by request
WHAT S WITH THE BOURBON?
THE LEGEND OF THE BOURBON
There is a long-standing tradition at the Yacht Club that burying a bottle of Kentucky bourbon upside down in the ground at the site of the wedding one month (to the day) and at the exact time of the wedding will bring ideal weather and luck for the wedding day. The bride, groom, family members and even pets join together for the ceremonial burying using the official “bourbon shovel.” One the day of the wedding, the bride and groom will dig up the bourbon while surrounded by the bridal party, family and friends. After the bride and groom sip from the bottle, it is passed around to the surrounding supporters! The bride and groom sign and date the shovel as the official “Mr. & Mrs.” To date, the legend of the bourbon remains true and the happy couple have been blessed with good weather. Always have faith in the bourbon!
FIGURE 8
LOCAL FLORAL DESIGNERS
Fiore Fine Flowers
Chelsea (910) 791-6770
www fioreflorist com
Salt Harbor Designs
Jennifer (910) 799-8570
www saltharbor com
Designs by Dillon designsbydillon.com
info@designsbydillon.com
Blossom Bay Design
Valerie or Ally (910)471-3699 | (704) 795-1800
www.blossombaydesign.com
LIGHTING AND POWER
EXCLUSIVE VENDOR
High Performance Lighting
Steve Peterson (910) 264-8313
www.highperformancelighting.com
PLANNERS
Salt Harbor Designs
Jennifer Rose
Jen@saltharbor.com
www.saltharbor.com
Instagram @saltharbor
Ivy Robinson Events
Ivy Robinson
ivy@ivyrobinsonevents com
Instagram @ivyrobinsonevents
Samkoma
Josiah Carr & Justin McGregor (310) 283-5787
hello@samkoma world
www samkoma world
Instagram @samkoma world
Alex Noble Events
Alex Noble
alex@anobleevents com
www anobleevents com
Instagram @anobleeventsanddesign
CAKE
One Belle Bakery
Anna Echols (910) 352.1881
www.onebellebakery.com
P R E F E R R E D W E D D I N G V E N D O R S
PHOTOGRAPHY
Julia Wade (650) 861-0818
www julia-wade com
Instagram @juliawade
Theo Milo Photography & Videography
Theo Milo (910) 665 9801
www theomilophotography com
Maddie Pake
www.madisonpakephoto.com
Instagram @madionpakephoto
Millie Holloman Photography
Millie Holloman, Amanda Holloman (910) 256-5241
www.millieholloman.com
Perry Vaile Adams
www perryvaile com
Instagram @perryvaile
Joe and Lindsay Cheshire (910) 398-0589
www.digitalwunderland.com
Instagram @digital wunderland
VIDEOGRAPHY
Light Cannon Films
Luke & Christiana (910) 274.7164
www.lightcannonfilms.com
Adam Gilbert Films
Adam Gilbert
info@adamgilbertfilms com
www adamgilbertfilms com
Instagram @adamgilbertfilms
Will Sarmiento Sarmiento Media
www sarmientomedia com
Instagram @bywillsarmiento
Philip James Films
Philip & Hannah James (910) 632-0466
www philipsjamesfilms com
Instagram @philipjamesfilms
Life Stage Films
Matt Davis (910) 632-9559
www.lifestagefilms.com
White Birch Rentals
Emily (910) 616-8611
www whitebirchrentals com
MUSIC, ENTERTAINMENT AND OTHER FUN STUFF
East Coast Entertainment (Bands)
Hank Patterson (704) 941-1205
www.eastcoastentertainment.com
Active Entertainment (DJ)
Jay Tatum (910) 232-5577
www activedjentertainment com
Atlantic Premier Entertainment (DJ)
Eric Thompson (910) 762-8851
www.atlanticpremierentertainment.com
Classical Wedding Musicians (Ceremony Music)
Beverly Andrews (910) 458-1226
www classicalweddingmusicians com
Wed On Canvas (Live Wedding Artist)
Ben Keys (910) 431-3856
www wedoncanvas com
Lumber River Photo Booth (910) 733-0439
www.lumberriverphotobooths.zenfolio.com
M E R A K I Beauty (Hair and Makeup) (910) 625-6951
www merakibeauty org
FIGURE 8 ISLAND YACHT CLUB
Agreement to Policies and Confirmation of Deposit
The food and beverage director will also sign this page and send a copy with both signatures for your files. Thank you.
We look forward to working with you on your event and exceeding your expectations.
I, have read and fully understand all of the policies and procedures as explained in the banquet and catering manual.
Signature of Member on Record
Signature of Host (if a sponsored event)
Date
Director Date Deposit received Amount $ Check Number Date Received Date of Event
Date Events
LeAnn Thomas Events Director lthomas@f8iyc.com (910) 686-0631