Terms & Conditions
the following terms & conditions apply to all private event clients.
1. ROOM RENTAL FEES
All private events are subject to a room rental fee based on the day, hour and length of rental. These fees cover basic amenities such as tables, chairs, place settings, table linens, and so on. Should the Client choose to supply any of these items from outside vendors, the room rental fee will not decrease. Room rental fees in full are required as a deposit for any event where catering will not be purchased. Sales tax and the operations fee do not apply to room rental fees.
2. OVERLAPPING EVENTS
The Great Room at Top of the Hill is made up of three connected, yet divisible, rooms. Dependent upon the number of rooms rented for a particular event, the possibility exists that there may be multiple events occurring in the complex simultaneously. All three event rooms are adjacent to each other and share a double-sided built-in bar, restrooms, and a lobby area. If the Client must ensure complete privacy for a given event, the Client may rent the facility in full at the standard Entire Facility rental rate.
3. USE OF PRIVATE ROOMS
After receipt of booking confirmation, the ability to change or add rooms is based on availability and doing so may incur additional fees. Changing the event time after an event is confirmed is dependent upon the availability of the event space and is not guaranteed. Event rooms must be vacated promptly on schedule and according to rental agreement or the client may be subject to additional fees. If guests remain in the event space longer than 30 minutes after the contracted end time, additional fees will apply to the booking client. If more than 50% of guests enter the space 30 minutes or more prior to the contracted start time, additional fees will apply to the booking client.
4. CATERING PACKAGES
All food items served at the Venue must be supplied, prepared, and served by our event kitchen. We do not allow guests to purchase menu packages for fewer than the actual number of guests expected. Under no circumstances are extra meals for guests that have not attended an event provided to the client for removal from the Venue. The Venue is only responsible for providing meals for guests on the premises. The only food permitted to be brought into the event space is dessert. No catered food may be removed from the event premises.
5. FINAL MENU CHOICES
Catering and beverage package choices may be adjusted after booking confirmation. All menus must be determined in full 14 days in advance of the event. Any menu left undetermined by this time may be subject to change based on availability. If the selected catering menu is a plated meal, the Venue requires plate counts seven days prior to the event date, when the final headcount is due (see #7, Guaranteed Guest Count).
6. DIETARY REQUEST POLICY
The Venue is able to accommodate special dietary requests when possible. Specific menu requests (gluten-free, vegan/vegetarian options, etc.) must be made 14 days in advance of the event.
7. GUARANTEED GUEST COUNT
A guaranteed minimum headcount must be confirmed seven business days prior to the event, by 5:00 PM at the latest. When purchasing a plated dinner package, plate counts per course are due to the Venue seven business days prior to the event. The Client must provide the Venue with indication of each guest’s entree choice using place cards or name tags. Providing the Venue with a final headcount is the responsibility of the client, and if the final headcount is not provided to the Venue seven days prior to the event, the Venue reserves the right to charge the Client for the full estimated headcount. The Venue does not guarantee identical service or menu options for any additional guests added after the seven day deadline. Any meal provided for additional guests may be subject to a surcharge on the menu price.
8. BEVERAGE PACKAGES
The only exemptions to per-person inclusion in the Venue’s beverage packages are guests who are under 21 years of age. Should guests of legal drinking age arrive prior to the scheduled event start time and begin consuming alcohol on an hourly beverage package, the booking client will be charged for additional time in increments of 30 minutes. In addition, the Venue and its staff reserves the right to refuse service to any patron considered to be intoxicated. Cash Bars and Consumption Tabs are subject to a $75.00 per bartender fee. Bartenders are staffed at the discretion of the Venue.
9. ALCOHOL CONSUMPTION
Top of the Hill Restaurant and Brewery, as a licensee, is responsible for the administration of the sale and service of all alcoholic beverages in accordance with the North Carolina State Legislative Commission’s regulations. The Venue strictly enforces all North Carolina alcohol laws. Alcoholic beverages purchased offsite are strictly prohibited at Top of the Hill Restaurant and Brewery and its affiliated facilities. Underage drinking or the consumption of alcohol purchased offsite will result in immediate event termination and ejection from the premises.
10. OPERATIONS FEE & SALES TAX
Orange County sales tax is currently 7.50% and is applied to all catering purchases for any events. The Venue also charges an operations fee of 20% which is applied to both the catering and beverage charges for an event. The tax amount is subject to change, per North Carolina state tax regulations. The University of North Carolina at Chapel Hill clients will not be subject to state tax. Room rental fees are not subject to state tax or operations fee.
11. IN-HOUSE WEDDING COORDINATION
The Venue requires purchase of our in-house wedding coordination service for any wedding ceremony and/or reception event. The Great Room Wedding Coordinator will not provide services beyond what is explicitly listed in the Event Order.
12. WEDDING CEREMONY FEES
Due to the nature of our venue, a private cocktail hour in Back Bar must be purchased in conjunction with all ceremony-to-reception bookings. The wedding ceremony fee encompasses one hour of ceremony time (including a required 30 minutes of guest arrival time, plus 30 minutes of ceremony time) in the Great Room as well as a private cocktail hour in Back Bar. Please speak with the Great Room office for details.
13. WEDDING CEREMONY REHEARSALS
In conjunction with the booking of a wedding ceremony, the Venue will guarantee a free one-hour rehearsal before the wedding date. The day and time is based on the Venue’s events schedule, and is not guaranteed until two weeks prior to the wedding date. Should the Client wish to book a specific one-hour rehearsal time, the Client will incur an additional fee and/or incur a minimum requirement, depending on the time of day. Please note that Sunday wedding ceremonies are not guaranteed a rehearsal the day before their event date, and may have to schedule a rehearsal two or more days earlier.
The Venue offers complimentary tastings for clients who are both meeting our Friday/Saturday minimums, and who have purchased one of the following catering packages: the Arboretum, the Southern Supper, the Tar Heel Dinner, or the Plated Dinner. Tastings are held on the third Tuesday of every month between 12:00 PM and 5:00 PM, and tastings must be scheduled at least two weeks in advance. Tastings are complimentary for up to four guests once a contract has been signed and a deposit has been paid. For any prospective clients meeting the above-mentioned requirements, tastings may be purchased for $25.00 per person. This cost will be reimbursed to the Client’s event order once a deposit has been paid with purchase of one of our qualifying catering packages.
The Venue functions on all-inclusive minimums for Friday and Saturday evenings. The minimum varies by month and is determined by the Venue prior to bookings. Minimums can be met through the following fees: catering package, beverage package, room rental fee, wedding coordinator fee, and miscellaneous fees (cake cutting, bartender fees, etc). When an event is booked with a minimum, the Client is responsible for meeting that minimum with their final payment, regardless of drop in headcount, change in menu, etc.
16. CONFIRMING A BOOKING
In order to confirm a booking, the Client will be required to pay a 30% non-refundable/non-transferable deposit. This deposit is based on the projected total event cost and is due within seven business days of receipt of proposal, unless otherwise arranged with the Venue. We accept deposits in the form of cash, personal or cashier’s check or credit card (American Express, MasterCard, or Visa; Discover is not accepted). The Venue reserves the right to cancel any tentative reservations that have not yet paid a deposit. Receipt of deposit payment and signed contract affirms the Client’s acceptance of all Terms and Conditions and confirms the event’s date, time and rooms rented.
17. FINAL PAYMENT
The final payment is due to the Venue seven days prior to the event date, when the final headcount is provided. The Venue also requires that the Client provide a valid credit card number when the reservation is confirmed that will be used only if payment is not received or in the event of a cancellation. Any outstanding financial obligations (bar tabs, additional food, etc.) must be met by the close of the event.
Should the Client cancel after confirming a booking, the Venue will not be refund any deposits paid. Should the Client cancel within seven days of the event, the Client will be financially responsible for 100% of the remaining balance due.
19. AUDIO/VISUAL REQUIREMENTS
The Venue requires that all audio/visual needs be submitted and discussed in full with your Event Manager at least seven days prior to the event. All slideshows, videos or computer presentations of any kind must be tested prior to the start of the event. The Venue does not guarantee that the Client’s audio/visual needs will be met. The Venue does not staff audio/visual technicians on site. While the Event Manager can assist with the use of our A/V equipment, we cannot assist with technical issues beyond the basic operations of our system.
20. EVENT SET-UP
The Venue is not responsible for any set-up or breakdown of items brought from outside the event facility. Should an event require extra set-up assistance by the Venue’s staff, the Client will be subject to additional fees.
21. DISPLAYS, EXHIBITS & DECORATIONS
All displays, exhibits and decorations must conform to Chapel Hill city code and fire ordinance rules. The Venue will not permit the affixing of anything to walls, floors or ceilings of rooms with nails, staples, tape or any other substance unless prior permission is given by an Event Manager. Any damage caused by event attendees will be the financial responsibility of the Client. Due to fire codes, taper candles are not allowed. Use of glitter, confetti, bubbles, dry ice or smoke/fog machines is strictly prohibited.
22. ACCESSING THE SPACE & STORAGE
The Venue does not guarantee access to the space to load-in items and/or decorate until one hour prior to the contracted event start time. The Venue does not guarantee a complete room set-up until 15 minutes prior to the contracted event start time. The Venue also does not guarantee the storage of items prior to or post-event. The Client must remove all personal items at the close of the event. If items are not removed at the close of the event, prior arrangements must be made with the Event Manager regarding item pick-up. The Venue does not guarantee the security of any items left in storage.
23. OUTSIDE VENDORS
The Venue will work with the outside vendors of the Client’s choice, however all arrival and load-in timelines must be confirmed with the Venue seven days prior to the event date. Due to our location in downtown Chapel Hill, the Venue offers extremely limited loading and unloading capabilities. The Venue will only guarantee access to the space for vendor set-up one hour prior to the contracted event start time. The Venue is not responsible for providing parking for outside vendors.
The Venue reserves the right to inspect and control all private functions. Liability for damage to the premises will be charged to the representative making event arrangements. Extra fees will be charged at the discretion of the Venue if more than standard cleanup is required at the close of the event. The Venue does not assume responsibility for personal property or equipment brought into the establishment or the damage or loss of any personal items left unattended or overnight in rooms, hallways or closets.
25. FORCE MAJEURE
No party shall be liable for any failure to perform its obligations where such failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane, or other natural disaster), terrorist activities, blockage, embargo, labor dispute, strike, lockout, or interruption or failure of electricity. Any party asserting Force Majeure as an excuse shall have the burden of providing reasonable steps were taken to minimize delay or damages caused by foreseeable events, that all non-excused obligations were substantially fulfilled, and that the other Party was notified in a timely manner of the likelihood or actual occurrence which would justify such an assertion, so that other prudent precautions could be contemplated.