Catering Terms and Conditions
FOOD AND BEVERAGE: All food and beverage must be purchased from Royal American Hospitality and is subject to a 22%
service charge as well as, the appropriate state and local sales taxes. No outside food and beverage will be permitted. Due to
liability, Left over food may not be boxed or taken from the function, with the exception of wedding cakes.
FUNCTION SPACE: Royal American Hospitality reserves the right to relocate your function based on inclement weather.
Banquet Rooms must be vacated at the time indicated on your contract. Room set-up requirements must be submitted to the
Catering Office at least (30) days prior to your scheduled event. Additional set-up or changes made on the day of the function may
be subject to an additional set-up fee. Banquet rooms reserved are subject to change.
SET-UP: Banquet or meeting rooms will include a basic set-up consisting of tables, chairs, while linens, registration table with
two chairs. Table centerpieces and decor maybe requested and are subject to additional charges.
BAR ARRANGEMENTS: All liquor sales must be purchased from Royal American Hospitality and will be subject to a (22%)
service charge as well as, the appropriate state sales tax. Royal American Hospitality reserves the right to refuse alcohol service
to anyone at its discretion. There is a 3 hour minimum for each event, requiring a bartender fee of $60.00++ per hour.
GUARANTEE POLICY: A guaranteed guest count for food service is due in the Catering Office no later than 12 NOON,
three business days prior to your function. This number is NOT subject to reduction, but can be increased. Our staff will
be prepared to serve (5%) more than your guarantee number (we reserve the right to substitute if necessary). You will be charged
for the exact number of people you guarantee even if fewer people are actually served at the event. If more people are served than
the guarantee you will be charged, the per person rate, plus sales tax and service charge. If additional charges occur, full payment
is due at the conclusion of the event unless other arrangements have been mutually agreed upon.
AUDIO/VISUAL EQUIPMENT: Five-Star Audio Visual serves as the Boardwalk Beach Resort & Convention Center (Resort
Hospitality Enterprises) in house audio visual provider for all audio visual equipment and services. Five Star Audio Visual
reserves the right of first refusal to all audio visual equipment and services. Group will have the ability to contract with any audio
visual company, or to provide its own equipment and services. However, if Group chooses an outside audio visual
provider or provides its own equipment and services, Group will be assessed a service fee of 20%
percent (plus applicable tax) of Five Star Audio Visual’s equipment rental rack prices for the duration
of the event.
LIABILITY: Royal American reserves the right to control all private functions. Damage to the premises or equipment will be
charged accordingly. Royal American cannot assume any responsibility for personal property or equipment brought onto the
premises. This includes any entertainment not provided by Royal American. No signs, banners, pennants or other materials may
be affixed to the walls or other areas of the Boardwalk Beach Resort or other
Royal American properties without prior written approval. No glitter, confetti, rice, or other decorations may be used without the
consent of the Catering Manager.
MENU SELECTION: You will be asked to sign Event Orders confirming menus and other details for each of your events.
Because food and beverage prices fluctuate in accordance with market conditions, menu prices for planned food and beverage
functions will be established not earlier than six (6) months prior to your event. Until specific menus and prices are established,
Royal American will compute any performance or cancellation damages due using the minimum menu prices above and number of
The Boardwalk Beach Resort
9600 South Thomas Drive Panama City Beach, FL
www.boardwalkbeachresort.com Sales@rahospitality.com
Telephone: (850) 230-4605
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attendees listed in the program schedule. Royal American is licensed to serve food and beverages. No food or beverages may be
brought into the facility by the group for service at any event. Left over food is to remain in the hands of the Boardwalk Beach
Resort.
GRATUITY: 22% of the food and beverage total plus applicable state or local tax will be added to your account as a gratuity and
fully distributed to servers, and where applicable, bussers and/or bartenders assigned to the Event.
DEPOSITS / PAYMENTS:
PAYMENT VIA CASH: We gladly accept cash as a form of payment.
PAYMENT VIA CREDIT CARD: Payment for charges may be made via Credit Card, original card must be presented by
cardholder at the time the charge is processed, original signature and imprint of credit card must be obtained.
PAYMENT VIA CHECK:
Payment in advance-personal checks and business checks are accepted as follows:
a. Check must be received 14 days in advance of arrival
b. Checks received less than 14 days must be guaranteed funds or will be processed through Telecheck.
OVERAGES OVER ESTIMATED AMOUNT: All overages must be paid day of via guaranteed funds (credit card, cash,
check-processed via Telecheck)
TAX EXEMPT: To be accepted as Tax Exempt client must furnish active CONSUMER’S CERTIFICATE OF EXEMPTION
furnished by State of Florida in advance of arrival.
The following payment schedule shall apply to signed agreements received at Royal American Hospitality. PLEASE NOTE THAT
ALL ADVANCE DEPOSITS ARE NON REFUNDABLE AND NON TRANSFERABLE.
91 days or more prior to the event
Initial payment equal to 25% of the estimated total
charges
90 days prior to the event
Second payment equal to 50% of the estimated total
charges
89-14 days prior to event
Full payment equal to 100% of the estimated total
charges
10 business days prior to event
Balance of charges.
An initial payment must accompany signed agreements prior to the agreement being signed by the Director of Sales, or
designee, unless otherwise noted in the Rental Agreement. The initial payment may be an amount in excess of the minimum
required payment provided in the payment schedule above.
The Boardwalk Beach Resort
9600 South Thomas Drive Panama City Beach, FL
www.boardwalkbeachresort.com Sales@rahospitality.com
Telephone: (850) 230-4605
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SECURITY: If required, in our sole judgment, in order to maintain adequate security measures in light of the size and/or
nature of your function, you will provide, at your expense, security personnel supplied by a reputable licensed guard or security
agency doing business in the city or county in which we are located, which agency will be subject to our prior approval. Such
security personnel may not carry weapons.
FORCE MAJEURE: Neither party should be responsible for any failure of performance due to acts of God (including Fire,
Flood, Earthquake, Storm, Hurricane or other natural disaster), war, other declared national emergency that makes
performance of this Agreement inadvisable and/or illegal and makes it impossible to provide the facility to hold rooms. The
Agreement may only be terminated for any one or more of the above reasons by written notice from one party or another.
The Boardwalk Beach Resort
9600 South Thomas Drive Panama City Beach, FL
www.boardwalkbeachresort.com Sales@rahospitality.com
Telephone: (850) 230-4605
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