Policies and Guidelines

Event function rooms: Event function rooms are assigned according to the number of guests anticipated. A request for a specific room or areas of the clubhouse will be honored unless attendance drops. The club reserves the right to change the room. The club may schedule events to occur at the same time in various rooms of the clubhouse. The club does not charge members for the use of its facilities. However, room charges will apply to all member sponsored events. (A member sponsored event defined as any event that is billed through a member’s account, and the member is then reimbursed. The accounting department requires a letter from the sponsoring member stating that the guest may use their membership account. The sponsoring member is financially responsible for all of their guests’ charges.)

Member Sponsored Room Rental Charges

A fee of $500.00 will apply to each dining room reserved for a member sponsored event. A fee of $1,500.00 will apply to a member sponsored event in which the clubhouse is rented out (not to include the member’s casual dining room). A fee of $500.00 will apply to all outdoor member sponsored events (i.e.: wedding ceremonies, events at the pool or tented events on the premises). A sponsored event may not be confirmed more than 9 months prior to the reservation date. This allows first access by the club members.

Deposit

A $2,000.00 deposit is required to secure a date for all weddings, private events and parties. 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 $1,000.00 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 caterware are returned. Once returned, this deposit will be credited back to your account.

Guarantee of Guests

Confirmation of final attendance count for each event must be received no less then five days before the event is to take place. That number may be altered down by 10% up to two days from the event date. We will accept more guests if at all possible during that time period.

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 sub contractors the member may have hired. Charges for all damages will be billed to the member’s account.

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 three weeks prior to the function date.

Sales Tax and Service Charge

All food and beverage costs are subject to a 20% service charge, and total costs (food, beverage, rentals and service) are subject to 7.75% North Carolina Sales Tax.

Entertainment

Please advise the Food and Beverage Director at the Yacht Club in advance of all entertainment and amplified music being provided for functions. When possible, please also provide a copy of any band riders. 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 contracted by the host of the event.

Stage and Dance Floor

A fee of $250.00 will be charged for the set up / breakdown of the stage. The stage measures 12’ x 20’ and is eight inches high. If a larger stage is desired, one may be rented and billed to the member’s account. There is no charge to use the dance floor unless an additional dance floor is rented.

Booking Agreement Policy

Upon completion of your final plans, you will receive an event contract, which you should review, sign, and return to the Food and Beverage Director in advance of your event date. 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

The Club will provide a full accounting within 5 days of the event and payment is due upon receipt. Any deposits will be credited to the final bill. All member sponsored events must be paid through the member account only. No credit cards are accepted at the Yacht Club.

Food and Beverage

The Yacht Club must cater all events held on club property. The only food items that may be brought in are special occasion cakes. Members and their guests may not bring any food onto club property 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 of $1.00 per person for all special occasion cakes brought in from outside vendors.

All liquor must be provided by the club and is charged on a consumption basis (you pay for only what you consume). If a wine selection is chosen from the Club wine list, it is charged on a consumption basis per bottle opened. 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 for each 750ml bottle opened. The host agrees to take receipt of all unopened wine. If normally carried by the Club, beer is charged per bottle consumed. If a brand is not normally carried, the Club will purchase any brand and charge per bottle consumed and the host must take receipt of any unopened product. If a keg of beer is requested, the host is charged for the full keg whether fully consumed or not. Soft drinks, bottled water and all mixers are to be provided by the club only and charged on a consumption basis.

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 21 years of age. Hosts are expected to help enforce this LAW.

Menu Planning

Accurate menu planning is essential. Your communication and cooperation during this process gives us the opportunity to meet and exceed your expectations. The enclosed menu serves as a guide when planning your event. The club’s Food and Beverage Director and Executive Chef are available to assist in customizing menus to fit your needs. Menus should be finalized with the Food and Beverage Director no later than two weeks prior to the event date. For both buffets 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.)

Labor – On premise events

Bar staff

There is no additional charge for usual and customary bar staff. The number of guests attending an event will determine the number of bars. The Yacht Club staffs one bartender for every 75 guests. Wait staff: There is no additional charge for usual and customary service staff.

Culinary staff

There is no additional charge for usual and customary culinary staff. There is a $25.00 per hour chef fee for functions requiring a chef “on duty,” i.e.: action food stations or carving stations. Cocktail Party: Four hours of service labor is included in food and bar pricing. This includes 30 minutes of set-up, 3 hours of service, and 30 minutes of tear-down. Additional labor will be billed at $15.00 per staff person, per hour.

Dinner Party

Five hours of service labor is included in food and bar pricing. This includes 1 hour of set-up, 3 hours of service, and 1 hour of tear-down. Additional labor will be billed at $15.00 per staff person, per hour.

Labor – Off site catering

Bar staff

A fee of $75.00 per bartender will apply to all off site caterings requiring bar staff. This fee includes an hour of set up time, three hours of service and an hour of breakdown time. A fee of $15.00 per hour, per staff person, for each additional hour, will apply.

Wait staff

A fee of $75.00 per server will apply to all off site caterings requiring service staff. This fee includes an hour of set up time, three hours of service and an hour of breakdown time. A fee of $15.00 per hour, per staff person, for each additional hour, will apply. The number of service staff necessary to execute the event in a professional manner will be at the discretion of the Yacht Club management.

Culinary staff

There is a $25.00 per hour fee per chef for functions requiring a member from the culinary team to be present at any off site catering. The number of chefs necessary to execute the event in a professional manner will be at the discretion of the Yacht Club management.