Monday Golf Events - Bearspaw Country Club

Monday Golf Events
at Bearspaw Country Club
BEARSPAW COUNTRY CLUB 61 HAMILTON DRIVE, CALGARY, AB T3R 1A2 403.239.7444 www.golfbearspaw.com
Terms & Conditions
Tournament Minimum, Pricing, Reduction in Numbers: The minimum accepted Tournament by Bearspaw Country Club, for which
you will be given exclusive use of the golf course, will be 120 players. The base price for a Monday Event per player is $199 plus
a 17% service charge on all food and beverage purchases and gst. This minimum is a guarantee. We regret that no-shows and a
reduction in numbers happens, but it is the responsibility of running a tournament that the event delivers this minimum guaranteed
number of players to Bearspaw Country Club as a term of this booking.
Deposit & Payment: A non-refundable deposit of $5,000 and signed contract are required in order to confirm the booking within
30 days of receipt of this agreement. This deposit may be paid by cheque, Visa or Mastercard. Bearspaw Country Club reserves
the right to release all space for re-sale if the deposit and signed contract are not received on or before this date. An invoice for
the remainder of the tournament will be issued within 7 business days after the Tournament, that is due and payable immediately.
Inclement Weather: Tournaments will commence as scheduled unless the Golf Course Superintendent determines the course to
be unplayable. If cancelled, every effort will be made to reschedule the tournament at a later date. Should this not be possible,
the tournament deposits will be held as a deposit for the following year’s event.
Hosted Accounts: Groups providing a hosted event must designate and identify one individual who has charging authority. All
items to be included by the host must be approved by that individual in advance of the event. Note that only one invoice will be
prepared for each event.
Menu Selection: Final menu selections are required a minimum of 10 days prior to the event. If you have Guests with special diet
requirements, please inform us in advance.
Menu Extras, Tee Gifts, Planning: We appreciate your interest in hosting your event at Bearspaw Country Club, but we have
much more to give to ensure your event is successful. Whether that comes in the form of a breakfast or luncheon, to get your
Guests and Participants to the course promptly, securing a nice, appreciative Tee Gift for your Guests or simply structuring the
competition and day to make sure your Guests leave with positive memories of your event; we are here to help. Putting on great
events is our profession and we’re here for the long term, building partnerships and creating memories.
Food, Beverage and Health Regulations: All food and beverage products must be purchased through Bearspaw Country Club in
accordance with the Alberta Gaming and Liquor Commission and Alberta Department of Health. Any and all sponsored products
must be approved by the General Manager of BCC, and must be purchased through the Club unless permission is granted by the
General Manager. Due to health regulations, leftover food or beverage may not leave the property after an event.
Bearspaw operates on-course concessions , as well as Clubhouse restaurants and on-course food stations when required ; and
encourages food and beverage additions to events like lunch and breakfast buffets.
Any beverages brought on site by tournament participants will be confiscated immediately in accordance with AGLC regulations
and a $20 / person charge to the event will result for the entire field of participants. It is the event organizers responsibility to ensure participants are aware.
Golf Cars: BCC maintains a fleet of Golf Cars, but for large Tournaments a ‘Tournament Fleet’ of extra cars needs to be delivered
to Bearsapw. There will be a surcharge of $10 + gst/player and $60 + gst / car for Volunteer or Committee cars; to recover
charges to Bearspaw.
Tournament Fleet Cancellation Policy:
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72 hour notice must be given to Bearspaw via fax or email of tournament fleet cancellation.
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10% ($6/car + gst) of the total charge will be levied as a cancellation fee if tournament fleet was cancelled within the 72-hour
notice period and NOT on route to Bearspaw CC
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50% of the total charge ($30/car + gst) will be invoiced as a cancellation fee if tournament fleet is “en route” to Bearspaw
within the 72-hour notice period.
Tournament Fleet Rainout Policy:

No charge if tournament fleet is NOT “en route” to golf course or special event.
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A fee of $30 +gst / car will apply if cars have been delivered.
Power Cart Waiver: I promise to hold Bearspaw Country Club free and harmless from any claims of any nature whatsoever that
may arise through my or my golf groups’ use of a golf power car. I represent that I and my golf group is familiar with the use of a
golf power car and can operate and control the same. I agree to pay for any damages done to my or my golf groups’ golf car for
the duration of this agreement and authorize any damages to be charged to final invoice for the event.
Group Pairings: Group pairings (foursome sheets) and any special requirements, are needed at least 4 days prior to the function
date. Bearspaw Country Club will assign starting hole numbers for Shotgun Tournaments. Players should be ready to proceed to
their designated starting hole 30 minutes prior to your shotgun start time.
Signage, Displays: The Bearspaw Country Club Event Coordinator must be consulted regarding any signage or displays to be used
on the property by the organizer or sponsors. Any use of nails, staples, glue or any like materials is not permitted on any walls,
doors or ceilings. Decoration clean up is the responsibility of function organizers. Hole sponsor signage must be received at least
48 hours prior to tee off. BCC will be responsible for placing and retrieving all signage, vehicles, prizing etc. on the course. Please
provide specific instructions. All signs must be free standing. Any signs or banners left at BCC for more than 48 hours following
the tournament will be returned by courier C.O.D. unless prior arrangements have been made with BCC.
Event Coordinators Initials:_______________________________
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Hole In One Awards and Insurance: HIO insurance is available through BCC at the rate s below with a minimum of 7
days notice. This can be paid out as either a Golf Shop ‘shopping spree’ or in any manner chosen. Minimum yardages,
for both men and women, need to be specific. The minimum yardage through BCC is 145 yards for women and 160
yards for men. These will usually be specified by the prize donor or their insurer.
INSURANCE
AMOUNT
PREMIUM
INSURANCE
AMOUNT
PREMIUM
$2,500
$3,000
$4,000
$5,000
$6,000
$7,000
$8,000
$9,000
$10,000
$11,000
$12,000
$70
$80
$100
$115
$135
$150
$165
$180
$195
$215
$235
$14,000
$15,000
$16,000
$17,000
$18,000
$19,000
$20,000
$21,000
$22,000
$23,000
$24,000
$275
$295
$315
$335
$355
$375
$395
$415
$435
$455
$475
$13,000
$255
$25,000
$495
INSURANCE
AMOUNT
PREMIUM
$26,000
$515
$27,000
$535
$28,000
$555
$29,000
$575
$30,000
$595
$31,000
$615
$32,000
$635
$33,000
$655
$34,000
$675
$35,000
$695
awards over $35,000
by quote only
Liability: Bearspaw Country Club reserves the right to inspect and monitor your event and discontinue services to
Guests in the case of any violations of Club policy or Provincial law. You will be held responsible for any damage to property or equipment caused by either yourself or your Guests. Should BCC discontinue service to any or all of your
Guests, you shall remain liable for all amounts owed to the Club. BCC assumes no responsibility for any loss or damage
to goods, property, and/or equipment brought into the facility by the organizer/guests/sponsors.
Dress Code: All players, volunteers, and organizers must comply to the dress code as set by the Bearspaw Country
Club. Men must have slacks or tailored shorts with pockets and a minimum mid-thigh length. All men’s golf shirts must
have sleeves and collars. Ladies must also have tailored shorts or skirts at mid-thigh length, collarless shirts must have
sleeves and sleeveless shirts must have collars. Jeans or denim (of any type) are permitted only in the Clubhouse, not
on Course or at the Practice Facilities. Excessive writing and/or insignias are not permitted on clothing. Acceptable
footwear must be worn on the course, hard spikes are not permitted. Conveners must inform their Guests of our policies in advance.
Service Charges: The food portion of the per person price and all food & beverage purchases and services are subject
to a 17% service charge.
Pricing: Prices are subject to change at any time.
Food and Beverage: Alcoholic beverages will be served in accordance with the regulations of the Alberta Liquor and
Gaming Commision
Club Rentals: BCC has a limited number (8 sets—4 MRH, 1 MLH, 2 LRH) of brand name golf equipment available at $65 /
set including a sleeve of Titleist golf balls. If you require more, please notify a minimum of 7 days before your event.
During the Term of this Contract
(a) Bearspaw Country Club shall use all reasonable efforts to fulfill the requests of the Event and its Host to the best of
its ability and to reach agreement with the Event and its Host on any dispute that may arise between the parties, and
(b) The Event and its Host shall use all reasonable efforts to conduct itself in a manner that is reasonable and polite and
to reach agreement with BCC on any dispute that may arise between the parties. If, at any time prior to the date that is
ninety (90) days before the Event, BCC determines, in its sole opinion and discretion that the Event and its Host is:
(i) making requests that exceed the obligations of Bearspaw Country Club under this Contract and/or acting unreasonable, or
(ii) requiring Bearspaw Country Club to provide services or goods exceeding those, or at a price less than that, set forth
in this Contract, unless otherwise agreed to by the parties, or
(iii) conducting itself in a manner that is rude or offensive to the employees or agents of BCC then
Bearspaw Country Club shall have the right to terminate the Contract on five (5) days’ written notice to the Event and its
Host and shall on the
fifth day after the date of such notice refund to the Event and its Host any deposit or advance payments made to Bearspaw Country Club.
Event Coordinators Initials:_______________________________
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Tournament Inclusions
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18 Holes of Championship Golf
Shared use of a golf car
$17 / Person towards Tee Gifts and/or Tournament Prizes
Dinner & Awards Banquet
Practice Facilities
PLUS
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Complete event group coordination
Club Drop Valet, Cart Loading & Greeting Service
Designated registration area
Digital Event Scoring that allows for Power Point Presentations, Sponsors’ Logos,
Sponsors’ Messages, Digital Pictures, Player Groupings and Starting Holes, Messages for Attendees with the option of posting scores
Clubhouse AV system for Guest Welcoming, Corporate or Power Point Presentations
Access to Practice Range & Greens (3) before Play
Personalized Scorecards with Corporate and/or Sponsor Logo
Personalized Cart Signs with Corporate and/or Sponsor Logo
Personalized Proximity Signs with Corporate and/or Sponsor Logo
Positioning of On-Course and Clubhouse Signage, Hole in One prizes—cars etc.
Rule and Competition Format sheets
EXTRAS
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Breakfast & Lunch Service

Hosted 1/2 Way House & Beverage Cart(s) Service

Allow your Guests to choose their own prize by pre-purchasing Bearspaw Gift
Cards in any denomination

PGA of Canada Golf Professional Clinics - $150 / hr / Professional

Golf Club Rentals—$65 including slv of Titleist golf balls

Have our PGA of Canada Golf Professional record, analyze and then email a video
of each of your golfers directly to them. They will help analyze each golfer’s swing
mechanics and provide valuable tips to better their swings and improve their
games.
...Just Video—$10 per person
...Video with voice over analysis by Golf Professional—$20 per person

Corporate Merchandise Program … Bearspaw Country Club offers a wide selection
of corporate gifts to fit all budgets with market competitive prices for all budgets.
Depending on the nature of your event, gifts are also the ultimate recognition of appreciation and sponsorship. Please feel free to contact us year round for a corporate merchandise program proposal and allow 6 weeks minimum before your event
as turnaround times vary on different items.
Event Coordinators Initials:_______________________________
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Dinner Choices
(Included)
Center Cut
New York Steak
or
Roast of Alberta
Prime Rib
Choice of Two Salads
Choice of Potato
Choice of Two Vegetables
Fresh Rolls & Butter
Dessert Presentation
Tea & Coffee
Al a Carte - choose any additional for $1.99/person
Penne Carbonara (Bacon, Green Onions & Alfredo)
Baked Tomato & Herb Pasta
Spinach & Cheese Cannelloni w/ Marinara Sauce
Fried Cheddar & Potato Perogies w / Bacon & Green Onions
Stuffed Peppers (Vegetarian)
Greek Salad w/ Feta & Olives – $0.99 / person
Garlic Sauteed Button Mushrooms - $0.99 / person
Extra Entrée Choices – choose addition $4.99/person
Teriyaki Chicken Breast w/ Grilled Pineapple
BBQ Glazed Breast of Chicken
Parmesan Chicken w/ Tomato & Basil Marinara
Teriyaki Salmon w/ Fresh Fruit Salsa
Garlic & Herb Shrimp Skewers
Cilantro Lime & BBQ Salmon
3 oz. Lobster Tail w/ Drawn Butter - *Market Price*
Choice of Salads
Baby Red Potato
Pasta
Caesar
Marinade Vegetable
Fresh Garden
Choice of Potato
Mashed w/ Gravy
Baked
Stuffed
Oven Roast
Herb Rice
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Choice of Vegetables
Vegetable Medley
Kernel Corn
Corn on the Cob
Green Beans
Baked Beans
Luncheon Choices
(Extra)
Soup & Sandwich
Chef Attended BBQ
Choice of Hot Sandwich Entrée
Choice of Two Salads
Fresh Vegetable Garnish
Assorted Condiments
Assortment of Pickles
Assortment of Potato Chips
Assorted Lean Meat Tray
Domestic Cheese Tray
Tuna Salad
Egg Salad
Assorted Condiments
Fresh Vegetable Garnishes
Fresh Rolls
Choice of One Soup
Choice of One Salad
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person
$1599 / person
$13 /
Al a Carte - add any additional item
Assortment of Fresh Made Wraps – $0.99 / person
Extra Salad Choice - $0.99 / person
Extra Soup Choice - $0.99 / person
Fresh Baked Cookies - $1.29 / person
Fresh Fruit Platter - $1.99 / person
Mini Burgers - $1.99 / person
Salad Choices
Baby Red Potato
Pasta
Marinade Veg.
Fresh Garden
Coleslaw
Soup Choices
Chicken Noodle
Beef & Vegetable
Minestrone
Tomato Vegetable w/ Rotini
Chicken & Rice
Sandwich Choices
BBQ Cheddar Bacon Burgers
Pulled BBQ Pork w/ Coleslaw
BBQ Cheddar Chicken
Breast
Hot Pasta Buffet
Chicken Tortellini w/ Alfredo Sauce
Shrimp Penne w/ Marinara Sauce
Baked Cannelloni stuffed w/ Spinach & Cheese
Caesar Salad
Marinade Vegetables Salad
Fresh Rolls w/ Butter
$1799 / person
All prices are subject to 5% GST and 17% Gratuity
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Event Details
Event Name
_____________________________________________________________________________
Billing Address_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Postal Code
__________________________
Event
Day/Date
__________________________
Event Time
______________________
# for Golf
__________________________
# for Dinner
______________________
Coordinator
_________________________________ Bus ___________________ Cell_________________
E Mail
_____________________________________________________________________________
Assistant
Coordinator
_________________________________ Bus ___________________ Cell_________________
E Mail
______________________________________________________________________________
Deposit of $5,000
and pgs 2,3,4,7
of this contract
Due by:
Event
Coordinator’s
Signature
________________________________________
_________________________________________
BEARSPAW COUNTRY CLUB 61 HAMILTON DRIVE, CALGARY, AB T3R 1A2 403.239.7444 www.golfbearspaw.com
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