Deposit We require a $500.00 non-refundable deposit to reserve a specific date, time, and location for your event.
Payment Once event selections are made, a 30% deposit of the total is due with the balance to be paid at the conclusion of the event. Payments may be made by cash, check, money order, or credit card (please note that due to processing fees, a 2.5% charge will be added to all credit card payments).
NYS Tax of 8% will be added to bill.
Pumpkin Hill charges the current rate on all listed services within your catering workbook.
Pumpkin Hill charges 20% Service Charge on every event. At the client's discretion, any extra tip/or gratuity will go directly to the service staff.
Pricing and Final Guarantee A food and beverage minimum (excluding tax and gratuity) of $3,000.00 is required.
Wedding receptions may last up to six hours and must end by 11:00 p.m. This limit does not include wedding ceremonies. Extended hours may be pre-arranged to accommodate your needs.
All other private events may last up to four hours and must end by 11:00 p.m.
Adherences to the times agreed upon for your event are necessary, as other scheduled events may be taking place before or after yours. Should you choose to extend these hours; a charge of $200.00 per hour will be added.
Menu selections and arrangements must be completed 30 days prior to your event.
Minimum guaranteed final counts must be received within 14 days of the event, along with the finalized floor plan. If the minimum attendance falls below the guaranteed number, the client will still be charged for the guaranteed number indicated 14 days prior, and any overage served. (Example: You guarantee 100 guests, but the actual number of guest attendance is 110. You will be charged for the additional 10 guests that are served.). No food of any kind may be brought into Pumpkin Hill Vineyard without the express permission of management. Proof that the product is from a NYS inspected facility and a signed liability form must be provided for certain baked goods.
Facility Fee There is a facility fee of $1000.00 for parties up to 100 people. All parties above 100 people will be an
additional $10.00 per person.
Beverage Service We offer a complete selection of beverages to enhance your event. Please note that the State of New York regulates alcoholic beverage sales and services. Pumpkin Hill Vineyard, as a licensee, is responsible for the administration of these regulations. Therefore, it is the policy that no liquor, beer, or wine may be brought into or carried out of the event without the express permission of Pumpkin Hill Vineyard.
It is a New York state law that NO PERSON UNDER THE AGE OF 21 may be served, consume, or have
possession of alcohol. We reserve the right to refuse alcoholic beverage service if the person is either underage or if proper identification cannot be produced. We also reserve the right to refuse alcoholic beverages service to any person who, in the Pumpkin Hill Vineyards’ sole judgment, appears intoxicated.
Rentals We are happy to assist you by providing a suggested list of needed rentals for your event. Please understand that rental costs are separate from our listed food and beverage minimums. You may provide all or part of your own rental items for your event with proof of insurance for the items and liability being brought onto Pumpkin Hill Vineyard property. Pumpkin Hill Vineyard will/may give you an estimated cost/list of rentals for your event. You may change/cancel those items at anytime, however, certain items may incur restocking and cancellation fees. If Pumpkin Hill Vineyard is coordinating rentals, on your behalf, through a rental company (i.e. Auburn Party Rental), you may be required to pay the rental company directly. This information will be specified in your workbook. Pumpkin Hill Vineyard may provide certain rentals as listed in your catering workbook. Any loss or
damage to any rentals will be billed to you after your event.
Security Pumpkin Hill Vineyard cannot assume responsibility for any personal items prior to, during, or following your event. This includes any personal property or equipment brought onto Pumpkin Hill Vineyard’s property. Special arrangements can be made if it is necessary to leave any items. Guests shall indemnify and hold Pumpkin Hill Vineyard and its affiliates harmless from any and all claims, suits, losses, damages and expenses on account of injury to any party in connection with the event or resulting from damages or destruction of any Pumpkin Hill Vineyard property by guest or attendance of the event on Pumpkin Hill’s premises.
Decorations At Pumpkin Hill Vineyard, we pride ourselves on our unique décor. We ask that no tape, staples, nails, or any other substance be used to affix items to walls or ceilings. Any decorations to be placed in, or on Pumpkin Hill Vineyard property, must be preapproved.
Throwing rice, confetti, or any other items that may interfere with the natural habitat are prohibited, as aresparklers and other fire hazards.
Smoking is not permitted in Pumpkin Hill Vineyard or on the covered porch or patio. If you would like to allow your guests to smoke, designated areas can be arranged.
Any damage to Pumpkin Hill Vineyards’ property will be the responsibility of event host, who will be charged for the repair, cleanup or replacement.
Cancellation by client / venue / acts of nature
If the event is cancelled, between 90 days and 179 days from your event date, all prepayments and deposits are returned to you in full (less 50% of your deposit amount up to but no more than $1,000.00).
If the event is cancelled, within 89 days of your event date, all deposits and prepayments are forfeited in full.
Damage Pumpkin Hill Vineyard assumes no responsibility for any damage or loss of any merchandise, alcohol,
equipment, furniture, clothing or other valuables prior to, during or after the event. We will do everything
possible to ensure that all of your supplies, rentals and equipment are cared for and maintained in good working order and without any damage.
I, the client, understand that by using/ providing items I own or are providing or by hosting an event in my home/ office, that accidents/ breakage and damage may occur. I will NOT bill, charge or sue Pumpkin Hill Vineyard for any loss unless the damage or loss was caused by the willful negligent actions or conduct of Pumpkin Hill Vineyard or its employees.
Pumpkin Hill Liability Pumpkin Hill Vineyards only liability, for third party claims, will be for actions caused by Pumpkin Hill Vineyard and/or the negligent conduct of its employees.
Third Party Liability Pumpkin Hill Vineyard assumes no responsibility for the conduct of guests, members and third parties hired to provide services.
Insurance Pumpkin Hill Vineyard maintains General Alcohol/ Liquor Liability Insurance.
Assignability This contract is not assignable without the written consent of Pumpkin Hill Vineyard, Inc.
Unlawful Activities The client will comply with all the laws of the United States and the State of New York, all municipal ordinances and all lawful orders of police and fire departments, and will not do anything on the premises in violation of any laws, ordinances, rules or orders. If unlawful activities are occurring on the premises, and event is cancelled, there will be no refund of any kind from Pumpkin Hill Vineyard to client.
Storage Prior approval from Pumpkin Hill Vineyard management is required for any items stored before or after an event.
Menu/Food Quantities Pumpkin Hill Vineyard will prepare between 5-10% overage based on the final number of guests we receive from you. Part of this overage is to include feeding of the staff and or vendors. You are not charged for this service. NO overage will be provided for bag/ box lunches, unless specified within your catering workbook.
Kids/children Children under the age of 10 years old are charged $10.00 per child for catering unless specified differently
within your catering workbook.
Leftovers Pumpkin Hill Vineyard (or you and or your guests) may package up all leftovers that have already been served or displayed. You are responsible for providing appropriate containers to place leftovers into. If you do not have appropriate containers, all food will be disposed of or taken back to our kitchen. In accordance with NYS Health Codes, Pumpkin Hill Vineyard reserves the right to discard any food items where there is a reasonable risk for food borne illness to occur.
Menu cost All menu prices are subject to change within 14 days of your event. If a drastic change in an ingredient(s) within your menu is established you have two options.
1. A new cost (maintaining your present menu) will be assessed based on current market prices and you may agree to the new price.
2. Substitute menu item (s) will be presented to you in order for you to maintain the agreed upon (per person/ platter) menu price within your catering workbook.
Guest count reduction If your final guest count is reduced, 20% or more than your latest estimated guest count, your menu cost may increase proportionally (based on our present prices).
I have read this contract and understand and agree to the rates and terms and conditions of this contract. Please sign and return one copy to Pumpkin Hill Vineyard. Remember to keep a copy for your records.
Pumpkin Hill Winery (P.H.) Representative:
(P.H.) Printed Name: LARRY DIFOLCO, General Manager
Authorized Client Signature: Today’s Date:
Client’s Printed Name: Client’s Title:
Business Name or Function Name:
Hold The Date Deposit Amount: $500.00
2051 State Route 90, Aurora, NY 13026 | 315.364.7091 | pumpkinhillbistro.com |