HOTEL AGREEMENT
This Hotel Agreement (“Agreement”) is made as of Friday, March 09, 2012 (“Effective Date”), by and between the University of
Pittsburgh – Of the Commonwealth System of Higher Education (“University”), with its principal office at 4200 Fifth Avenue,
Pittsburgh, PA 15260, on behalf of its [School or Department] (“Department”) and the Hilton Garden Inn Pittsburgh University Place,
located at 3454 Forbes Avenue, Pittsburgh, PA 15213 (“Hotel”).
WHEREAS, the University requests accommodations, meeting space, and/or services for events to be held from time to time (each, an
“Event”); and
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WHEREAS, Hotel represents that it has the facilities, personnel and expertise necessary to provide such accommodations, meeting
space and/or services for the Events.
NOW, THEREFORE, in consideration of the mutual promises and covenants expressed herein, the parties hereto, intending to be
legally bound, hereby agree as follows:
Services to be Provided. The University has scheduled an Event to be held at the Hotel, and the Hotel has agreed to provide
the services as specifically described in Exhibits A and B (“Services”) to this Agreement (Note: agreement may not contain
both Exhibits A and B). Should a conflict arise between this Agreement and any Exhibit, this Agreement shall control. The
sole purpose of Exhibits A and B is to define the Services, including the accommodations and meeting space, and applicable
costs related to the Event. The contents of Exhibits A and B may not alter any provision herein, including those provisions
relating to liability, indemnification or insurance.
2.
Payment for Services. The University agrees to pay Hotel for Services completed in accordance with the terms of this
Agreement, as specified in Exhibits A and B. Such payment shall be due and payable within thirty (30) days after receipt and
approval by the University of Hotel’s invoice. The fee for Services which will be paid for by the University will be directly
invoiced to:
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1.
SA
«BusinessCourtesyTitle» «BusinessFirstName» «BusinessLastName»
«BusinessProfessionalTitle»
«AccountName»
«BusinessOfficeAddressLine1»
«BusinessOfficeAddressLine2»
«BusinessOfficeAddressLine3»
«BusinessOfficeCity», «BusinessOfficeStateProvince» «BusinessOfficePostalCode»
«BusinessOfficePhone»
«BusinessOfficeEmailAddress»
University shall not be responsible for any charges made by guests attending the Event (“Event Guests”). All Event Guest
fees payable to the Hotel are described in Exhibit A. Should Hotel require a deposit in order to hold sleeping
accommodations, each individual Event Guest shall be responsible for paying any such deposit.
Except as otherwise specified in Exhibits A and B, Hotel shall not incur or charge the University any other fees or expenses
without the prior written authorization of the University. Performance beyond the limitations set forth in this Agreement
(either financial or time period) shall be at the sole risk and responsibility of Hotel, and the University shall not be obligated
to pay for Services exceeding the funding or contract period of this Agreement.
3.
Tax-Exempt Status. The University is exempt from state sales tax and federal excise tax. A tax exemption certificate shall
be furnished to Hotel upon request.
4.
Cancellation. A cancellation fee may only be assessed if University cancels this Agreement for the sole purpose of holding
this Event at another location, and University fails to give the Hotel thirty (30) days advance notice (72 hours advance notice
if this Agreement is for meeting rooms only), and Hotel is unable to rent the meeting room to another person/entity. In any
case, the cancellation fee shall be limited to the rental fee for the meeting room only. University, in lieu of the cancellation
fee, at its sole option, may agree to re-book another event at the Hotel that will generate revenue in an amount equal to the
lost revenue. Hotel may not cancel this Agreement for any reason except as described in paragraph 6, Force Majeure.
Force Majeure. Neither party hereto shall be liable or responsible to the other for any loss or damage or for any delays or
failure to perform due to causes beyond its reasonable control including, but not limited to, acts of God, strikes, epidemics,
war, riots, flood, fire, sabotage, terrorist activity or threat, closure or congestion of airports, or other curtailment of
transportation facilities or roads, order or restriction by any government authority, or any other circumstances of like
character.
6.
Relocation Provisions. If Hotel is unable to provide accommodations to any Event Guest holding a confirmed reservation,
Hotel will provide the following to such Event Guest: (i) make arrangements for accommodations at a comparable nearby
hotel and pay for one night of accommodations; (ii) complimentary transportation to and from the Hotel and the alternate
hotel; (iii) priority reservations for the first available room at the Hotel for the following night and remainder of the Event;
(iv) information including the Event Guest’s name and alternate accommodations shall provided to the Hotel switchboard in
order to facilitate the transfer of the Event Guest’s phone calls to the alternate hotel.
7.
Signs and Displays. No signs, banners or displays shall be created, displayed or affixed in any part of the Hotel without the
prior approval of the Hotel.
8.
Quiet Enjoyment. Hotel shall promptly notify University of any concurrent or overlapping meetings, conventions, special
events, or other attractions to be held in Hotel during the Event during the Event dates. Hotel represents and warrants that
there will be no outside distractions that could affect the ordinary use of meeting room or other facilities to be used by
University and its meeting/event attendees and guests. Hotel further represents and warrants that there will be no outside
distractions that could interfere with the “quiet enjoyment” of guest rooms to be used by University and its meeting/event
attendees and guests. No major construction or renovations shall be undertaken by the Hotel during the Event without prior
written notification to the University. Only repairs of an emergency nature and those that are considered regular maintenance
shall be conducted during the Event. If for any reason renovation or construction is unavoidable and the University in its
reasonable judgment determine that this activity will disrupt or materially impact the University’s meeting space or guest
rooms, the Hotel shall make every effort to provide equal alternative space available within the facility.
9.
Use of Marks. Except as necessary for rendering Services pursuant to the terms of this Agreement and approved in writing,
in advance, by an authorized representative of the University, the Hotel shall not make use of the University’s trademarks,
trade names and service marks, nor shall it publicize the Hotel’s performance of Services without the University’s prior
written consent.
10.
Americans with Disabilities Act.
Compliance by the Hotel. The Hotel is responsible for complying with the public accommodations requirements of
the Americans with Disabilities Act (“ADA”) not otherwise allocated to University in this Agreement, including: (i)
the “readily achievable” removal of physical barriers to access to the meeting rooms (e.g., speakers’ platform and
public address systems), sleeping rooms, common areas (e.g., restaurants, rest rooms, and public telephones); (ii) the
provision of auxiliary aids and services where necessary to ensure that no disabled individual is treated differently
by the Hotel other than other individuals (e.g., Braille room services menus or reader); and (iii) the modification of
the Hotel’s policies, practices, and procedures applicable to all Event Guests and/or groups as necessary to provide
goods and services to disabled individuals (e.g., emergency procedures and policy of holding accessible rooms for
hearing and mobility impaired open for disabled individuals until all remaining rooms are occupied).
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A.
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B.
Compliance by University. University is responsible for complying with the following public accommodations
requirements of the ADA: (i) the “readily achievable” removal of physical barriers within the meeting rooms
utilized by University which University would otherwise create (e.g., set-up of exhibits in an accessible manner) and
not controlled or mandated by the Hotel; (ii) any extraordinary costs for special auxiliary aids requested by the
Event Guests or the University shall be borne by University provided the Hotel notifies University in advance and in
writing; and (iii) the modification of University’s policies, practices and procedures applicable to participants as
required to enable disabled individuals to participate in the Event.
C.
Mutual Cooperation in Identifying Special Needs. University shall attempt to identify in advance any special needs
of disabled registrants, faculty, and guests requiring accommodations by the Hotel. Each party will notify the other
party in writing of such need for accommodation as soon as they are aware of any need. Whenever possible,
University shall copy the Hotel on correspondence with attendees who indicate special needs as covered by the
ADA. The Hotel shall notify University in advance and in writing of requests for accommodations which it may
receive directly from Event Guests to facilitate identification by University of its own accommodation obligations or
needs as required by the ADA.
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Alcoholic Beverages.
Service of Alcoholic Beverages. If alcoholic beverages are to be sold or served on the Hotel premises (or elsewhere
under the Hotel’s alcoholic beverage license), other than in the hospitality suites (which shall be the responsibility of
the party engaging the suites), such beverages shall be dispensed only by the Hotel’s designated personnel.
B.
License Requirements. The Hotel’s alcoholic beverage license requires that the Hotel shall: (i) request proper
identification (photo ID) of any person of questionable age and refuse alcoholic beverage service if the person is
either under age or proper identification cannot be produced, and (ii) refuse alcoholic beverage service to any person
who, in the Hotel’s judgment, appears to be intoxicated; and (iii) instruct its personnel to avoid encouraging patrons
to consume alcoholic beverages (commonly referred to as “over-pouring”).
C.
Training. The Hotel represents and warrants that all Hotel personnel who dispense or serve alcohol have undergone
training to prevent any incidents that could result in claims of liquor liability.
D.
Adherence to Law. Hotel shall adhere to all federal, state and local laws regulating the sale and service of alcoholic
beverages.
E.
Indemnification. Notwithstanding any other provision of this Agreement, the Hotel shall defend, indemnify and
hold harmless the University, its trustees, officers, employees and agents, and each of them individually, from and
against any and all losses, damages, claims, expenses and liabilities of any kind, including costs of defense thereof,
caused by or arising from the Hotel’s sale or service of alcoholic beverages. The terms of this provision shall
survive the termination or expiration of this Agreement.
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11.
Insurance. Hotel shall carry a minimum of One Million Dollars ($1,000,000) in liability insurance protecting against any
claims arising from any activities conducted in the Hotel during the Event. In addition, the Hotel shall carry a minimum of
One Million Dollars ($1,000,000) in liquor liability insurance protecting against any claims arising from service of alcoholic
beverages during the Event.
13.
Indemnification. Hotel shall indemnify, defend and hold harmless the University, its trustees, officers, employees and
agents, from and against any and all claims, actions, causes of action, demands or liabilities of whatsoever kind and nature
including judgments, interest, attorneys’ fees, and all other costs, fees, expenses and changes which the University, its
trustees, officers, employees and agents, may incur to the extent arising out of the negligence or misconduct of the Hotel, its
officers, directors, employees, agents, contractors, or any other person or organization hired by the Hotel. The terms of this
provision shall survive the termination or expiration of this Agreement. Nothing in the Agreement shall be construed as
University’s indemnification of the Hotel.
14.
Venue; Governing Law. This Agreement shall be governed by the laws of the Commonwealth of Pennsylvania. Any
controversy, claim or dispute arising out of or relating to this Agreement or the breach thereof shall be adjudicated in the
Court of Common Pleas of Allegheny County or in the United States District Court for the Western District of Pennsylvania.
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Assignment; Subcontracting. The Hotel may not assign its obligations under this Agreement without the University’s prior
written consent.
Entire Agreement. This Agreement, including the exhibits hereto, represents the entire agreement between the parties
hereto and supersedes all prior and contemporaneous written or oral agreements and all other communications between the
parties relating to the Services to be rendered hereunder. Any additions, deletions or modifications shall not be binding on
either party unless accepted and approved in writing by duly authorized representatives of both parties. In the event of any
contradictory provisions between this Agreement and the terms of any Exhibits, attachments or schedules hereto, or any
purchase order or other documents issued by the University or Hotel in connection herewith, the terms set forth in the body of
this Agreement shall prevail.
17.
Waiver. Except as otherwise specifically provided in this Agreement, a waiver by either party of any breach of any
provision of this Agreement, or either party’s decision to invoke or enforce any right under this Agreement, shall not be
deemed a waiver of any right or subsequent breach, and all provisions of this Agreement shall remain in force.
18.
Headings and Construction. Paragraph headings are for reference only and shall not be considered as parts of this
Agreement. Wherever the singular is used, it includes the plural, and, wherever the plural is used, the singular is included.
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19.
Severability. If any provision or a portion of any provision of this Agreement is held to be unenforceable or invalid by a
court of competent jurisdiction, the validity and enforceability of the enforceable portion of any such provision and/or the
remaining provisions shall not be affected thereby.
20.
Notices. Any notice, consent, or other communication given pursuant to this Agreement shall be in writing and shall be
effective either: (i) when delivered personally to the party for whom intended; (ii) upon delivery by an overnight courier
service that is generally recognized as reliable, and the written records maintained by the courier shall be prima facie
evidence of delivery; or (iii) on delivery by certified or registered mail, return receipt requested, postage prepaid, as of the
date shown by the return receipt; in any case addressed to such Party as set forth below or as a Party may designate by written
notice given to the other Party in accordance herewith.
Purchasing Services
Attn: Manager, Purchasing Services
3328 Cathedral of Learning
Pittsburgh, PA 15260
Facsimile: 412-624-9339
To Hotel:
Hilton Garden Inn Pittsburgh University Place
3454 Forbes Avenue
Pittsburgh, PA 15213
Facsimile: 412-688-1986
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To the University:
Binding Effect. This Agreement shall be binding upon, and shall inure to, the benefit of the successors and assigns of the
University and to such successors and assigns of Hotel as are permitted to succeed Hotel subject to the terms hereof.
22.
Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
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IN WITNESS WHEREOF, this Agreement has been duly executed by the authorized representatives of the parties hereto as
of the date first set forth above.
UNIVERSITY OF PITTSBURGH – OF THE COMMONWEALTH
SYSTEM OF HIGHER EDUCATION
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By:
_________________________________________
Name: Thomas E. Youngs, Jr.
Title: Director, Purchasing Services
HILTON GARDEN INN PITTSBURGH UNIVERISTY PLACE
By:
________________________________________
Name: Kathy DeMarco
Title:
Director of Sales
Exhibit A – Guest Room Accommodations
Exhibit B – Conference Room, Catering, Equipment, and Auxiliary Activities
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Exhibit A
GUEST ROOM ACCOMMODATIONS
1.
Name of Event:
«BusinessDescription»
2.
Event Dates and Time:
«BusinessArrivalDate»—«BusinessDepartureDate»
3.
University Contact Information:
Contact Person:
«BusinessCourtesyTitle» «BusinessFirstName» «BusinessLastName»
Telephone:
«BusinessOfficePhone»
E-mail:
«BusinessOfficeEmailAddress»
Hotel Contact Information:
Hotel:
Hilton Garden Inn Pittsburgh University Place
Contact Person:
Joshua McDaniel
Telephone:
412-688-1982
E-mail:
joshua.mcdaniel@hilton.com
Room Block: The Hotel will hold a total of ____ room nights for the University’s event. The daily
University breakdown and rates are as follows:
Date
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«AccountName»
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4.
University Department:
Room Type
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«__RoomInfo__ «__RoomInfo__RoomType»
Date»
Agreed Rooms
«__RoomInfo__N
egotiatedRoomNi
ghts»
All guestroom rates are subject to current state and local occupancy tax totaling 14%.
The Hotel agrees to hold this Room Block until «BusinessCutoffDate» (“Cut-Off Date”), after which date
rooms not covered by a rooming list or individual reservations shall be released from the Room Block and
the Hotel shall have the right to sell any rooms so released. Hotel may continue to accept reservations
received after the Cut-Off Date on a space and rate availability basis.
6.
Room Rates: Hotel confirms the following rates for the University:
Room Type
Rate
«__RoomInfo
__Negotiated
Rate»
«__RoomInfo__RoomType»
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The additional charge for Triple or Quadruple occupancy is $10.00 per additional person.
7.
Reservations: Upon execution of this Agreement, the Hotel will be holding the University’s contracted
guest room block for the use of the University’s attendees.
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[A]
In order to assign individuals to specific rooms, room reservations will be required. A rooming list is
required in order to facilitate the University’s attendees’ accommodations, and it must be provided to the
Hotel by «BusinessCutoffDate» which is thirty days prior to the University’s arrival date. This list should
include guest name, requested type of room, requested bed type (i.e. king, double/double, queen, twin or
suites), check-in and check-out dates, and VIP status. Any requests for special room arrangements should
be indicated on the rooming list. The Hotel does not confirm reservations in writing and room types cannot
be guaranteed.
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[B]
In order to assign individuals to specific rooms, room reservations will be required. The Hotel understands
that the University’s guests will be phoning in their reservation requests, to the following number: 412683-2040. It is important that each of the University’s guests contact the Hotel by «BusinessCutoffDate»,
which is thirty days prior to your arrival date and identify themselves as part of the University, and provide
the Hotel with guest name, requested type of room, requested bed type (i.e. king, double/double, queen,
twin or suites), check-in and check-out dates, and VIP status. Any requests for special room arrangements
must be made at the time of this call. It would be appreciated if the Hotel could be included on the attendee
mailing list, to stay informed as to when reservations are likely to begin arriving. The Hotel does not
confirm reservations in writing and room types cannot be guaranteed.
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On «BusinessCutoffDate» all room nights which have not been reserved as described above will be
deemed to be room nights which the University will not use, and they will become subject to the attrition
provisions herein. Such room nights will at that date be returned to the Hotel's general inventory.
Reservation requests from the University’s attendees received less than thirty (30) days prior to the
University’s arrival date will be accepted on a space available basis, at the higher of the contract rate or rate
available at that time.
8.
Payments:
[A]
It is the Hotel’s understanding that the University’s guests will sign all charges to the master account. It is
the Hotel’s understanding that the Group will pay for the banquet and meeting space as described below on
the master account.
[B]
It is the Hotel’s understanding that the University’s guests will sign for room and tax only to the master
account. In order to be able to access the ancillary services of the Hotel, each guest will be required to
present a valid credit card upon check-in, on which an amount of sufficient pre-authorization can be
obtained to cover the anticipated use of the hotel’s ancillary services. It is the Hotel’s understanding that
the Group will pay for the banquet and meeting space as described below on the master account.
[C]
It is the Hotel’s understanding that the Group’s guests will pay their own account upon departure. When
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reservations are made, the Hotel will require a credit card guarantee or a deposit equal to the room rate and
tax for the first night for each reservation. An individual’s deposit is refundable to that individual if the
Hotel receives notice of an individual’s cancellation at least 72 hours prior to scheduled arrival. Upon
check-in, each guest will be required to present a valid credit card, on which an amount of sufficient preauthorization can be obtained to cover the room and tax charges for the length of the guest’s stay, plus the
anticipated use of the Hotel’s ancillary services.
Cancellations: Cancellations will be accepted prior to Noon local Hotel time, on the day of arrival, without
penalty.
10.
Check-In and Check-Out Times: All rooms shall be available for check-in no later than 3:00 pm with a
check-out time no earlier than 12:00 Noon.
11.
Complimentary Rooms: University will receive ________ (# of rooms) complimentary guest room(s) for
every _________ (# of rooms) revenue producing guest room occupied, on a cumulative basis. Unused
complimentary guest rooms have no monetary value.
12.
Non-Commissionable: These rates are confirmed on a net-commissionable basis.
13.
Parking Charges:
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[A]
Overnight Parking: $18.00 per vehicle, per night, individual pay. Parking is based on availability and
cannot be guaranteed. The Hotel’s onsite parking garage cannot accommodate vehicles over 6’2”.
Alternate parking is available in the area.
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[B]
Event Parking: $7.00 per vehicle. Parking is based on availability and cannot be guaranteed. The Hotel’s
onsite parking garage cannot accommodate vehicles over 6’2”. Alternate parking is available in the area.
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Exhibit B
CONFERENCE ROOM, CATERING, EQUIPMENT
AND AUXILIARY ACTIVITIES
1.
Name of Event:
«BusinessDescription»
2.
Event Dates and Time:
«BusinessArrivalDate»—«BusinessDepartureDate»
3.
University Contact Information:
Contact Person:
«BusinessCourtesyTitle» «BusinessFirstName» «BusinessLastName»
Telephone:
«BusinessOfficePhone»
E-mail:
«BusinessOfficeEmailAddress»
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«AccountName»
Hotel Contact Information:
Hotel:
Hilton Garden Inn Pittsburgh University Place
Contact Person:
Telephone:
E-mail:
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4.
University Department:
Joshua McDaniel
412-688-1982
joshua.mcdaniel@hilton.com
Event Requirements: Hotel agrees that it will provide, and University agrees that it will be responsible for
utilizing the Services set forth below.
6.
Food & Beverage/Meeting Requirements:
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Option 1 - no charge for meeting space
Though the Hotel usually charge for usage of the Hotel’s function space, the Hotel will provide all of the
function space the University requires in accordance with the schedule of events which is described below
on a complimentary basis, in recognition of the revenue the Hotel will derive from the provision of room
nights and food and beverage services and ancillary services hereunder. Please ensure that the schedule
below includes all space necessary to accommodate set-up and break-down times, all audio-visual needs,
head tables and displays. Labor charges for set-up/tear-down or for additional staffing requests will be
charged in the amount of $100.00 per hour.
A minimum of 30 days prior to the University’s event, the Hotel requires a final program of events in order
to finalize specific daily requirements. Nothing in this program will be construed to waive or alter the
rooms and food and beverage revenue requirements set forth in this Agreement. Should the University
desire additional food and beverage services and/or meeting space beyond that specified in the schedule of
events below, please advise the Hotel as soon as possible so that the Hotel may attempt to secure such
additional space for the University use. The Hotel reserves the right to make reasonable substitutions in
meeting and banquet rooms and/or menu selections. Diagrams and identification of the Hotel’s meeting
space to be used for the University’s meeting may not be disseminated by the University without the
Hotel’s prior approval.
The Hotel must approve the use of suites for hospitality purposes and must approve all food and beverage
to be consumed in any suite for hospitality purposes. Hotel approval is required for all non-meeting
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activities, and Hotel premises are only to be used for approved activities. The Hotel reserves the right to
make and implement decisions to insure that other banquet rooms will not be interfered with by
University’s function.
OR
Option 2 - meeting space rental charge
The Hotel will provide all of the function space the University requires in accordance with the schedule of
events which is described below for a fee of $«EventRoomRentalTotal». Please ensure that the schedule
below includes all space necessary to accommodate set-up and break-down times, all audio-visual needs,
head tables and displays. Labor charges for set-up/tear-down or for additional staffing requests will be
charged in the amount of $100.00 per hour.
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A minimum of 30 days prior to the University’s event, the Hotel require a final program of events in order
to finalize specific daily requirements. Nothing in this program will be construed to waive or alter the
rooms and food and beverage revenue requirements set forth in this contract. Should the University desire
additional food and beverage services and/or meeting space beyond that specified in the schedule of events
below, please advise the Hotel as soon as possible so that the Hotel may attempt to secure such additional
space for the University’s use. The Hotel reserves the right to make reasonable substitutions in meeting and
banquet rooms and/or menu selections. Diagrams and identification of the Hotel’s meeting space to be
used for the University’s meeting may not be disseminated by the University without the Hotel’s prior
approval.
OR
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The Hotel must approve the use of suites for hospitality purposes and must approve all food and beverage
to be consumed in any suite for hospitality purposes. Hotel approval is required for all non-meeting
activities, and hotel premises are only to be used for approved activities. The Hotel reserves the right to
make and implement decisions to insure that other banquet rooms will not be interfered with by
University’s function.
Option 3 - meeting space rental on a sliding scale
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The Hotel will provide all of the function space the Group requires in accordance with the schedule of
events which is described below based on the consumption of guest rooms according to the following
schedule:
Guest Room Pick Up
Meeting Room Rental
Please ensure that the schedule below includes all space necessary to accommodate set-up and break-down
times, all audio-visual needs, head tables and displays. Labor charges for set-up/tear-down or for
additional staffing requests will be charged in the amount of $100.00 per hour.
A minimum of 30 days prior to your event, the Hotel require a final program of events in order to finalize
specific daily requirements. Nothing in this program will be construed to waive or alter the rooms and food
B-2
and beverage revenue requirements set forth in this contract. Should the Group desire additional food and
beverage services and/or meeting space beyond that specified in the schedule of events below, please
advise the Hotel as soon as possible so that the Hotel may attempt to secure such additional space for the
Group’s use. The Hotel reserves the right to make reasonable substitutions in meeting and banquet rooms
and/or menu selections. Diagrams and identification of the Hotel’s meeting space to be used for the
Group’s meeting may not be disseminated by the Group without the Hotel’s prior approval.
Hotel management must approve the use of suites for hospitality purposes and must approve all food and
beverage to be consumed in any suite for hospitality purposes. Hotel approval is required for all nonmeeting activities, and hotel premises are only to be used for approved activities. The Hotel reserves the
right to make and implement decisions to insure that other banquet rooms will not be interfered with by
Group’s function
SCHEDULE OF EVENTS
End
«__BEOEvent
__EventStart
Date»
«__BEOEve
nt__EventS
tartTime»
«__BEOEv «__BEOEve
ent__Even nt__EventT
tEndTime» ype»
OR
Event
Room
Setup
«__BEOEve
nt__EventF
unctionRoo
m»
«__BEOEvent_ «__BEOEve «__BEOEv
_EventSetupT
nt__Event ent__Even
AgreedAtte tRoomRen
ype»
ndance»
talTotal»
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Start
Agreed
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Date
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Option 4 - No Meeting Space
Currently, the Hotel is holding no meeting space for the University’s event. The Hotel must approve the
use of suites for hospitality purposes and must approve all food and beverage to be consumed in any suite
for hospitality purposes.
Catering/Banquet: University will provide written confirmation to Hotel, twenty-one (21) days prior to the
Event, of specific menu selections and prices, meeting room set-up requirements, and any other
arrangements. The Hotel will consider these final details as the University’s confirmed request. The Hotel
will set for 5% more than the confirmed request.
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8.
Event Guarantee: University will be allowed to revise the Conference Room/Event Space table seven (7)
days prior to the Event. Revisions provided in writing on or before the due date will be considered the
Event Guarantee (“Event Guarantee”). If revisions are not received by the due date, the figures in the
above table will be used for the Event Guarantee.
9.
Event Space: Appropriate Event Space will be assigned to suit the specific requirements of the
University’s Event. Due to the possibility of changes in the number of attendees, Hotel reserves the right to
reassign all meeting space if the number of attendees is changed.
10.
Food and Beverages: Due to licensing requirements and quality control issues, all food and beverage to be
serviced on Hotel property must be supplied and prepared by the Hotel. The Hotel reserves the right to
cease service of alcoholic beverages in the event that persons under the state mandated age limit are present
at the Event and attempt to receive service of alcoholic beverages. Hotel further reserves the right to deny
alcoholic beverage service to guests who appear to be intoxicated.
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Rental
13.
Payments:
[A]
It is the Hotel’s understanding that the University’s guests will sign all charges to the master account. It is
the Hotel’s understanding that the Group will pay for the banquet and meeting space as described below on
the master account.
[B]
It is the Hotel’s understanding that the University’s guests will sign for room and tax only to the master
account. In order to be able to access the ancillary services of the Hotel, each guest will be required to
present a valid credit card upon check-in, on which an amount of sufficient pre-authorization can be
obtained to cover the anticipated use of the hotel’s ancillary services. It is the Hotel’s understanding that
the Group will pay for the banquet and meeting space as described below on the master account.
Parking Charges:
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[A]
Overnight Parking: $18.00 per vehicle, per night, individual pay. Parking is based on availability and
cannot be guaranteed. The Hotel’s onsite parking garage cannot accommodate vehicles over 6’2”.
Alternate parking is available in the area.
[B]
Event Parking: $ $5.00 per vehicle. Parking is based on availability and cannot be guaranteed. The Hotel’s
onsite parking garage cannot accommodate vehicles over 6’2”. Alternate parking is available in the area.
Auxiliary Activities: [List information about any additional activities not covered above, including date,
time, fee, and party responsible for payment.]
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