SURVEY OF HOTEL & CONVENTION CENTER CONTRACT ISSUES
(To be used by proposed Convention Headquarters Hotel and/or Convention Center
ONLY)
Instructions: The person responding to this survey must have complete authority to make
contractual representations. Please contact the Pacific Northwest Kiwanis District Secretary
with any questions about the issues addressed below. If additional space is needed for comments,
please use a separate sheet of paper. After the responses from all properties receiving the RFP
and survey have been analyzed, the District will contact you if a full contract proposal is desired.
In some cases, the Headquarters Hotel will have enough meeting room space to hold the entire
convention and only one “Survey of Hotel & Convention Center Contract Issues” (this form)
need be submitted in the Bid Package. If the bid depends on using a Convention Center, in
addition to a headquarters hotel, a survey form should be submitted for both facilities.
Convention Centers may ignore questions relating solely to guest rooms and blocks.
Facility: __________________________________________________________
City ________________________ Convention Year ____________________
1.0
AUTHORITY
1.1
Will the salesperson who negotiates the contract for the facility have the authority
to agree to contract revisions requested by the Pacific Northwest District?
Yes
No
1.2
If not, who else needs to be included in the process?
2.0
ATTRITION
2.1
Will the facility agree to annual review dates whereby the Pacific Northwest District may
alter its room block without liability, and based on its history and on the facility's
available space?
Yes
No
Comments:
Pacific Northwest District of Kiwanis International
Contract Survey
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2.2
The Pacific Northwest District will give a firm estimated room block twelve (12) months
prior to arrival and will have the right to reduce, or not use, up to twenty (20) percent of
the room block at the three (3) month date. Damages owed the hotel, if any, will be based
on the difference in actual room nights used by the Pacific Northwest District and the
room block established at the three (3) month date multiplied by the group's average rate.
Is this method of calculating attrition acceptable to the hotel?
Yes
No
Comments:
2.3
If damages are applicable, are state and/or local taxes applied to the total for the
following?
• Sleeping:
• Catered food and beverage:
• Recreational fees:
• Other:
Yes
Yes
Yes
Yes
No
No
No
No
Comments:
2.4
If individual rooms are canceled by attendees after the cutoff date, will the hotel allow
the Pacific Northwest District to substitute new names at the group's negotiated rate?
Yes
No
Comments:
2.5
The Pacific Northwest District understands that the hotel may lose money if the group's
room block is not fully used. On the other hand, the Pacific Northwest District believes
that it should not have to pay damages to the hotel if the hotel is able to resell the group's
unused rooms. Is this concept agreeable to the hotel?
Yes
No
Comments:
Pacific Northwest District of Kiwanis International
Contract Survey
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2.6
Does the facility insist on including attrition provisions for catered food and beverage
functions?
Yes
No
Comments:
2.7
If the answer to the above question is yes, the Pacific Northwest District desires to
establish its firm estimate of food and beverage revenue six (6) months prior to arrival.
Damages due the facility for food and beverage attrition, if any, must be on estimated lost
profit. The parties agree that estimated lost profit shall be based on the following
formula:
Catered food function: no more than 35 percent of estimated revenue
Beverage function with alcohol: no more than 80 percent of estimated revenue
Is the above concept agreeable to the facility?
Yes
No
Comments:
2.8
The Pacific Northwest District understands that the facility may lose money if the group's
anticipated food and beverage functions do not fully materialize. On the other hand, the
Pacific Northwest District believes that it should not have to pay damages to the facility
if the facility is able to recoup the group's canceled or reduced food and beverage
functions. Is this concept agreeable to the facility?
Yes
No
Comments:
2.9
Does the facility charge a facility service fee or performance fee?
• If yes, describe how it will be calculated:
Yes
No
• Is this fee in addition to attrition damages?
Yes
No
• Is this fee used instead of attrition damages?
Yes
No
Comments:
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3.0
FOOD AND BEVERAGE PRICES/MEETING HALL SPACE
3.1
The Pacific Northwest District is interested in establishing definite meeting room rates
and food and beverage prices this convention by paying the lesser of the following:
a) The current /menu prices quoted plus a two (2) percent
cap per year increase.
b) The current group rate/menu prices plus the percentage change in
the Consumer Price Index for the facility's city or region, whichever
is greater.
Is this concept agreeable to the facility?
Yes
No
Comments:
3.2
ESTIMATED CATERING PRICES
Please estimate your projected meal costs for this convention as a range (low to high) for
the following:
Plated Breakfasts
Buffet Breakfasts
Plated Lunch
Buffet Lunch
Plated Dinner
Buffet Dinner
Service Charge
Sales Tax Rate
Please indicate if these are current or projected prices
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3.3
MEETING ROOM RENTALS – (for both Convention Centers and HQ Hotel)
Please estimate total Meeting Room Rental Fees for this convention at your facility
(based on projected space and event requirements). Please show gross rental fees as well
as any projected credits for catering and/or room night credits.
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4.0
ROOM RATES, COMPS & COMMISSIONS (HQ Hotel Only)
4.1
Will the hotel allow the Pacific Northwest District a complimentary suite room night per
each one hundred (100) room nights used from the block? (Please describe suite under
comments below).
Yes
No
Comments:
4.2
Will the hotel allow the Pacific Northwest District a commission on each room used by
the group out of the room block?
Yes
No
(If Yes — Rate ________%)
Comments:
4.3
Will the hotel offer the Pacific Northwest District one complimentary room (standard
single or double) for each fifty (50) rooms utilized out of the group’s room block?
Yes
No
Comments:
4.4
Please estimate projected guest room rates for this convention for the following:
Singles
Doubles
Double/Double
Junior or Parlor Suites
Executive Suites
Projected Bed and Sales Taxes
4.5
Will the hotel guarantee that no other group(s) in the hotel over the same dates will
be given a lower room rate than the Pacific Northwest District?
Yes
No
Comments:
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Contract Survey
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4.6
If any attendees of the Pacific Northwest District's function receive lower rates (to
include hotel’s special rates offered on the internet) and can be positively identified, will
the hotel agree to credit the Pacific Northwest District block with the equivalent number
of room nights?
Yes
No
Comments:
4.7
Will the hotel honor the group room rate for convention attendees after the room block
release date if rooms are still available in the hotel?
Yes
No
Comments:
4.8
If the answer to 4.7 above is yes, will these rooms count towards fulfillment of the
group’s room block?
Yes
No
Comments:
5.0
OVERBOOKED HOTEL PRIOR TO CUTOFF DATE
5.1
To compensate the Pacific Northwest District for the hotel's over-booking, will the hotel
agree to pay liquidated damages to the Pacific Northwest District for each room night not
honored if the hotel reduces the Pacific Northwest District's room block prior to the
cutoff date?
Yes
No
Comments:
6.0
DISHONORED RESERVATIONS
Please explain the hotel's policy when reservations are dishonored and attendees must
be "walked" to another hotel:
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6. 1
Will the hotel agree to compensate the Pacific Northwest District in the form of
liquidated damages for its embarrassment and loss of goodwill with its attendees for each
room night "walked"?
Yes
No
Comments:
6.2
Will the hotel agree to credit the equivalent number of room nights to the Pacific
Northwest District for record-keeping purposes regarding attrition, meeting room rental,
etc.?
Yes
No
Comments:
7.0
STAFF ROOMS
7.1
Will the hotel agree to a discount staff rate of fifty (50) percent off the group rate for up
to twelve (12) rooms per night?
Yes
No
Comments:
8.0
INDIVIDUAL GUEST DEPOSITS
8.1
When attendees properly cancel their reservations prior to arrival, will the hotel agree
that all deposits held by the hotel be refunded or reported to the appropriate credit
card company within thirty (30) days of the final event date?
Yes
No
Comments:
8.2
Will the hotel agree to credit a corresponding number of room nights to the Pacific
Northwest District block for record-keeping purposes for all non-refundable deposits that
are kept by the hotel?
Yes No
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Contract Survey
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Comments:
9.0
IN-HOUSE EQUIPMENT/SETUP
9.1
Will the facility agree to provide the Pacific Northwest District at no charge a sufficient
number of tables and chairs to set up each meeting room to its maximum capacity, as
noted in the facility's brochure?
Yes No
Comments:
10.0
OTHER GROUPS IN FACILITY/CONFLICTS OF INTEREST
10.1
Will the facility agree to use its best efforts to prevent incompatible groups, as defined by
the Pacific Northwest District, from using its facilities over the same dates as the Pacific
Northwest District?
Yes No
Comments:
11.0
USE OF OUTSIDE SERVICE CONTRACTORS
11.1
Will the facility allow the Pacific Northwest District to use any reputable service
contractor of its choice to provide services during its meeting at the facility? (No outside
contractors would be used for providing utilities, food, or beverages.)
Yes No
Comments:
12.0
CLAIMS/DISPUTES
12.1
Will the facility agree that if litigation results when any disputes arise between the parties
after the contract is signed, the jurisdiction and venue will be where the defendant or
responding party is located?
Yes No
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Contract Survey
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Comments:
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Contract Survey
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13.0
WARRANTIES AND DUTIES
13.1
Will the facility warrant and represent that it complies, or will comply over the meeting
dates of the Pacific Northwest District, with the following?
a) Full compliance with all local, state,
and federal fire and health regulations,
including those related to food service?
Yes
No
Yes
No
Comments:
b) The provision of adequate security for guests?
Comments:
c) Maintenance in the quality of the facility's services and physical condition?
Yes
No
Comments:
d)
Compliance
with the Americans With Disabilities Act (or Canadian equivalent) over the dates
of the Pacific Northwest District event relating to "readily achievable" removal of
physical barriers to the property, the provision of auxiliary aids where necessary
(excluding meeting rooms), and the modification of the facility's policies and
practices where necessary?
Yes
No
Comments:
14.0
CONSTRUCTION AND REMODELING
14.1
Will the facility agree to notify the Pacific Northwest District in writing as soon as plans
are known if any construction or remodeling will occur at the facility over the dates of
the district’s convention or meeting?
Yes
No
Comments:
Pacific Northwest District of Kiwanis International
Contract Survey
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14.2 If the facility is actually conducting remodeling and renovations during the district’s
meeting
dates, will the facility agree to use its best efforts not to interfere with, disrupt, or impede
the district’s meeting with noise or environmental disturbances?
Yes
No
Comments:
15.0
LIABILITY AND INDEMNIFICATION ISSUES
15.1
Will the facility agree to allocate liability between the parties so that each party is
responsible for its own negligence or willful misconduct?
Yes
No
Comments:
15.2
Will the facility accept full responsibility for defects in its premises or equipment?
Yes
No
Comments:
15.3
Will the facility accept full responsibility for their service of alcohol to minors and/or
people who are obviously intoxicated?
Yes
No
Comments:
15.4
Will the facility agree that the Pacific Northwest District will not be responsible for
damages caused by its attendees or other quests unless the attendees were acting on
behalf of, and with the authority of, the Pacific Northwest District?
Yes
No
Comments:
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Contract Survey
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15.5
Will the facility agree that both parties will have a minimum commercial general liability
insurance coverage of $1,000,000 for personal injury and property damage and $50,000
fire legal liability insurance?
Yes
No
Comments:
15.6
Will the facility agree that neither party shall be responsible to the other for property
damage over the amount of insurance required of each party as outlined in 15.5, above?
Yes
No
Comments:
16.0
CANCELLATION ISSUES
16.1
In the unlikely event that the Pacific Northwest District should cancel its arrangements
with the facility, will the facility agree that cancellation fees owed, if any, will be
determined in the contract by an incremental sliding scale that is based on a lost-profit
formula?
Yes
No
Comments:
16.1
Will the facility agree to use its best efforts to mitigate its damages from the cancellation?
Yes
No
Comments:
16.2
the
Will the facility agree to credit any recouped revenue it receives from mitigation toward
Pacific Northwest District's potential damages?
Yes
No
Comments:
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Contract Survey
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16.3
Will the facility agree to a contract cancellation provision that protects the Pacific
Northwest District for its damages due to the facility's cancellation of the group's meeting
arrangements?
Yes
No
Comments:
An individual authorized to make the representations contained in this survey should sign and
return this form with the rest of the RFP information.
Facility:_______________________________________________________________
Authorized representative:_______________________________________________
Signature:________________________________ Title:_______________________
Date:_____________________
Pacific Northwest District of Kiwanis International
Contract Survey
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