TERMS AND CONDITIONS
Guarantees:
The client, or person or party making arrangements on behalf of the client, must submit to the Hotel, no later than 12 noon
(EST) three business days (72 hours) prior to the scheduled function date (weekends and holiday are not included), a
guaranteed number of guests attending all planned functions. The guaranteed number of attendees shall constitute a
guarantee, not subject to reduction, for which charges will be assessed accordingly. Should the client not notify the Hotel of
a guaranteed number, the Hotel shall use the agreed number of people listed on event contract as the final guarantee. Your
signature on the BEO indicates your acceptance of the guaranteed attendance and event details listed on the BEO.
For events to be held on Sunday, Monday and Tuesday, notification of guaranteed attendance must be submitted no later
than 12noon (EST) on the preceding Wednesday. For functions to be held on Wednesday, notification of guaranteed
attendance must be submitted no later than 12 noon (EST) on the preceding Thursday. In some instances, more advanced
notice of attendance may be required due to menu complexity, holidays, delivery or other constraints.
Guarantees for choice of menu selections must be received no later than 12 noon (EST) 1 week (7 business days) prior to
the event date. Weekends and holidays are not included.
Special meals are defined as those meals requested in addition to the principal menu, either contracted in advance or at the
time of service. Special meals must be included in the guarantee or actual number, whichever is greater. Additional fee‘s will
apply to meals served above the guarantee.
Additionally, menu selections received within 14 days of an Event will be subject to a 20% increase on current period
published Banquet Menu pricing.
Cancellations:
Please refer to the cancellation section of your signed contract for detailed information regarding cancellation of your event.
Cancellation of events booked 30 days or less from the actual event date will be charged 90% of the estimated revenue. If
menu selection and event details have not been confirmed at time of cancellation the cancellation fee will be based on the
food and beverage minimum agreed to when space was held definite.
This cancellation policy applies to events booked in conjunction with a group conference.
Set Maximum:
The Over Set for events will be 3% above the guarantee figure, not to exceed 50 seats. The over set does not apply to food
& beverage. Additional fees apply for food and beverage pre set over the final guarantee.
Guarantee Increases:
Within 3 business days, the guarantee can be increased, but not subject to reduction. Contracted menu items may not be
available for the additional guests added within 3 business days of the event and Chef’s selection may apply.
In Conjunction with Events (ICW)
All ICW events must be pre approved by the main convention planner.
A Food & Beverage and Room Rental minimum will apply for all ICW events. This minimum will be quoted by the Hotel’s
Catering and or Convention Services Manager. Events booked 30 days or less from the actual event date will be charged
100% of the Food & Beverage minimum or estimated charges based on completed Banquet Event Order(s). The Terms &
Conditions page and the Banquet Event Order pages serve as a contract for ICW events. Payment/Deposit due at the time
of booking.
Outdoor Events:
Outdoor chairs must be used in place of banquet chairs in the outdoor areas. Hotel dance floors are never used outdoors.
Due to increased labor expenses, there are additional labor charges for outdoor events based on the Venue and the fee will
be noted as Room Rental on the Banquet Event Order. Additional lighting is necessary in most circumstances; the
associated costs will be the responsibility of the client. Environmental laws pertaining to outdoor lighting may be applicable
during specific seasons.
Parties including fireworks, outdoor bands, DJs etc., shall not extend past 10:00 p.m. For outdoor events on any pool decks,
no clear glass or glassware will be utilized.
The W Fort Lauderdale reserves the right to make the final weather call due to high wind, lightning, unsafe weather
conditions or a rain chance of 40% or higher.
December 21, 2009
Page 1
Unforeseen Price Increases:
All prices are subject to increase due to unforeseen increases in operational expenses related to the client function. Such
increases may result from, but are not limited to: increases in food and beverage prices, labor costs, taxes and/or reasonable
substitutions of menu items. The client agrees to pay such increased prices and accepts any and all substitutes made by the
Hotel.
Taxes & Service Charge:
All Food and Beverage is subject to a 22% service charges and 6% sales tax, which is subject to change. Included in the
service charge is a gratuity of 18.7% of food and beverage charges, which is distributed to Banquet Staff. The remainder of
the service charge is retained by the hotel. Service charge is taxable in the State of Florida.
Payment:
Payment shall be made in advance of the function, unless direct billing has been approved with the Hotel. If using credit, the
client shall make a deposit at the time of contract signing; estimated charges are due 10 business days prior to the event date
with final payment posted 3 business days prior to event based on guest guarantees. Events with food & beverage pricing
based on consumption will be posted to credit card on file at conclusion of event. Any balance is due and payable thirty days
after the date of the function for events where direct billing has been pre approved.
Food and Beverage:
Neither the Client nor his/her guests or invitees will be permitted to bring food and/or beverages of any kind into the Hotel
or onto its premises without the express written permission of the Hotel. In the event such permission is granted, the Hotel
is hereby authorized to charge for the service of said food and/or beverages. In accordance with Florida Alcoholic Beverage
Commissions statutes, alcoholic beverages are never permitted to be brought on the premises.
Contractual Liability:
Performance of this agreement is contingent upon the ability of the Hotel management to complete the same and is subject
to labor troubles, disputes or strikes, accidents, Government (Federal, State or Municipal) requisitions, restrictions upon
travel, transportation, foods, beverages or supplies, and other causes, whether enumerated herein or not, beyond control of
management, preventing or interfering with performance.
Damage:
Client agrees to be responsible for any damages done to Hotel equipment, goods or facilities during the function caused in
whole or in part by the Client, his/her guests, employees, independent contractors or other agents.
Lost & Found:
The Hotel will not assume any responsibility for damages or loss of any merchandise or articles left in the Hotel prior to,
during or following Client’s function.
Function Rooms:
The Hotel reserves the right to reassign equivalent function space as the Hotel deems warranted
Alcoholic Beverage Policy:
All events where alcoholic beverages are consumed require the attendance of TIPS certified beverage server(s) supplied by
the Hotel. The Hotel will determine the minimum number of beverage servers. Per Florida State Law, alcoholic beverages of
any kind will not be permitted to be brought into the hotel by the Client or any of the Client’s guests. All food and beverage
items must be purchased from the Hotel. We welcome your requests for special items, which will be charged in their
entirety per specific ordered quantities. Florida State Law further prohibits the removal of alcoholic beverages, purchased by
the Hotel, for client consumption. Price and product lists are subject to change without notice.
Outside Vendors:
All Outside Vendors are required to review and sign the W Fort Lauderdale’s guidelines, terms and conditions
prior to load in or set up in Hotel’s function space.
Shipping & Receiving:
All packages are handled by our Shipping and Receiving Department. A charge for receiving, logging in, possibly storing,
coordinating with your event and delivering your package(s) will be added to your Master Account, Guest Room, or can be
paid by credit card or cash. A signature is required for packages delivered to Function Rooms.
Client’s Signature
December 21, 2009
Page 2
Date