Marriott Louisville East
1903 Embassy Square Boulevard
Louisville, KY 40299
Tel: (502) 491-1184 ~ Fax: (502) 491-7230
www.marriott.com/sdfls
Monday, March 14, 2016
REVISED 1/15/15
Agreement between the Marriott Louisville East and KY Association of Blacks in Higher Education
Leslie Ashford
Planner
2001 Newburg Rd
Louisville, KY 40205
(502) 272-7273
Lmaxie-ashford@bellarmine.edu
Peggy Lopez
Sales Manager
1903 Embassy Square Blvd.
Louisville, KY 40299
(502) 318-1713
(502) 491-7230
plopez@musselmanhotels.com
NAME OF EVENT: KY Association of Blacks in Higher Education
The Hotel agrees that it will provide, and KY Association of Blacks in Higher Education agrees that it/she/he will be responsible
for utilizing the Room Night Commitment in the pattern set forth below:
GUEST ROOM COMMITMENT:
2015
Sun 4/12
Mon 4/13
King or Two
50
50
Queens Based
on Availability
RATES:
The Hotel is pleased to confirm the following guest room rates:
Room
Single Rate
Double Rate
King or Two
$125.00
$125.00
Queens Based
on Availability
Guest room rate are non commissionable and do not include applicable state and local taxes currently 16.07%.
MINIMUM GUEST ROOM REVENUE:
The Hotel is relying upon KY Association of Blacks in Higher Education use of the Guest Room Commitment. KY Association of
Blacks in Higher Education agrees that a loss will be incurred by the Hotel if the actual usage is less than 80% of the Guest Room
Commitment.
At the conclusion of the meeting, should the room night usage fall below 80% of the Guest Room Commitment, KY Association of
Blacks in Higher Education agrees to pay the hotel, as liquidated damages and not as a penalty, for any unsold rooms at the
contracted rate.
METHOD OF RESERVATIONS:
______ Reservations made by individual attendee
Reservations for the Event will be made by individual attendees directly with Marriott reservations at 1-800-228-9290, referencing the
GROUP NAME block or on-line via your custom Marriott ResLink which will be provided by the hotel.
1
Marriott Louisville East
1903 Embassy Square Boulevard
Louisville, KY 40299
Tel: (502) 491-1184 ~ Fax: (502) 491-7230
www.marriott.com/sdfls
______ Rooming list to be provided
Customer will provide hotel will a rooming list stating first and last name, check in and check out date as well as method of payment for each
attendee by cut-off date.
CUT-OFF DATE:
The “cut-off date” for accepting reservations into this guest room block is 3/19/15. Reservation requests received after 5:00 p.m. local time
at the Hotel on the cut-off date will be accepted at Hotel’s prevailing rate, based on room type availability. Failure to reserve guest rooms
before the cut-off date will not impact the enforceability of the Attrition or Cancellation clauses. Hotel will review the reservation pickup for
the Event, release the unreserved rooms for general sale, and determine whether it can accept reservations based on a space and rate available
basis at the group rate after this date.
PAYMENT INFORMATION:
Per your agreement with Marriott Louisville East, KY Association of Blacks in Higher Education agrees to be responsible for the
following charges of the attendees. Please check the column that pertains to who will be responsible for paying for the specific
charges listed.
MASTER ACCOUNT
FOLIO
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
INDIVIDUAL’S
FOLIO
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
Room & Tax
Banquets
Restaurants / Room Service
Alcohol in Lounge
Room Service
Amenity
Laundry/Dry Cleaning
Audio Visual
Package Shipping
Maid Service
Baggage Service
Other Charges (please specify) _______________
FORM OF PAYMENT:
(Please check one)
Direct Bill: ( ) Pending approval of Hotel credit application with a minimum of 30 days to process.
Master Account: ( ) Credit card ( ) Check ( ) Purchase Order ( ) Prepayment
Direct Bill:
Upon application and review by Hotel, Hotel may elect to extend direct billing privileges to Customer. If direct billing has been
established, payment of all undisputed amounts is due within 30 days of Customer’s receipt of invoice from Hotel, and if not paid
within 30 days will accrue interest at 1½ % per month. Customer must notify Hotel of any disputes within 5 business days of Group’s
receipt of invoice from Hotel or disputes will be considered waived. If Hotel determines after establishing direct billing that
Customer’s credit status has changed negatively, Hotel may require immediate full prepayment of the Minimum Guest Room Revenue
Guarantee.
Credit Card:
Subject to the terms and conditions of this Agreement, Hotel will accept Credit Card payments for all Transactions. Hotel shall honor
valid Credit Cards properly tendered for use. For purposes of this contract, "Credit Card" means a credit card issued pursuant to the
rules and regulations (the "Rules") of American Express, Diners Club International, Discover Card, JCB, MasterCard VISA, or any
"Credit Card" for which Hotel provides processing. Hotel will authorize credit card on file for estimated charges prior to arrival date.
Any remaining balance will be charged immediately upon conclusion of the event.
Purchase Order:
Should you or your attendees want to pay with a Purchase Order, the hotel has a Purchase Order Form that must be completed and
returned with a copy of the actual Purchase Order being used. Should the group claim Kentucky State Tax Exemption, the hotel must
receive a valid tax exemption certificate. Should the group pay with a school credit card for the Purchase Order and claim tax
exemption the hotel must receive a copy of the credit card as well as the tax exemption certificate.
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Marriott Louisville East
1903 Embassy Square Boulevard
Louisville, KY 40299
Tel: (502) 491-1184 ~ Fax: (502) 491-7230
www.marriott.com/sdfls
ADVANCE PAYMENT SCHEDULE:
The payment schedule for your Event is outlined below:
Deposit/Payment Amount
10% of estimated revenues
75% of estimated revenues
Remaining estimated balance
Time Frame
At time of signed agreement
21 days prior to event
Remainder upon completion of event
Additionally, the hotel will require a credit authorization form to guarantee payment of any additional charges incurred during the Event.
GENERAL POLICIES:
Food and Beverage Requirements
All food & Beverage must be provided by the Hotel. Food & Beverage is not permitted to be removed from the Hotel’s banquet area.
Guarantees on Food & Beverage
•
Final number of guaranteed attendees is due by 12:00 noon three business days prior to event date.
•
This will be considered the minimum guarantee and is not subject to reduction.
•
If no guarantee is received, the original expected number on the Event Order will be used.
•
Revisions in your group counts, times, dates, or meal functions may necessitate renegotiating the charges.
Room Décor and Hanging
Signs or banners are not permitted to be taped, tacked or attached by any means to the walls, doors or ceiling of the Hotel unless
approved by Hotel management.
Tax & Service Charge
All food, beverage, room rental and audio visual charges are subject to 22% service charge and applicable state taxes.
Kentucky ABC Laws
•
Kentucky State Law prohibits the serving of alcoholic beverages to anyone under the age of 21.
•
Alcoholic beverages may be denied to anyone who appears to be intoxicated.
Requirements/Room Assignments
•
Final menu, room arrangements and other details will be outlined in an Event Order.
•
The Hotel reserves the right to change function rooms at any time should the number of attendees decrease, increase, or when
hotel deems it necessary.
•
Additional charges will result if a change in your room set-up occurs within 48 hours of event.
Shipping
All Materials Shipped should include:
•
Group Name
•
Date of Event
•
Name of Sales Manager
Materials should be sent more than 3 business days prior to the Event, or a charge of $5 plus service charge and tax per box/crate, will
be added to the Event Order. Materials left more than 3 Business Days after the event are subject to be discarded. Hotel is not
responsible for any shipping charges.
SHIPPING AND STORAGE:
Any materials to be sent to Hotel may arrive no earlier than 3 days in advance. The following handling and storage fees will be
applied to your Master Account.
0-5 pounds
21-50 pounds
Crates
$5.00 each
$15.00 each
$75.00 each
6-20 pounds
$10.00 each
Over 50 pounds $25.00 each
Pallets
$100.00 each
All outbound packages are $5.00 per item. Hotel will not be responsible for any loss or damage to materials sent to Hotel prior to
your event date.
3
Marriott Louisville East
1903 Embassy Square Boulevard
Louisville, KY 40299
Tel: (502) 491-1184 ~ Fax: (502) 491-7230
www.marriott.com/sdfls
ASSIGNMENT OF FUNCTION SPACE:
Hotel will provide Customer with Function Space in accordance with the schedule of events, based on the contracted number of
people attending the event. Hotel may make reasonable substitutes to Function Space by notifying Customer in writing of changes.
FUNCTIONS SPACE/SCHEDULE OF EVENTS:
This Agreement applies to the following event and function space:
Date
Start Time End Time
Function Type Post
Space/Location
Expected Setup
4/12/2015 8:00:00 AM 11:59:00 PM Hospitality
Hospitality
Steamboat
50 flow
Rounds
4/12/2015 3:00:00 PM
5:00:00 PM Meeting
Meeting
RockBridge
10
Existing
4/12/2015 6:00:00 PM
9:00:00 PM Reception
Reception
Bluegrass Ballroom
200
Rounds
4/13/2015 8:00:00 AM
9:00:00 AM Breakfast
Breakfast
Bluegrass ABC
200
Rounds
4/13/2015 8:00:00 AM 11:59:00 PM Hospitality
Hospitality
Steamboat
50
Rounds
4/13/2015 8:00:00 AM 11:00:00 PM Meeting
Meeting
RockBridge
10
Existing
4/13/2015 8:00:00 AM
5:00:00 PM Breakout
Breakout
Colonel A
50
Schoolroom
4/13/2015 8:00:00 AM
5:00:00 PM Breakout
Breakout
Colonel B
50
Schoolroom
4/13/2015 8:00:00 AM
5:00:00 PM Breakout
Breakout
Colonel C
50
Schoolroom
4/13/2015 8:00:00 AM
5:00:00 PM Breakout
Breakout
Bluegrass E
40
Schoolroom
4/13/2015
12:00:00
1:30:00 PM Lunch
Lunch
Bluegrass ABC
200
Rounds
4/13/2015 6:00:00 PM
9:00:00 PM Dinner
Dinner
Commonwealth CD
200
Rounds
Breakfast
Bluegrass
200
Rounds
4/14/2015 8:00:00 AM 11:00:00 AM Breakfast
All meeting room rental, food and beverage, audio-visual and related services are subject to applicable taxes currently 6% and taxable
service charge 22%. A total meeting room set up fee if $1,000 ++.
FOOD AND BEVERAGE:
Due to licensing requirements and for quality control, all food and beverage served at Hotel must be supplied and prepared by Hotel.
Final menu prices will be confirmed on BEOs. A taxable service charge, currently 22% of the total food, beverage, rental and AV
revenues (plus all applicable taxes) will be added to all food, beverage, rental and AV charges.
MINIMUM FOOD AND BEVERAGE REVENUE:
The Hotel is relying upon the food and beverage functions outlined in the Schedule of Events. KY Association of Blacks in Higher
Education agrees that a loss will be incurred by Hotel if there is a cancellation or reduction of food and beverage functions and the
number of food and beverage covers. The minimum food and beverage revenue anticipated by Hotel under this Agreement (excluding
taxes and other charges) is: $20,000.00. If KY Association of Blacks in Higher Education does not meet the minimum food and
beverage revenue guarantee, it will pay the difference between the actual revenue and the minimum food and beverage revenue
guarantee (plus all applicable taxes) as a reasonable estimate of Hotel’s losses.
INTERNET SERVICE:
Wireless internet service is available for a base fee of $150.00++ per day for all meeting space contracted. For a daily rate of $5.95 in
your guest room, guests receive high-speed internet access and unlimited local, U.S. long distance and 800 calls. The groups specific
internet needs will be discussed in detail once the signed agreement is received. We are pleased to offer complimentary internet in
all meeting space.
4
Marriott Louisville East
1903 Embassy Square Boulevard
Louisville, KY 40299
Tel: (502) 491-1184 ~ Fax: (502) 491-7230
www.marriott.com/sdfls
GOLD KEYS:
In order to better understand your group’s needs, we ask that you participate in our “Three Gold Keys” program. The intent of the
program is for our staff to know the three main objectives you have set so they can take ownership of your event. We can only
accomplish this by knowing what aspects of your stay are most important. Please take the time to list the three main objectives you
have set for the event.
1.
2.
3.
MARRIOTT REWARDS – REWARDING EVENTS:
Approximately (10) business days after the conclusion of the Event (provided that the Event is not cancelled and KY Association of
Blacks in Higher Education has otherwise complied with the material terms and conditions of this Agreement), the Hotel will either
award Marriott Rewards points to, or submit an award for airline miles:
CHECK ONE OPTION BELOW:
 Award Marriott Reward Points to the Contact (as identified on page 1 of this Agreement or the Authorized Signer
of this Agreement)
Marriott Rewards Member Name ____________________________
Marriott Rewards account number ___________________________
 Award Airline Miles to the Contact (as identified on page 1 of this Agreement or the Authorized Signer of this
Agreement)
Marriott Rewards Member Name ____________________________
Marriott Rewards account number ___________________________
Airline frequent flier account number _________________________
Name of airline ______________________________________________
 Decline to Award Marriott Rewards Points or Airline Miles. The Contact and the Authorized Signer of this
Agreement elect not to receive (and hereby waive the right to receive) an award of Marriott Reward points or airline
miles in connection with the Event.
The number of Marriott Reward Points or airline miles to be awarded shall be determined pursuant to the Marriott Rewards Terms and
Conditions, as in effect at the time of award. The Marriott Rewards Terms and Conditions are available on-line at marriott.com
(www.marriott.com/rewards), and may be changed at the sole discretion of Marriott Rewards at any time and without notice.
The individual(s) identified above to receive either Marriott Rewards points or airline miles may not be changed without such
individual(s)’ prior written consent. By inserting the airline mileage account information, the recipient elects to receive airline miles
rather than Marriott Rewards points. All Marriott Rewards Terms and Conditions apply (see www.marriott.com/rewards).
FORCE MAJEURE:
If acts of God or government authorities, natural disasters, or other emergencies beyond a party’s reasonable control make it illegal or
impossible for such party to perform its obligations under this Agreement, such party may terminate this Agreement upon written
notice to the other party without liability.
CANCELLATION:
If Customer cancels this Agreement, Customer will provide written notice to Hotel, accompanied (except in the case of a Force
Majeure) by payment of the percentage of minimum guest room revenue, meeting room rental and food and beverage indicated below:
From Agreement Date to 120 days prior to Arrival Date:
40% of Minimum Revenue
From 60 days to 119 days prior to Arrival Date:
60% of Minimum Revenue
From 59 days to 30 days prior to Arrival Date:
80% of Minimum Revenue
From 29 days or less prior to Arrival Date:
100% of Minimum Revenue
The parties agree that the amounts included in this Cancellation clause are reasonable estimates of the losses that would be incurred by
Hotel and factor in Hotel’s ability to mitigate its losses through resale.
5
Marriott Louisville East
1903 Embassy Square Boulevard
Louisville, KY 40299
Tel: (502) 491-1184 ~ Fax: (502) 491-7230
www.marriott.com/sdfls
SECURITY:
Hotel does not provide security in the Function Space and all personal property left in the Function Space is at the sole risk of the
owner. Customer will advise its attendees that they are responsible for safekeeping of their personal property. Hotel may reasonably
require Customer to retain security personnel in order to safeguard guests or property in Hotel. Security personnel are not authorized
to carry firearms without advance Hotel approval.
ANCILLARY SERVICES:
Hotel may provide or contract with third party companies to provide, ancillary services (e.g., AV, drayage, florists, exhibitors, etc.) to
Customer for additional charges. Except with respect to certain services (e.g., rigging services), Customer may use its own vendors
for such services provided that Customer’s proposed vendors meet minimum standards established by Hotel, including insurance and
indemnification requirements. With respect to audiovisual services, Customer will inform Hotel of its decision to bring its own
vendor at least 60 days prior to arrival, and will sign, and have its audiovisual vendor sign an acknowledgement of Hotel’s
Audiovisual Service Standards and Policies at least 45 days prior to arrival. In the event this agreement is within 45 days the Hotel’s
Audiovisual Service Standards and Policies will be due upon contract signing. Should an outside AV company be used, a fee of
$1,000 will be charged to the Customer.
DISCLOSURE:
Customer will be responsible for determining to whom it needs to disclose any terms of this Agreement.
LAWS AND POLICIES:
Each party will comply with all applicable federal, state and local laws (including the Americans with Disabilities Act) and Hotel rules
and policies. Customer will be responsible for providing its disabled members with auxiliary aids in connection with any Customer
events or activities. Upon Customer’s reasonable request, Hotel will cooperate with Customer to provide services on behalf of
Customer’s disabled attendees.
INSURANCE:
Each party will maintain insurance sufficient to cover any claims or liabilities which may reasonably arise out of or relate to its
obligations under this Agreement and will provide evidence of such insurance upon request.
INDEMNIFICATION:
Each party will indemnify, defend and hold the other harmless from any loss, liability, costs or damages arising from actual or
threatened claims resulting from its breach of this Agreement or the negligence, gross negligence or intentional misconduct of such
party or its officers, directors, employees, agents, contractors, members or participants. Neither party will be liable for punitive
damages.
DISPUTE RESOLUTIONS:
The parties will resolve any claim or dispute arising out of or relating to this Agreement through binding arbitration before one
arbitrator conducted under the rules of the American Arbitration Association or JAMS in the state and city in which Hotel is located.
The law of the state in which Hotel is located will be the governing law. The arbitration award will be enforceable in any state or
federal court. In any arbitration or litigation arising out of or relating to this Agreement or the enforcement of any arbitration award,
the prevailing party will recover attorneys’ fees and costs including expert witness and arbitration fees and pre- and post-judgment
interest. Each party will be responsible for attorneys’ fees and interest associated with the other party’s efforts to collect monies owed
under this Agreement.
NOTICE:
Any notice required or permitted by the terms of this Agreement must be in writing.
ASSIGNMENT:
Customer may not assign or delegate its rights or duties under this Agreement without Hotel’s prior approval.
SEVERABILITY:
If any provision of this Agreement is held to be invalid or unenforceable that provision will be eliminated or limited to the minimum
extent possible, and the remainder of the Agreement will have full force and effect.
6
Marriott Louisville East
1903 Embassy Square Boulevard
Louisville, KY 40299
Tel: (502) 491-1184 ~ Fax: (502) 491-7230
www.marriott.com/sdfls
WAIVER:
If either party agrees to waive its right to enforce any term of this Agreement, it does not waive its right to enforce any other terms of
this Agreement.
Thank you for selecting the Marriott Louisville East as the property for your guests. We look forward to hosting your event!
ACCEPTED AND AGREED TO:
Marriott Louisville East
Leslie Ashford
Peggy Lopez
Sales Manager
Date
Date
This Agreement between KY Association of Blacks in Higher Education and the Marriott Louisville East (“Hotel”) is effective as
of the date it is signed by Hotel 1/16/15.
However, between now and 1/16/15 unless both parties have agreed upon and fully executed this Contract, should another group
request the dates and be in a position to sign an agreement immediately with the Marriott Louisville East, we will advise KY
Association of Blacks in Higher Education and KY Association of Blacks in Higher Education will have three (3) business days
to sign this Contract and confirm the arrangements on a definite basis or the Marriott Louisville East may at its option enter into an
agreement with another group or individuals.
If this Contract is not fully executed by 1/16/15 the space may be automatically released.
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