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HomeMy WebLinkAboutAgr 2009-02-18 (Lodge at Tiburon)D G CAIT 113 U The Lodge at Tiburon Group Agreement DESCRIPTION OF GROUP AND EVENT The following represents an agreement between The Lodge at Tiburon, here by known as Hotel, and Town of Tiburon here by known as Group and outlines specific conditions and services to be provided. DATE: February 18, 2009 ORGANIZATION: Town of Tiburon CONTACT: _ Name: Diane Crane-Tacopi .LA Co id.E Company: Town of Tiburon Street Address: 1505 Tiburon Blvd City, State, Zip: Tiburon, CA 94920 Phone: 415-435-7377 Fax: None Email: dcrane@ci.tiburon.ca.us NAME OF EVENT: Town of Tiburon Meeting OFFICIAL PROGRAM DATES: March 26, 2009 - March 26, 2009 HEADQUARTERS HOTEL: The Lodge at Tiburon 1651 Tiburon Boulevard Tiburon, CA 94920 Phone: (415) 435-3133 Fax: (415) 435-8226 HOTEL CONTACT: Jennifer Fong Conference Service Manager Direct: (415) 435-3133 Fax: (415) 435-8226 BILLING ARRANGEMENTS The following billing arrangements apply: All charges to the Master Account. All Meeting Room Charges will be posted to the Master Account. ADVANCE DEPOSIT Town of Tiburon will provide a deposit equal to $213.00, 25% of the room rental and estimated food/beverage in order to continue holding this reservation of space on a definite basis. This deposit will be paid by CREDIT CARD, and is due on February 25, 2009. In order to process this deposit, the attached form must be completed prior to the execution of this contract. MASTER ACCOUNT Hotel must be notified in writing at least 30 days prior to arrival of the authorized signatories and the charges that are to be posted to the Master Account. Any cancellation or attrition fees will be billed to the Master Account. The Master Account will be paid by CREDIT CARD, upon receipt of the bill at the completion of the event. If paid by credit card: Information on the attached form will be utilized to process this final payment. NON-SMOKING POLICY The Hotel is a completely non-smoking facility including all guest rooms, public areas, meeting rooms, restaurants, bars, and immediate outside spaces. Violation of the non-smoking policy in the guest room will result in a $250.00 recovery fee. GRATUITIES/SERVICE CHARGE Currently, porterage gratuities are $8.00 per person round trip and housekeeping gratuities are $2.00 per day. Please advise Hotel if these charges are to be posted directly to the Master Account. SIGNAGE POLICY The Hotel will not permit affixing anything to the walls, floor or ceiling with nails, staples, tape, etc. Special requests for table set-ups, and signage in Hotels public areas will need to be approved by Hotel prior to Groups arrival. FUNCTION SPACE Based on the requirements outlined by Town of Tiburon, the Hotel has reserved the function space set forth on the Function Information Agenda/Event Agenda attached to this Agreement. The Hotel reserves the right to substitute alternate space within the Hotel if it deems necessary or if the attendance deviates substantially from the number originally indicated in the Groups signed contract. A representative from the Catering and Special Events Department will notify client of meeting and special event room changes. CURRENT CATERING MINIMUM RATES Hotel's 2008 minimum catering prices are as follows: Breakfast Selections: $18.00-$28.00 per person Lunch Selections: $28.00-$35.00 per person Dinner Selections: $45.00-$80.00 per person These quotations do not include any applicable California State sales tax (currently at 7.75%) and a taxable service charge of 20 subject to change). Food and beverage will not be permitted, to be brought into the Hotel's function rooms from outside the Hotel. If Town of Tiburon is planning on the service of alcoholic beverages, please be aware that the Hotel's liquor license requires that only Hotel employees and bartenders dispense beverages. Alcoholic Beverage Service may be denied to those guests who appear to be intoxicated or are underage. FOOD AND BEVERAGE All food and beverage consumed in special events rooms and Hotel public areas must be provided by the Hotel. This policy applies to corporate meetings, social events and groups with contracted room blocks. The Hotel reserves the right to inspect and control all private parties, meetings, receptions, etc. held on the Hotel premises. All Federal, State and Local laws with regards to food and beverage purchases and consumption are strictly adhered to and enforced. FOOD AND BEVERAGE ATTRITION The Lodge at Tiburon has reserved the appropriate function space for all meetings and catered events as outlined in the agenda and Town of Tiburon is confirming the agenda as listed. Town of Tiburon agrees to a minimum of $600.00 banquet food and beverage revenue (exclusive of taxes, gratuity, and audio visual charges). If the purchased food and beverage revenue is less than $600.00, Town of Tiburon can either purchase additional banquet food and beverage to make up the difference or the difference in revenue will be charged as meeting room rental. CANCELLATION Town of Tiburon agrees to provide Hotel with written notice of any decision to cancel or to otherwise essentially abandon its use of the Total Room Nights (a "Cancellation") within five (5) business days of such decision. Town of Tiburon acknowledges that a Cancellation would constitute a breach of Town of Tiburon's obligation to Hotel and Hotel would be harmed. If a Cancellation occurs, the parties agree that: ~a) It would be difficult to determine Hotel's actual harm; (b) the sooner Hotel receives notice of the Cancellation, the lower its actual harm is likely to be, because the probability of mitigating the harm by reselling space and functions is higher; and © the highest dollar amount in the chart (the "Chart") set forth below reasonably estimates Hotel's harm for a last-minute Cancellation and, through its use of a sliding scale that reduces damages for earlier Cancellations, the Chart also reasonably estimates Hotel's ability to lessen its harm by reselling Town of Tiburon's space and functions. Town of Tiburon therefore agrees to pay Hotel, within thirty (30) days after any Cancellation, as liquidated damages and not as a penalty, the amount listed in the Chart below. Date of Decision to Cancel Amount of Liquidated Damages Due Upon Signing to March 26, 2009 $225.00 [90% of Room Revenue] Provided that Town of Tiburon timely notifies Hotel of the Cancellation and timely pays the above liquidated damages, Hotel agrees not to seek additional damages from Town of Tiburon relating to the Cancellation. INDEMNIFICATION To the extent permitted by law, Group agrees to protect, indemnify, defend and hold harmless The Lodge at Tiburon and Larkspur Hotels and Restaurants, and their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney's fees), arising out of or connected with your function, except that nothing in this indemnification shall require you to indemnify the Hotel for that portion of any claim that is finally determined to arise out of the negligence or willful misconduct of the Hotel. Hotel will defend, indemnify and hold harmless Group from and against all claims, actions or causes of action, liabilities and costs arising from the errors, negligence or willful misconduct of Hotel's employees or agents in connection with the performance of the obligations hereunder which results in direct physical injury, death or damage to tangible personal property, provided that Group gives prompt notice of the claim to Hotel, and provides all reasonable assistance therein CHANGES, ADDITIONS, STIPULATIONS, OR LINING OUT Any changes, additions, stipulations or deletions including corrective lining out by either the Hotel or Town of Tiburon will not be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in writing by the other. IN-HOUSE EQUIPMENT Hotel will provide, at no charge, a reasonable amount of meeting equipment (for example, chairs, tables, etc). These complimentary arrangements do not include special setups or extraordinary formats that would deplete Hotel's present in-house equipment to the point of requiring rental of an additional supply to accommodate Town of Tiburon's needs. If such special setups or extraordinary formats are requested, Hotel will present Town of Tiburon two (2) alternatives: (1) charging Town of Tiburon the rental cost for additional equipment, or (2) changing the extraordinary setup to a standard format, avoiding the additional cost. ACCEPTANCE By signing and returning the enclosed document by February 25, 2009, this Agreement will constitute a binding contract between the parties. The individuals signing below represent that each is authorized to bind his or her party to this Agreement. In the event a fully-signed original of this Agreement is not received by the date above, all rooms and space referred to herein will be released, and neither party will have any further obligations under this Agreement. SIGNATURES Approved and authorized by Hotel and Town of Tiburon Name: (Print) Title: /'1-k60A11_ T COKA41Cl Signature: Date: Approved and authorized by Hotel: Name: Jennifer Fong Title: Conference Service Manager Signature: Date: Town of Tiburon FUNCTION INFORMATION AGENDA/EVENT AGENDA 3/26/2009 1:00 PM 5:00 PM Meeting Chart Room Conference Style 20 250.00 3/26/2009 5:00 PM 8:00 PM Dinner Chart Room Existing Setup 20 Town of Tiburon Initial Date: The Lodge at Tiburon Initials: Date: 1651 TIBURON BOULEVARD TIBURON, CA 94920 Phone: 415-435-3133 Fax: 415-435-2451 Nvww.tiburonlod,(~e.com Toll-Free (Nationwide): 800-762-7770 Toll-Free (in California): 800-TIBURON PAYMENT CARD AUTHORIZATION & AGREEMENT TO PAY Please complete the following by indicating the specific charges you wish to pay for. Only those charges will be authorized for payment on your credit card. When the form is complete, please fax this form to the hotel. In an effort to comply with payment card industry standards, we are only asking for the last four digits of your credit card number. Please provide the entire number verbally to the hotel. 0 Co 6v~ 1'(6(')kvA1 Company Name: Function Name: ) (_,A) •C 61 L)!U~~L_ ~ST;~ 1W- i',47 Arrival Date: zk _07 Departure Date: `j - 4_02 I hereby authorize the hotel to charge the payment card below for the following (please initial all that apply: 1. ® Payment for charged incurred by the group noted above for the following (check all that apply): ❑ All Charges ❑ Guest Room & Tax ❑ Telephone ❑ Movies & Games [Catering Meeting Room ❑ Other (please specify): ❑ Restaurant Audio Visual 2. L.,~y Payment for the following individuals: lt4f e f-i k? 1 5) 2) 6) 3) 7) 4) 8) For the following charges (check all that apply): ❑ All Charges ❑ Movies & Games ❑ Guest Room & Tax ❑ Catering ❑ Telephone ❑ Meeting Room ❑ Restaurant ❑ Audio Visual A_V_-flC( 11,7 4,t f7 10) 11) 12) 13) ❑ Other (please specify): (continued following page, please rill in all pages completely) 3. ❑ Guarantee on Payment Card: A payment card authorization will be made on the Payment Card listed below. Upon cancellation, this event will be subject to the cancellation policy in the contract. The balance of the account will be paid at the conclusion of the event by the method indicated below: ❑ Cash By individual guests Payment Card provided below (please check I or 2 above) 4. ❑ Advanced Deposit: A deposit amount of $ LJ will be charged to the payment card. The balance of the account will be paid at the conclusion of the event by the method indicated below: ❑ Cash ❑ By individual guests Si"Payment Card provided below (please check 1 or 2 above) If full payment is not received at the conclusion of this event in the manner described above, I hereby authorize the hotel to charge an additional 3% to the total sale in order to cover the additional administrative costs associated with collecting on this event. Please note: The hotel will be unable to provide any services for this Contract, unless this form is returned no later than 24 hours prior to the start time on this contract. If you have any questions, please contact your Sales Manager. Thank You. Payment Card Information: ~3 Last four digits of payment card number: Expiration Date: (Q Name as Shown on Card: C A k c 14, (blek"qzLl 176~ L-,JJ/U E? . 7 ~6 Card Holder's Billing Address: T( 6 C.~ o / L L "O (including city, state & zip) , f6 Ud'e v , / G Card Holder's Phone Number: L5 3 . 6K-) I authorize the above charges to be applied to the payment card number with the last four digits and expiration date shown above. I have supplied the full payment card number verbally to the hotel. I hereby agree that in the event the payment card provided is invalid or not received, to be personally liable for all charges initialed on page I of this form. Payment Card Holder's Signature: Date: Please fax this form to 15-435-8226 ATTENTION: