GROUP RESUME...
Transcript of GROUP RESUME...
GROUP RESUME INFORMATION/CONTACTS
Organization Name:
Event Name:
Official Dates: Day, Date – Day, Date
Resume Type: FULL
Pre-convention Meeting:
Full or specified attendance: Full or Those individuals with an Asterisk(*) only
Post Convention Meeting: Day, Date at Time in the Location
Specified attendance: Will be notified via e-mail by M&C manager
Event Services Representative: /Ext: /Nextel #: (3-Digit)
Catering Representative: /Ext: /Nextel #: (3-Digit)
Sales Representative: /Ext: /Nextel #: (3-Digit)
Worldwide Sales Representative:
Executive Office – Extension 6235 John Mazzoni, Area Vice President & Managing Director
Michael Dunne, Hotel Manager
Banquets – Extension 6222
Robert Rhodes, Director of Banquets
Business Center – Extension 6135
Sean Ali, Manager
Catering – Extension 6231
Kathy Rokas, Director of Catering
Sherrie Lanese, Assistant Director
Concierge – Extension 6432
James McCasland, Chief Concierge
Facilities – Extension 6309
Vinni Walia, Director of Facilities
Tomas Vaquerano, Floor Manager
Alexander Lopez, Floor Manager
Finance – Extension 6655
Patti Alston, Director of Finance
Hugh Fitzgerald, Master Accounts Coordinator
Food & Beverage Kristi Allen, Director of Food & Beverage, Ext. 5066
Tal Franbuch, Executive Chef, Ext. 7738
Ralf Brabandt Assistant Director, Ext. 5076
Ronald Allen, Room Service Manager, Ext. 7779
Megan Hanoian, Cityscape Manager, Ext. 5089
Bettina Pauly, Director of Lobby Restaurants, Ext. 7783
Front Office – Extension 6201 John LaFortune, Director of Rooms Division
Carmen Cruz-Montes, Assistant Director of Front Office
Night Manager, Ext. 6201/Nextel #047
Guest Services (Bell Service) – Extension 6006
Manny Barretto, Senior Guest Service Manager
Nannette Morris, Guest Service Manager
Housekeeping – Extension 6009
Christine Himpler, Director of Housekeeping
Jason Cenidoza, Assistant Director
Loading Dock / Package Room – Extensions 7722/6211
Thomas Johnson, Dock Operations Manager
Bobby Foster, Assistant Manager
Event Services – Extension 6116
Lisa Russi, Director
Charles Baran, Assistant Director
Audio Visual
Charlie Cartolano, Director, Audio Visual Productions, x5044
Warren Yeh, Director, Presentation Services, x6363
Tom Brickley, Director of Sales, Presentation Services, x6344
Property Operations – Extension 6492
Brian Mork, Director of Property Operations
Bob Woodfin, Chief Engineer
Reservations – Extension 5077
Wayne Baker, Reservations Manager
David Shortz, Suite Coordinator
Sales & Marketing Extension 6170 Scott Baublitz, Director of Sales & Marketing
Security & Safety – Extension 6200
EMERGENCY – Ext. 444
William Marweg, Director of Security & Safety
Emmanuel Campos, Assistant Director
Dirk Carr, Assistant Director
SPA FUSION & Health Club – Extension 5014
Josh Yonushonis, Director
Telecommunications – Extension 6321 Kathy Penick, Director of Telecommunications
HOTLINE, Ext. 55
A PERFECT 10! We are striving for a Perfect 10! Our goal over the course
of your event is for us to make your group feel truly
welcome and exceed your service expectations!
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CONVENTION RESUME
FOR
ORGANIZATION NAME
EVENT NAME
Day, Date to Day, Date, Year
GROUP INFORMATION
OVERVIEW
For further information please visit the organization’s website at:
Please welcome these individuals and provide them with your usual fine service.
ATTENDANCE # People:
% Male:
% Female:
Spouse attendance: %
Citywide Group: Yes or No
Events at Hilton: Yes, No or Affiliated Events Only(See Daily Events Sheet for details)
Other Main Hotels: Marriott(HQ), Sheraton,
(List from largest to smallest):
Peak Night Rooms Committed:
Peak Night Total Rooms Reserved:
% Reserved/Committed:
PAST/FUTURE EVENT LOCATIONS
PAST
Year - City, Hotel
Year - City, Hotel
FUTURE
Year - City, Hotel
Year - City, Hotel
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GROUP INFORMATION - XXXX
ORGANIZATION OFFICIALS
Name Title
Name Title
KEY CONTACTS
Name Title
Name Title
INQUIRIES SENT TO: OFFICE, REGISTRATION (See number and hours below)
OFFICE DETAILS
LOCATION: PHONE NUMBER:
Day, Date Times
REGISTRATION DETAILS
LOCATION: PHONE NUMBER:
Day, Date Times
EXHIBIT DETAILS
LOCATION: PHONE NUMBER:
NUMBER OF BOOTHS: 8x10 or 10x10
Day, Date Times
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GROUP INFORMATION - XXXX
OFF-SITE ACTIVITIES
DAY, DATE TIME EVENT/
# PEOPLE
LOCATION TRANSPORTATION/
DEPARTURE POINT
SHUTTLE SCHEDULES
DAY, DATE TIME # OF VEHICLES FREQUENCY DESTINATION
TOUR DETAILS
DAY, DATE TIME DEPARTURE POINT # OF PEOPLE DESTINATION
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HOUSING INFORMATION
GUEST ROOM RATES
STANDARD SUPERIOR DELUXE EXECUTIVE LEVEL
(%) (%) (%) (Based on availability)
Single Double Triple Quad
Rates Commissionable: Yes or No Commission % or Amount:
**Note: Commission is not paid on staff rated rooms.
Commission Payable to:
SPECIAL RATES:
(#) Upgrades to _______ at $rate
(#) Staff rooms at $rate
_____ suite at $rate
ARRIVAL/DEPARTURE PATTERN (As of ):
DAY DATE
COMMITTED ARRIVAL
DEPARTURE RESERVED
PRE-CON #S
Double Occupancy Percentage:
CHECK-IN:
Major arrival date is: .
Percentage of attendees who will be arriving via commercial air:
Airport Transportation: On Own or Group Bussing arrival
Dates of Group Airport Transportation:
GUEST Drop off location(Group Organized Transportation): Taylor Street
LUGGAGE Drop off Location(Group Organized Transportation): Ellis Street(Garage)
First major function: EVENT in ROOM at TIME DAY, DATE
CHECK-OUT:
Major departure date is:
Airport Transportation: On Own or Group Bussing arrival
Dates of Group Airport Transportation:
Group Organized Transportation GUEST and LUGGAGE load location: Ellis Street(Garage)
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VIP
NAME/TITLE ARR DEP ROOM TYPE RATE COMMENTS
Mr. John Mazzoni,
Area Vice President &
Managing Director ETA: 2:30PM(Hotel Car)
ETD: 3:00PM(Premiere)
12/25 12/25 $1200.50
BILLING CODES
GPO GUEST PAYS OWN
RT ROOM/TAX TO MASTER ACCOUNT
RTI ALL CHARGES TO MASTER ACCOUNT
#NRT # NIGHTS ROOM/TAX TO MASTER ACCOUNT
#NRTI # NIGHTS ALL CHARGES TO MASTER ACCOUNT
OA OVER AND ABOVE 1 PER 50 COMP POLICY
COMP COMPLIMENTARY 1 PER 50 ALLOTMENT
ACCOMMODATION CODES
SR SMOKING ROOM
NS NON-SMOKING ROOM
HA SPECIAL NEEDS
EL EXECUTIVE LEVEL
ELB EXECUTIVE LEVEL BALCONY
B1 BUILDING 1
B2 BUILDING 2
B3 BUILDING 3
COMPLIMENTARY ROOMS
One complimentary room night will be provided for every fifty (50) revenue producing room nights utilized by group
attendees at the group rate. At date of printing, the following were the complimentary units earned by the group. This
figure will be affected by cancellations, no-show, early departures, and stay-overs. The following rooms should be
registered as complimentary and/or transferred to the master account at the indicated rate in descending order, based on
actual pick-up.
Total room nights as of //: ???
Earned comp units (Total room nights/51): ???
Complimentary rooms over & above 1 per 50: ???
NAME/TITLE ARR DEP ROOM TYPE RATE COMMENTS COMP
UNITS
Mr. John Mazzoni, 12/25 12/25 B1, PS2, NS $1200.50 20
ROOMS TO MASTER ACCOUNT
NAME/TITLE ARR DEP ROOM
TYPE
RATE COMMENTS COMP
UNITS
Mr. John Mazzoni 12/25 12/25 B1, PS2, NS $1200.50 20
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ROOMS DIVISION
FRONT OFFICE Extension 6355
Please refer to Group Information/Housing Information sections for specifics on arrival/departure flow.
Please verify reservations as listed in VIP/Complimentary/Additional Rooms to Master Account section to ensure all
information regarding arrival/departure dates and room assignments are input as listed.
Please ensure all individuals in the VIP section are pre-registered and key packets available at HHonors window.
SPECIAL CONCESSIONS:
SPECIAL NOTES:
The housing contact for this group is Name and can be reached at Phone Number.
Please deliver the following Front Office Reports to Name in the Room Location by Time on a daily basis for the
period Start Date through End Date :
-In-House Group Guest List -No Shows
-Arrivals List -Departures List
The following individuals who are not on Executive Level should receive access to the Lounge
-Name(s)
Please reserve (#) large security box(s) for use from Start Date to End Date. Name will arrange directly for this.
Please note that the group will require a cash advance in the amount of $______ for Registration/Miscellaneous
purposes on Day, Date at Time and billed to the Master Account.
OR
Please note that the group will need to cash a check in the amount of $______ for Registration/Miscellaneous
purposes on Day, Date at Time.
This will be arranged for by Name and the following denominations will be required:
Denominations Number Dollar Amount
Fifties
Twenties
Tens
Fives
Ones
Quarters
TOTAL
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BELL/DOOR SERVICES Extension 6006 Please refer to Group Information/Housing Information section for details on arrival/departure pattern.
CHECK-IN:
Group Luggage Handling: On Own OR Sponsored by Group.
Charge for Sponsored Luggage Handling: $
CHECK-OUT: Group Luggage Handling: On Own or Sponsored by Group.
Charge for Sponsored Luggage Handling: $
SPECIAL NOTES:
All room distributions must be approved by Name prior to distribution. All charges for distributions are the
responsibility of the individual unless approved by an authorized signer to the master account
Please reconfirm all distribution arrangements in terms of proper permission, items delivered, and final pricing
The following room distributions have been authorized in advance:
Day/Date Company Name Item(s) Desc. # of items In or Outside
Room
Cost/ per item/
Per room
Charged to
CONCIERGE Extension 6432
Please refer to the Group Information section for further details.
Please check the daily event sheets for the most current meeting information.
SPECIAL NOTES:
HOUSEKEEPING Extension 6009 Refer to the Group and Housing Information section for arrival/departure information.
Please provide turn-down service to those individuals listed in the VIP section of the resume.
Please coordinate special suite cleaning needs with Room Service for all VIP and Hospitality Suites.
Please refer to the Daily Event sheets for the most current meeting information.
SPECIAL NOTES:
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GUEST SERVICES DIVISION
GUEST SERVICE HOTLINE Extension 55
Hilton San Francisco provides a priority service line to expedite guest requests or concerns and can be reached by dialing
extension 55. The guest service hotline provides a quick and effective resolution to any difficulties guests may encounter.
SECURITY/SAFETY Extension 6200
For any medical emergency, please dial 444 on any house phone and it will immediately connect you with the
security control and communications.
In the case of injury, illness or unusual occurrence involving any attendee Security control will contact the Event Manager
immediately who will then notify the client.
Please refer to Limousine request forms for limousine reservations.
Please refer to Meeting Services section for specifics on re-keyed meeting rooms. Any re-keyed room will only be
accessed if authorized by the Event or Catering Manager for the group.
Please refer to Outside Vendors for outside Security firms, if applicable.
To ensure the safety of all our guests, beginning at 1:00AM until 6:00AM, the hotel conducts key checks at the main
entrance door where the guests will be asked to show their room key to the Security officer. Additionally, in the event a
guest misplaces their guestroom key, they will be required to show valid picture ID (convention badges are not considered
valid ID) to obtain a new key or have security access the guestroom.
SPECIAL NOTES:
PARKING GARAGE Extension 6341
Please refer to Group & Housing Information for details on the group and arrival/departure patterns.
Parking will be at prevailing rates.
SPECIAL NOTES:
Per the sales contract, this group receives ___ complimentary parking passes.
Per the sales contract, the group is to receive a special parking rate of _______.
BUSINESS CENTER Extension 6135
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Please expect (light, moderate, heavy) use of your services.
Please refer to the Accounting Section for the authorized signatures.
Although not operated by Document Technologies, in addition to full service Business Center in the main lobby, the hotel
also has a self-service business center on the fourth floor in Building 3, near the Union Square Rooms.
SPECIAL NOTES:
SPA FUSION Extension 5014
Spa Fusion provides a sanctuary of relaxation and renewal…an urban retreat blending Eastern healing traditions with
Western discoveries. Spa Fusion is a full service spa offering massages, facials, body scrubs, manicures, pedicures and
hair salon services.
SPECIAL NOTES:
HEALTH CLUB Extension 5014
Please refer to Group & Housing Information for details on the group and arrival/departure patterns.
Please expect (light, moderate, heavy) use of your services.
SPECIAL NOTES:
The following individuals are to receive complimentary access to the Health club:
-Name
BUDGET RENTAL CAR Extension 6146
Please refer to Hours of Operations page for further details.
TOWER TOURS (Bay Area Tours) Extension 6141
Please refer to Hours of Operations page for further details.
Travel Trader LLC Gift Shop Extension 6442
Please refer to Hours of Operations page for further details.
FOOD & BEVERAGE DIVISION
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CATERING GRID
The grid below contains the catered events and total estimated number of guests for each type of event. The grid lists total
numbers as well as the numbers for the Main and Affiliate functions. The figure in parentheses indicates the number of
separate events comprising the total.
DAY/DATE COFFEE
(AM) COFFEE
(PM)
BREAKFAST LUNCHEON RECEPTION DINNER
Sat, June 16 TOTAL
Main
Affiliate
1000
750
250
1000
500
400 (2) - (1) CB
100 (5) - (4) CB
800(COD)
1400 (12)
Sun, June 17 TOTAL
Main
Affiliate
Mon, June 18 TOTAL
Main
Affiliate
Tue, June 19 TOTAL
Main
Affiliate
Tue, June 19 TOTAL
Main
Affiliate
COD: Cash on Delivery function
CB: Continental Breakfast
R: Reception is Beverages/Beverages with Light Snacks ONLY
D: Dessert Reception
OR
There are no official or affiliate sponsored banquet activities during this event.
BANQUETS Extension 6222
Please refer to the Group Information section of the resume, Event Orders and Daily Event Listing for more information.
Attendance guarantees are to be communicated in advance to the Catering Manager by 10:00AM forty-eight (48) hours or
two (2) working days prior to the event. This number will be considered a guarantee, not subject to reduction, and
charged accordingly.
SPECIAL NOTES:
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OUTLET GRID Listed below is a grid of estimated outlet activity; we can expect over the main dates of the event.
Day /Date Breakfast Lunch Dinner Lounges
Please use Light, Medium or Heavy
SPECIAL NOTES:
OUTLETS
Please refer to the Outlet Grid for the estimated activity level in the outlets.
Please review the Daily Events and above Catering grid for additional information to determine peak periods of restaurant
and lounge traffic.
SPECIAL NOTES:
List here any official functions conducted in an outlet (i.e., Executive Committee Dinner in Cityscape with time and
number of people).
HOSPITALITY/ROOM SERVICE Extension 6162
Ms. Theresa Carias, Catering Manager, is coordinating all associated and affiliate-sponsored hospitality suites.
She can be reached at extension 7706. Additional changes or inquiries can also be directed to Mr. Ron Allen,
Room Service Manager, at extension 6162 or 7779.
The VIP form for Mr./Ms. has been routed.
SPECIAL NOTES:
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MEETING SERVICES DIVISION
EVENT SERVICE MANAGER(S)
In addition to the Event Services and Catering managers who are the main contacts for the event, additional support
for your groups will be provided by the Event Service Managers. Any service request can be made through the Event
Service Manager for handling and follow-up. In conjunction with the Event Services and Catering Managers, our Event
Service Managers work directly with all the key departments of our hotel to ensure that your needs are being met .
Mr. Jeff Andrews (Hotel Nextel #186), Ms. Lisa Wong (Nextel #164), and Ms. Chris Bennett (Nextel #187) rotate
floor coverage and wear distinctive navy jackets that easily identify them as a team member of the Hilton San Francisco.
RE-KEY SCHEDULE
The Hilton San Francisco will provide the following keys for public meeting space to be used during the dates as
indicated below. All keys must be returned directly to the Event Services or Catering Departments prior to departure.
Failure to return keys will result in a charge of $100.00 per key which will be charged to the group’s master account or the
individual’s guest account.
The Hilton San Francisco cannot be responsible for the safekeeping of items in the public meeting space. Accordingly,
the above group acknowledges that they will be responsible for providing security for any thereof and hereby assumes the
responsibility of loss thereof.
ROOM START(Day, Time) END (Day, Time) # KEYS SPC/REG CHARGE
Powell Sat, 5/10, 5:30PM Sun, 5/11,5:30PM 5 SPC $100
Bill above rekey charges to: MA# GITF
Please give keys to: Lisa Russi – Event Manager
BALLROOM OPERATIONS (SOUND & LIGHTING) Extension 6373
All sound, lighting, mechanical, rigging, and electrical needs are to be handled through the Hotel’s Ballroom Operations
Department.
Please refer to the Outside Vendor section for production contact information, if applicable.
Please refer to the group Banquet Event Orders for requested services.
Please refer to the Re-key Schedule and apply the appropriate charges.
SPECIAL CONCESSIONS:
SPECIAL NOTES:
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MEETING SERVICES DIVISION
AUDIO VISUAL Extension 6363
Presentation Services will be handling the projection requirements for all the events, the breakouts only, the main sessions
only for the group.
Please refer to the group Banquet Event Orders or client specifications for requested services.
Or
_________________is the official vendor handling the audio visual requirements for. The contact person is
Mr./Ms._________________ who will be located in ____and can be contacted at_______.
TELECOMMUNICATIONS Extension 6321
There are no telecommunications requirements from the client at this time.
OR
The following telecommunications requirements are requested:
Purpose Location Install
Date/Time
Tear-out
Date/Time Item Phone # Price
Registration
Plaza A Fri, June 6
8:00AM
Wed, June 11
3:00PM
2- DID w/single line set
1-Fax line
923-7556
923-7557
923-7588
$300.00
Storage
Plaza B Fri, June 6
8:00AM
Wed, June 11
3:00PM
2- DID w/single line set 923-7556
$300.00
Note: Out-going calls accessed with prefix 9(Local); 9+1(Long Distance).
*Indicates sub master account billing to #______
The above charges are for installation of lines only. All out-going phone calls subject to the following access
charges:
Local: $1.00 + $.10 per minute after 60 minutes.
800/888/877: $1.00 under 60 minutes. $.10 per minute after 60 minutes.
Directory Assistance: Local - $1.00 & Long Distance - $2.00
Long Distance: A T & T operator assisted rate less 50% service charge.
Calling Cards: $1.00 under 60 minutes. $.10 per minute after 60 minutes.
SPECIAL NOTES:
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OFFICE EQUIPMENT
The following office equipment requirements are requested from Pacific Business Machines:
Location Install
Date/Time
Pick-up
Date/Time Item Price
Delivery
Charge
Green Room Sat, 5/24, 8AM Fri, 5/30, 3PM 1 HP5M laser printer
1 Canon NP Copier
$250
$550
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FACILITIES (MEETING ROOM SET-UP)
Any changes to meeting room sets should be given to the Event Services or Catering contact who will then forward the
information to the Facilities department.
Please refer to the Event Orders for special instructions.
Please refer to the Exhibit Move-in/out section for all details pertaining to the exposition, if applicable.
Please refer to the Re-Key Schedule. Access to these rooms will be limited to those times it is occupied.
Please note that all meeting rooms are non-smoking.
SIGNAGE
No signs or posters are allowed in the Main Lobby.
Signage on the meeting room levels will be permitted upon approval from Event Services.
Signage for Hospitality Suites will be permitted upon approval from the client and as conveyed to Event Services.
No signs, posters or printed material will be allowed to be pinned, taped, or affixed in any way to doors, walls or ceilings
on guest room or meeting room levels. Please refer all requests for signage to the Event Services Department.
LOADING DOCK Extension 7722
Dock Time Requested Move To/Fr Item Vendor/Shipper
In Date In Time Out Day Out Time
Plaza B Freight United Fri, 6/6 8am-3p Wed, 6/11 12p-10p
In Date In Time Out Day Out Time Calif Rm*
5/5, 10A Official Matrls Yellow Freight
Fri, 6/6 8am-12nn
In Date In Time Out Day Out Time Grand Deco Load-in GES
In Date In Time Out Day Out Time Grand Exhibitor Load-in GES/Indiv
*Hotel Package Room to move item(s) to final location
SPECIAL NOTES:
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PACKAGE ROOM Extension 6211
Please refer to hours of operation sheet for details on package express hours. Hours can be adjusted with sufficient
advance notice in order to better serve group needs.
There will be --LIGHT, MODERATE, HEAVY-- use of your services throughout this convention. Prevailing charges
will apply for the group. Official convention movement will be posted to the Master Account. Participants and exhibitors
requesting Package Express services will be responsible for their own charges.
SPECIAL NOTES:
Please expect deliveries for the main contact Mr./Ms. ____________
To assist –NAME OF GROUP-with your official deliveries/parcel movements, we will prioritize your requests for
box movements during the following dates and times:
Monday, July 14 8am-12nn
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OUTSIDE VENDORS
The following outside vendors will be providing services for the client. Please refer any specific question regarding these
vendors to the Event or Catering Manager.
Vendor Type: Company:
Contact: Phone/e-mail:
Signed Agreement on file: Yes/No or Not applicable Date Signed:
Vendor Type: Company:
Contact: Phone/e-mail:
Signed Agreement on file: Yes/No or Not applicable Date Signed:
Vendor Type: Company:
Contact: Phone/e-mail:
Signed Agreement on file: Yes/No or Not applicable Date Signed:
Vendor Type: Company:
Contact: Phone/e-mail:
Signed Agreement on file: Yes/No or Not applicable Date Signed:
Vendor Type: Company:
Contact: Phone/e-mail:
Signed Agreement on file: Yes/No or Not applicable Date Signed:
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ACCOUNTING
The following Master Accounts have been established:
Main Block: CODE
Main Block(RT to Master)
Staff/VIP Block CODE
Affiliate Group: CODE
MASTER ACCOUNT BREAKDOWN Each of the master accounts established will be sub-divided as follows:
Room and Tax (individual folios as back-up)
Food and Beverage (individual banquet checks as back-up)
Sound and lighting
Audio Visual (Presentation Services only)
Business Center
Bellman charges
Package room charges
Other Miscellaneous charges
Mr. Hugh Fitzgerald: Please establish a time at the pre-convention meeting with Name to review the master account.
Please have all appropriate documentation available at this time.
SPECIAL NOTES:
AUTHORIZED SIGNATURES
The following individuals are authorized to sign to the appropriate master account for the specified charges:
Authorized Signer Name Master Account Which charges (All, Business Center)
No persons, except those mentioned above, may sign anything to the master account.
RENTAL CHARGES
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Meeting Room Rental Charge:
Exhibit Rental Charge:
ATTRITION
Per the terms of the Sales Contract, GROUP has agreed to guarantee PERCENTAGE(PERCENTAGE ROOM NIGHTS)
of its commitment of TOTAL room nights. Should actual pick-up fall below the MINIMUM ROOM NIGHT NUMBER,
then the following formula will apply to determine any applicable charges to be billed to the Master Account:
_____Room Nights – Actual Number of Room Nights X $ ____Average Net Rate = Attrition charges
At date of printing of this resume, the attrition amount due is $______________. The final number for liquidated
damages, if any, will be calculated by the Event Manager.
Food and beverage minimum is as follows:
PRE-PAYMENTS
Advance Deposits received:
Advance Attrition payment received:
_____ Percent of the master account is due before departure.
Payment of the Master Account is due upon receipt.
BILLING ADDRESS
Please send one copy of the full master account to:
Name
Title
- Contact Information forwarded separately