HomeMy WebLinkAboutContract 40285cmr sECREraRr��,,"",�
CONTRACT
Hilton
Arlington
Page 1
May 18, 2010
Fort Worth Police Department/City of Fort Worth
350 W Belknap Ave
Fort Worth, TX 76102
Dear Fort Worth Police Department/City of Fort Worth,
We are so pleased you have chosen the Hilton Arlington to host the upcoming Regional Human
Trafficking Conference! Thank you for selecting us and be assured that no efforts will be spared to
make this event successful. We are tentatively holding space for the following function:
Date
Time
Event
Room
Guest Count
0602202010
7:30-8:30am
Registration
Grand Foyer
06.22.2010
7:30-8:30am
Breakfast
Grand Foyer
300
0602202010
8:30am-5:OOpm
Meeting
Grand Ballroom-
Setup Classroom
Style
300
06.22.2010
10:3041:OOam
AM Break
Grand Foyer
300
06.22.2010
12:004:00 m
Lunch
Working Lunch
300
06.22.2010
3:00-3:30 m
PM Break
Grand Foyer
300
A 1000.00 deposit and the signed contract are required to confirm your function these are due no
later than May 28, 2010 to hold the space on a definite basis. All deposits are applied towards the
balance and are non-refundable and non -transferable.
Aini mmum of $8000.00 subject to service charge and applicable tax will be spent at your function.
This minimum does not include cash bar, security fees, audiovisual or any other miscellaneous charges
incurred. Should your final count drop below the approximate number of guest listed above, we
will be happy to advise you on additional alternatives in food which will bring you to the agreed
upon minimum revenue for your function.
The Fort Worth Police Department/City of Fort Worth agrees that if they cancel this agreement for
any reason, the hotel will suffer damages. The closer in time the cancellation occurs, the gxeater t
damages will be. Therefore, should they decide to cancel this event after the contract is signed, AD
they agree to pay Hotel at the time of cancellation a liquidated fee as follow::,
After the contract is signed and less than: CITY SEGI�� 9 ARY
FT. WORTH, TX
06-07-10 PO4�53 IN
Fort Worth Police Department/City of Fort Worth- Contract - Page 2
I Month prior to arrival date. • $8000.00 (100vo of total anticipated revenue
Please lnitial x
Food or beverage from any outside sources will not be permitted This policy applies to all in
attendance. In addition, no remaining food or beverage shall be removed from the premises. At the
conclusion of the function, such food and beverage becomes the property of Hotel. Exceptions to
this policy would be a specialty cake.
To provide you with the best food product and service possible, we require all arrangements
regarding menu selection, room set-up and audio visual equipment be finalized no later than
Friday, May 21, 2010.
The hotel needs to be notified as to the exact number of attendees five (5) business days prior to
the event- Wednesday, June 16, 2010. This number will be considered a guarantee and is not
subject to reduction. If the guaranteed attendance is not received in the Catering Office five
business days prior to the event, the expected number of people will serve as the guarantee.
High Speed Internet
• High speed internet is available through our preferred vendor iBAHN for both guest -rooms
and meeting space.
• Internet fees for guest -rooms and meeting space vary and are subject to local tax.
Payment
Payment of all estimated charges is due five L) business days prior to the event. If payment is made
by check, complete payment is required fourteen (14) days prior to the event. In addition a credit
card authorization form is required to guarantee any balance upon conclusion of the event; you may
pay by cash. If no payment is received your credit card will be charged the following business day.
Hotel Contact/Notices
All notices, offers, acceptances, requests and other communications hereunder shall be in writing
and shall be deemed to delivered if hand delivered or sent by Federal Express, or certified or
registered mail to the Group contact on the first page of this agreement. If to the hotel, to the
following address: 2401 East Lamar Boulevard, Arlington, TX 76006, Attn: Jenn Andes. Hotel may
change hotel's designated contact at any time upon notice. Hotel will not be bound by any notice
unless delivered to hotel in the manner specified herein.
Force Majeure:
The performance of this Agreement is subject to any circumstances making it illegal or impossible
to provide or use Hotel facilities, including Acts of God, war, government regulations, disaster,
strikes, civil disorder or curtailment of transportation facilities. This Agreement may be terminated
for any one of the above reasons by written notice from Hotel.
Guest Rooms:
Please See provided "Letter of Intent" offer.
2401 E. Lamar Blvd, Arlington, Texas 76006
Te1:817-640-4712 Fax:817-633-0243
Reservations: www.hilton.com or 1-800-HILTONS
Fort Worth Police Department/City of Fort Worth- Contract - Page 3
Damage Clause
To the extent allowable by law client agrees to be responsible for any damage to the function room
or any other part of the hotel by the customer, his guest, employees, independent contractors or
other agents under customer's control. Please keep your catering department informed of your
decorating plans. These must meet the Arlington Fire Department safety regulations. The hotel
does not permit affixing anything to the walls, floors or ceilings of function rooms with nails,
staples or tape. Bird seed, rice, confetti or sparklers are not allowed in the hotel. Any unauthorized
use will be subject to a $1,000.00 clean up fee. The Hilton Arlington does not assume responsibility
for damage or loss of equipment, materials or property brought onto the premises and left
unattended.
Shipping and Packages
In the event the group will be shipping packages to the hotel, the group must notify their hotel
contact at least one week in advance. All packages sent to the hotel must include the name of the
group, date of program and number of items. The hotel has a package handling fee of $5.00 per
box/package. Shipment should arrive no earlier than three (3) days prior to event. Hotel has no
liability for the delivery, security or condition of the packages.
Transportation
Hotel provides transportation to and from DFW International Airport via hotel van from lam to
lOpm. A nominal fee of $5 per person, each way will apply.
We are looking forward to having you here with us and to receiving your confirmation soon. We
can assure you of the finest food, service and facilities in the area.
Y�
J
-Catering Sales Manager
Client -Fort Worth Police
Director of Catering Initial's
9 OF
2401 E. Lamar Blvd, Arlington, Texas 76006
Te1:817-640-4712 Fax:817-633-0243
Reservations: www.hilton.com or 1-800-HILTONS
CITY OF FORT WORTH
Jeffrey W. Halstead
Chief of Police
Signature: qw.
Date: 57 20010
Tom Higgins
Assistant City Manager
Signature:
Date:
APPROVED AS TO FORM AND
LEGALITY:
Monica Wofford Wood
Assistant City Attorney
Signz
Date:
ATTEST:
City Secretary
Authority
M&C: Not Reduired
Contract Number: S