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Garden Inn.
FUNCTION AGREEMENT
The function space and food and beverage functions listed below will be considered definite commi
this Agreement.
DESCRIPTION OF GROUP AND EVENT
ORGANIZATION: Yakima Police Department
ADDRESS:
CONTACT: Miles Imbery
PHONE NUMBER: 509-306-3804
EMAIL: Mles,imbery@yakimaa.gov
HOTEL CONTACT INFORMATION
HOTEL:
ADDRESS:
CONTACT:
PHONE NUMBER:
EMAIL:
Hilton Garden Inn Yakima
401 East Yakima Avenue, Yakima, WA, 98901.
Dena Johns
509-454-1111
Dena.Johns@H'ilton.com
FUNCTION SPACE & MEETING ROOM RENTAL
e
upon signing of
DAY DATE START
Monday Aug 7,23 TBD
Tuesday Aug 8,23
Wednesday Aug 9,23
Thursday Aug 10,23
Friday Aug 11,23
Monday Aug 14,23
Tuesday Aug 15,23
Wednesday Aug 16,23
Thursday Aug 17,23
Friday Aug 18,23
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
END
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
FUNCTION
Meeting
Meeting
Meeting
Meeting
Meeting
Meeting
Meeting
Meeting
Meeting
Meeting
ROOM SETUP ATTD RENTAL
Cascade Ballroo C++ 50 $15a00
Cascade Ballroom ++ 50 Waived
Cascade Ballroom ++ 50 $150„00
Cascade Ballroom + 50 l Waived
Cascade Ballroom ++ 50 $150.00
Cascade Ballroom ++ 50 I Waived
Cascade Ballroom Classroom 50 $150.00
Cascade Ballroom Classroom 50 Waived
Cascade Ballroom Classroom 50 $150.00
Cascade Ballroom C<iassroom 50 Waived
Room Rental: Based on the Group's requirements as the Group have indicated them to be, the Hotel has reserved the outlined
program of function space needs. Based on food and beverage usage as Indicated in this Agreement and the other anticipated
revenues that the Hotel will realize from this event, the function space for the Group's program will be reduced to the above
amounts.
Room rent ai fees are determined upon original` program details. Revisions from the original Agreement may necessitate a
revision in room rental fees, 8,3% tax and 20%service charge are added to all room rental fees,
Room Assignments: The Catering Department reserves the right to reassign functions rooms to best service and utilize space
according to the final guaranteed number of guests.
Labor Charge: In the case on -site changes are requested, additional labor fees may be assessed.
FOOD AND BEVERAGE.
Food & Beverage Minimum: The Hotel has a food and beverage requirement of NIA for this event. If minimum is not met,
the difference will be charged as additional meeting room rental.
Food & Beverage; Because of market fluctuations, all prices are subject to change. Should the Hotel's prices increase, written
notification will be given. Outside food and beverage is prohibited and the Hotel cannot permit the removal of any foods
provided by the Hotel,
Tax & Gratuity: To ensure the superior service of the Hotel, 20% service charge will be added to all food, beverage, room
apply,
rental and audiovisual costs. Current Food & Beverage sales tax of 8,3
Guarantee: In order to provide for all attendees,. a guaranteed count will be needed 72 hours in advance of the function.
Unfortunately, this number may not be reduced. should the Group be unable to provide the Hotel with a count, the Hotel will
refer to the originally contracted number and prepare accordingly. This will ensure the comfort of all In attendance.
MISCELLANEOUS
Parking: Self -parking Is $10.00 for overnight guests and is on a space available basis. Any parking fees are the responsibility
of the individual unless otherwise noted,
Boxes: The Hotel will gladly receive the supplies necessary for any function. The shipment of such material will be accepted
no sooner than 3 days prior to the function. A nominal -handling fee of $5.00 per box, up to 50 lbs., ensures their delivery to
the Group's preferred location,
slgnage and Banners: Signs and banners are not permitted in the Hotel's lobby. In an effort to maintain appearances, the
attachment of these Items to function walls, floors, ceilings or curtains Is also prohibited. Should these restrictions be of
concern, please discuss them with your Catering Manager.
BILLING ARRANGEMENTS
Unless you have established credit In advance with us, you will pay the entire Agreement price In cash or by certified check at
least five(5) days prior to our function or by personal bank check two (2) weeks prior to your function. If you prefer, all charges
can be paid by credit card, Hotel accepts American.Express, Diners Club, Discover Card, JCB International, Mater Card or Visa.
If credit has not been approved for your function, you will provide us with the credit card to which all estimated master account
charges will be charged to.
The Hotel will pre -authorize the credit card five(5) business days prior to the start of your event for the full amount of the
event. If the Hotel is unable to pre-authorizeyour credit card at this time, your event may be cancelled unless another card Is
provided for pre -authorization that day. Actual=charges will be settled at the completion of the event.
PERFORMANCE & CANCELLATION POLICY
The rates offered by the Hotel are based in part 'upon the total gross revenue anticipated by us from the Group's agreement
to use and pay for the rooms and events listed in this agreement. The Group agrees and understands that In the event of a
cancellation or lack of full performance by the Group, the Hotels actual damages would be difficult to determine, Therefore,
the Group has agreed to pay reasonable liquidated damages to the Hotel for cancellation or lack of performance as described
In this paragraph. Cancellation damages will be calculated as a percentage, based on the date of cancellation listed below, of
total anticipated gross revenues from contracted food and beverage and meeting room rental listed above,
Date of Cancellation Percentage owed
Date of signing to 90 days In advance of arrival 50%
89 days to 45 days in advance of arrival 65%
less than 44 days in advance of event 80%
FORCE MAJEURE
The performance of this Agreement Is subject to any circumstance making it Illegal or impossible for either party to perform
this Agreement, Including, but not limited to; acts.of God, shortage of commodities or supplies to be furnished by the Hotel,
governmental authority or war in the United States. This Agreement may be terminated for any of the above reasons by
written notice from either party.
INDEMNIFICATION
Each party hereby agrees to indemnify, defend and hold the other harmless from any loss, liability, costs or damages arising
from actual or threatened claims or causes of action resulting from the gross negligence or Intentional misconduct of such
party or its respective officers, directors, employees, agents, contractors, members or participants (as applicable), provided
that with respect to officers, directors, e
employment or agency, as applicable,
gents, such individuals are acting within the scope of their
N WITH DISABILITIES ACT
Both the Group and the Hotel shall be responsible for compliance with the public accommodation requirements of the
Americans with Disabilities Act as defined by law, The Hotel shall provide, to the extent required by the Act, such auxiliary
aids and/or services as may be reasonably,requested by the Group, provided that the Group gives reasonable advance written
notice to the Hotel of such needs. The Group shall be responsible for the cost of any auxiliary aids and services (including
engagement of and payment to specialized service providers, such as sign language interpreters), other than those types and
quantities typically maintained by the Hotel.
SIGNATURE
This Agreement, with exhibits attached (If any}, constitutes the entire agreement between the parties and may not be
amended or changed unless done so in a writing signed by the Hotel and the Group. The undersigned represent that they are
authorized to sign and enter into this Agreement. To guarantee rates quoted, the availability of sleeping rooms requested,
and all other terms of this Agreement must be signed and returned to the Hotel by March 8, 2023 or the rooms may be
cancelled:
ACCEPTED AND AGREED TO
The Hilton Garden Inn — Yakima and Yakima Pollee Department have agreed to and have executed this Agreement by their
authorized representatives as of the dates indicated below
Approved and authoed by Yak
Signature:
Date:
Named
Title::
Robert Harrison
City Ma nag
CITY CONTRACT NO:
RESOLUTION NO
Approved and authorised by Hot
Signature:
Title:
Dena Johns
Area Director of Sales and Catering