HomeMy WebLinkAboutHilton Garden Inn - Function Agreement (Rental)Hilton
Garden Inn
FUNCTION AGREEMENT
The function space and food and beverage functions listed below will be considered definite commitments upon signing of
this Agreement.
DESCRIPTION OF GROUP AND EVENT
ORGANIZATION: Yakima Police Department
ADDRESS:
CONTACT: Miles Imbery
PHONE NUMBER: 509-306-3804
EMAIL: Miles,imbery@yakimawa,gov
HOTEL CONTACT INFORMATION
HOTEL: Hilton Garden Inn Yakima
ADDRESS: 401 East Yakima Avenue, Yakima, WA, 98901
CONTACT: Dena Johns
PHONE NUMBER: 509-454-1111
EMAIL: Dena.Johns@Hilton.com
FUNCTION SPACE & MEETING ROOM RENTAL
DAY
DATE
START
END
FUNCTION '
ROOM
SETUP
ATTD
RENTAL
Monday
Aug 7,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
$150.00
Tuesday
Aug 8,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
Waived
Wednesday
Aug 9,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
$150.00
Thursday
Aug 10,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
Waived
Friday
Aug 11,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
$150.00
Monday
Aug 14,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
Waived
Tuesday
Aug 15,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
$150,00
Wednesday
Aug 16,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
Waived
Thursday
Aug 17,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
50
$150.00
Friday
Aug 18,23
TBD
TBD
Meeting
Cascade Ballroom
Classroom
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 rental 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 N/A 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
rental and audiovisual costs. Current Food & Beverage sales tax of 8.3% will apply.
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.
Signage 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 -authorize your 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 Hotel's 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 an 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, employees, and agents, such individuals are acting within the scope of their
employment or agency, as applicable.
AMERICANS 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.
SIG NATURE
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 Police Department have agreed to and have executed this Agreement by their
authorized representatives as of the dates indicated below:
Approved and authorized by Yakima Police Department Approved and authorized by Hate.:
Robert w. ffar ison
Signature:
Date:
Name:
Title:
Kober: W. Harrison (May 22, 2023 10:10 PDT)
May 22, 2023
Robert Harrison
City Manager
CITY CONTRACT NO:
Contract: 2023-084
RESOLUTION NO:
Signature:
Date:
Name:
Title:
i1 I/i I, .ki / I /
Mob /2'�
Dena Johns
Area Director of Sales and Catering
Facility
I o
Final Audit Report
e
ent
OS
d
2023-05-22
rain
Created: 2023-03-16
By: Tory Adams (tory.adams@yakimawa.gov)
Status: Signed
Transaction ID: CBJCHBCAABAALgy41 mKsfgwbGhH20n4etgo5UyroS2pf
"Facility Use Agreement - YPD Hosted Training I SPI Homicide"
History
i Document created by Tory Adams (tory.adams@yakimawa.gov)
2023-03-16 - 10:30:19 PM GMT
Document emailed to Matthew Murray (matt.murray@yakimawa.gov) for signature
2023-03-16 - 10:35:18 PM GMT
Email viewed by Matthew Murray (matt.murray@yakimawa.gov)
2023-03-17 - 4:32:25 PM GMT
Matthew Murray (matt.murray@yakimawagov) has reviewed and explicitly agreed to the terms of use and to do
business electronically with City Of Yakima
2023-03-17 - 4:32:45 PM GMT
Document e-signed by Matthew Murray (matt.murray@yakimawa.gov)
Signature Date: 2023-03-17 - 4:32:45 PM GMT - Time Source: server
El, Document emailed to jennifer.ferrer@yakimawa.gov for signature
2023-03-17 - 4:32:46 PM GMT
f„Email viewed by jennifer.ferrer@yakimawa.gov
2023-03-17 - 10:06:31 PM GMT
ei Email viewed by jennifer.ferrer@yakimawa.gov
2023-05-16 - 6:21:26 PM GMT
G Signerjennifer.ferrer@yakimawa.gov entered name at signing as Jennifer Ferrer -Santa Ines
2023-05-16 - 6:22:52 PM GMT
Powered by
Adobe
Acrobat Sign
Pe Jennifer Ferrer -Santa Ines (jennifer.ferrer@yakimawa.gov) has reviewed and explicitly agreed to the terms of
use and to do business electronically with City Of Yakima
2023-05-16 - 6:22:54 PM GMT
Document e-signed by Jennifer Ferrer -Santa Ines (jennifer.ferrer@yakimawa.gov)
Signature Date: 2023-05-16 - 6:22:54 PM GMT - Time Source: server
Document emailed to bronson.faul@yakimawa.gov for signature
2023-05-16 - 6:22:55 PM GMT
t Email viewed by bronson.faul@yakimawa.gov
2023-05-16 - 6:39:09 PM GMT
Signer bronson.faul@yakimawa.gov entered name at signing as Bronson Faul
2023-05-16 - 6:39:39 PM GMT
Po Bronson Faul (bronson.faul@yakimawa.gov) has reviewed and explicitly agreed to the terms of use and to do
business electronically with City Of Yakima
2023-05-16 - 6:39:41 PM GMT
Document e-signed by Bronson Faul (bronson.faul@yakimawa.gov)
Signature Date: 2023-05-16 - 6:39:41 PM GMT - Time Source: server
El Document emailed to bob.harrison@yakimawa.gov for signature
2023-05-16 - 6.39:43 PM GMT
t t Email viewed by bob.harrison@yakimawa.gov
2023-05-22 - 5:09:47 PM GMT
r*ro Signer bob.harrison@yakimawa.gov entered name at signing as Robert W. Harrison
2023-05-22 - 5:10:32 PM GMT
Robert W. Harrison (bob.harrison@yakimawa.gov) has reviewed and explicitly agreed to the terms of use and to
do business electronically with City Of Yakima
2023-05-22 - 5:10:34 PM GMT
Document e-signed by Robert W. Harrison (bob.harrison@yakimawa.gov)
Signature Date: 2023-05-22 - 5:10:34 PM GMT - Time Source: server
Document emailed to Silvia Corona (Silvia.Corona@yakimawa.gov) for approval
2023-05-22 - 5:10:35 PM GMT
Email viewed by Silvia Corona (Silvia.Corona@yakimawa.gov)
2023-05-22 - 5:39:23 PM GMT
Powered by
Adobe
Acrobat Sign
Pe Silvia Corona (Silvia.Corona@yakimawa.gov) has reviewed and explicitly agreed to the terms of use and to do
business electronically with City Of Yakima
2023-05-22 - 5:48:22 PM GMT
Document approved by Silvia Corona (Silvia.Corona@yakimawa.gov)
Approval Date: 2023-05-22 - 5:48:22 PM GMT - Time Source: server
Agreement completed.
2023-05-22 - 5:48:22 PM GMT
Powered by
Adobe
Acrobat Sign