GEOLOGICAL
SOCIETY OF AMERICA
20xx (section name) SECTION MEETING
Contract
For Hotel Services
| OFFICIAL MEETING TITLE: |
20XX Geological Society of America |
| |
(section name) Section Meeting |
| SOCIETY CONTACT: |
(chair name), or designee
(title)
(company or university)
(address)
(city, state, zip) |
| TELEPHONE: |
(phone) |
| FAX: |
(fax) |
| E-MAIL: |
(email) |
HOTEL CONTACT:
Name
Title
Hotel Name
Street Address
City, State, Zip |
|
| SALES TELEPHONE: |
|
| SALES FAX: |
|
| E-MAIL: |
|
| OFFICIAL MEETING DATES: |
|
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(1) GUEST ROOM BLOCK COMMITMENT:
The HOTEL agrees
to hold and reserve the following number of sleeping rooms and suites
for the specified dates for the exclusive use of the Geological
Society of America (“GSA”) and its meeting’s attendees as needed.
This block is based upon the history of GSA’s meeting and the number
of rooms being blocked in the city. Except, as otherwise expressly
set out in this contract, HOTEL may not reduce the room block without
the express prior written consent of GSA.
HOTEL will not offer a room block or suites, for
the period beginning three days before and ending three days after
the meeting dates referenced below, to any group related to the
geological field without the prior written permission of GSA.
The estimated room block by day follows:
| Day |
Wed |
Thurs |
Fri |
Sat |
Sun |
Mon |
Tues |
Wed |
Thurs |
| Date |
|
|
|
|
|
|
|
|
|
| % of Peak |
3% |
13% |
60% |
90% |
100% |
100% |
65% |
13% |
3% |
| Total |
XX |
XX |
XX |
XX |
XX |
XX |
XX |
XX |
XX |
| Peak Room Commitment |
XXX |
| Anticipated Total Room Nights |
XXX |
COMPLIMENTARY SUITES:
The HOTEL agrees to block the following number
and types of suites for use by GSA. The bedroom count of this suite
commitment is included in GSA's previously identified room block.
The parlor count of this suite commitment is not included in the
previously identified room block. These suites are provided complimentary
as per item number (4) of this contract.
| Type |
# Of Suites Held |
Bedrooms |
Arrival |
Departure |
| Presidential |
1 |
1 |
Thurs., XXX |
Thurs., XXX |
(2) REVIEW AND RELEASE DATES/GUEST
ROOM ATTRITION:
Changing circumstances may indicate a need
to reduce the guest room block or adjust the arrival/departure pattern.
It is agreed that this contract shall be reviewed on the Review
Dates listed below. On these dates, an evaluation of the room block
commitment will be made by averaging GSA’s historical data from
the three most recent section meetings. At this time, the room
block may be reduced without liability. Space, (in square footage,
but not in the number of meeting rooms,) must also be returned to
hotel for the same proportionate amount as the rooms reduction,
if rooms reduction exceeds allowable amount stated below. The
room block established on MONTH,
DAY, YEAR, (last date below) will
be known as the Final Review Date and
the block set on this date will be known as the Final Room
Block. Attrition, if any, will be based on the Final
Room Block established on MONTH,
DAY, YEAR.
| |
Allowable Reduction (%) |
Review Date |
| First Review Date |
XX% |
MONTH, DAY, YEAR |
| Final Review Date |
XX% |
MONTH, DAY, YEAR |
No attrition damages
will apply if GSA’s cumulative guestroom pick-up
of occupied or paid for rooms is 80% or above of Final Room Block. If GSA’s cumulative pick-up is below 80% of the Final Room Block, attrition damages will apply. It is at
the HOTEL’s discretion to pursue collection of damages.
Damages will be based on a formula
to represent lost profit from unsold rooms. This amount will be
calculated by multiplying 75% of the single group rate by the number
of unsold rooms in the final room block less attrition allowed.
Damages are subject to Hotel’s duty to make reasonable
efforts to mitigate its damages. All Hotel records relating to Hotel occupancy,
mitigation of damages and overall attrition will be made available
to GSA upon request in order to substantiate
the accuracy of the HOTEL’s claim for damages.
As an additional accommodation to GSA,
HOTEL agrees that, to the extent that the HOTEL is able to "resell"
any rooms, or that rooms are not available for sale, the Attrition
damages will be reduced by 75% of the single group rate multiplied
by the number of rooms resold or not available for sale. The
determination of whether room nights have been "resold" will be
made on a "last-sale" basis, separately for each day of the Room
Block.) Together with its invoice for the Attrition damages, HOTEL
will submit to GSA a copy of the city ledger occupancy report documenting
whether any rooms (and if so, how many) were resold and whether
any rooms (and if so, how many) were not available for sale.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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Date: ___________________ |
Date: ___________________ |
(3) ROOM RATES:
The HOTEL and GSA acknowledge that the meeting
specified in this contract is being held at the HOTEL in MONTH,
YEAR. If the meeting were to be held in the same time frame
of 20XX, the confirmed sleeping
room rate would be as follows per room night.
| 20XX
MEETING RATES |
| ROOM TYPE |
ROOM RATE |
| Single |
$XXX |
| Double |
$XXX |
| Additional Person |
$XXX |
| One Bedroom Suite |
$XXX |
| Two Bedroom Suite |
$XXX |
Further, the hotel and GSA mutually agree that the actual sleeping room
rate for the meeting as specified in this contract will be negotiated
by both parties, in good faith, not later than 18 months prior to the
first meeting date as specified in this contract on or before MONTH,
DAY, YEAR. The above referenced Group rates represent a XX%
discount off our current corporate rate of $ XXX.
HOTEL will offer GSA the same discount off its 20XX
corporate rate, or the above meeting rates plus an increase no greater
than 3% annually, whichever is lower. In addition, there will be no mandated
additions to the room rate (unless mandated by law).
Rates are subject to and do not include applicable taxes, currently XX%
The HOTEL guarantees there will be no special promotional
rates, or group rates for comparable business, from Friday, MONTH, DAY, YEAR through Tuesday, MONTH, DAY, YEAR that are less than the rates confirmed to GSA, unless these special rates
apply to all rooms in the GSA block. There will be no additional
charge for children under the age of 21 staying in the same room
with their parents.
All guest rooms in HOTEL that are occupied by GSA
attendees will be included in the room night utilization for purposes
of reporting and attrition regardless of rate paid or method of
reservation.
(4) COMPLIMENTARY SUITES AND ROOMS:
The hotel to provide complimentary one (1) one-bedroom
Suites (listed on page 2 of contract) over and above the "one
per forty" with arrival on MONTH,
DAY, YEAR, and departure on MONTH,
DAY, YEAR. In addition, there will be (xx)
complimentary rooms with arrival MONTH,
DAY, YEAR and departure MONTH,
DAY, YEAR.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(5) EARNED COMPLIMENTARY ROOMS:
The HOTEL to provide one complimentary unit for
each 40-room nights actually utilized or paid for on a cumulative
basis. A room night is one room occupied for one night, i.e., two
rooms occupied for three nights equals six room nights. Room nights
to which GSA is entitled, but does not utilize during the meeting
will be credited to GSA at the average rate for the group.
(6) STAFF, CONTRACTOR, AND SPEAKER ROOM
RATES:
The HOTEL acknowledges that GSA requires employees,
contractors and speakers to be present to oversee, implement, and
otherwise conduct the meeting sessions, events, and functions.
Accordingly, the HOTEL will extend a special room rate discount
equal to 50% of the meeting’s single room rate. This special room
rate will be made available for a maximum of (xx) rooms per night over the official meeting
dates.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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Date: ___________________ |
Date: ___________________ |
(7) ROOM UPGRADES:
GSA will have a number of VIPs, nationally renowned
speakers and other special guests at its meeting. The HOTEL acknowledges
that these individuals should be accorded the finest quality accommodation
available at the facility. HOTEL will provide (xx)
sleeping room upgrades per night on the concierge level or a junior
suite priced at the single-occupancy room rate in this contract.
(8) VIP CHECK-IN AND SPECIAL GUEST SERVICES:
HOTEL will provide special check-in and guest services
for GSA’s VIPs and special guests, which will include the following:
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a. |
Pre-registration and pre-keying of a maximum number of (xx) VIPs and special guests. GSA will provide a printed list showing
names and addresses of these special guests no later than thirty (30)
calendar days prior to the meeting dates. |
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b. |
HOTEL will provide a total of (xx)
VIP and Special Guest welcome baskets or gifts. There will be three
levels of welcome baskets/gifts: there will be (x) level-one
basket/gifts, which will be comparable to a chilled bottle of a good
grade of white wine with two glasses on a tray; there will be (x) level-two baskets/gifts, which will be comparable to a small fruit
basket adequate for two persons; and there will be (x) level-three baskets/gifts, which will be comparable to a large fruit
and chocolate or fruit and cheese basket or tray accompanied by a
chilled bottle of a quality white wine. GSA will provide a VIP list
marked of the appropriate basket or gift level for each guest up to
the maximum number specified previously. |
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c. |
HOTEL will provide sleeping room straightening and cleaning and
deluxe bed turndown service each evening for all VIPs and Special
Guests (not to exceed xx rooms). |
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d. |
HOTEL will provide (x) complimentary parking passes
over the full meeting dates. |
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(9) SITE VISITS:
The hotel agrees to provide complimentary room
nights on a space available basis for pre-planning meetings as follows:
| ANTICIPATED TIME FRAME |
ROOM NIGHTS NEEDED |
| 20XX |
Six (6) nights |
| 20XX |
Six (6) nights |
Additional room nights will be billed at an agreed
upon rate no greater than 50% of the GSA single rate.
(10) RESERVATION PROCEDURES/CONFIRMATIONS/CUT-OFF
DATES:
Except as otherwise provided in this contract,
all meeting attendees and guests will be responsible for making
their own sleeping room reservations, and in accordance with any
allowances, guarantees, restrictions or procedures provided for
in this contract, and will be responsible for providing room deposits
and payment for the accommodations and any incidentals or other
expenses.
Individuals will make their accommodation reservations
using a reservation form or by calling the hotel directly. HOTEL
will acknowledge each reservation received by providing a written
acceptance or reservation notification to each meeting attendee
and guest within seven business days of receipt of reservation.
All guestrooms requested by affiliated companies
or subgroups attending GSA’s meeting will be credited to GSA’s room block
by HOTEL and will be included in the room night utilization for the purposes of reporting and attrition
regardless of rate paid or method of reservation.
HOTEL has sole discretion to determine whether
or not to offer the GSA group rate quoted to GSA in this contact
for late reservations. All sleeping room reservations that are cancelled
by the meeting attendees and guests will be returned to the room
block to be made available to be reserved or occupied by another
GSA meeting attendee or guest prior to the final cutoff date.
The hotel will be responsible for providing a proper
and accurate accounting for each sleeping room and related accommodation
as specified in the room block clause. The hotel will carefully
screen all sleeping room reservations for suspected duplicates.
No suspected duplicate reservation may be deleted or cancelled by
unilateral action. HOTEL will be required to contact GSA with a
suspected duplicate reservation for verification.
For each reservation that proves to be a valid
duplicate and is subsequently voided, deleted, or otherwise cancelled
prior to the first cutoff date, the associated sleeping room and
related accommodation will be returned to the room block and made
available to other meeting attendees or guests.
The final cutoff date of
MONTH, DAY, YEAR, is specified to be that date after which
HOTEL will no longer be responsible for holding or providing any
sleeping rooms or related accommodations to GSA or its meeting attendees
and guests. Any rooms remaining in GSA’s room block after the final
cutoff date that are not reserved or guaranteed by GSA or its meeting
attendees will be released for sale to the general public on a first-come,
first-served basis.
HOTEL agrees to allow GSA and/or GSA's attendees to substitute the
name of another individual in his or her place as long as the cancellation
and substitution are concurrent and prior to the final cutoff date.
A person that cancels their reservation prior to the final cutoff
date, but provides a substitute name concurrently will not be charged
a cancellation fee or be required to forfeit their deposit. All
accommodations provided after the final cutoff date will be included
in the GSA room night utilization for the purposes of reporting
and attrition.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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Date: ___________________ |
Date: ___________________ |
(11) ROOM COUNTS/REPORTS:
As of the first GSA arrival
day, the hotel will provide two reports:
| 1) |
actual daily room counts
of the previous day and |
| 2) |
a list of all GSA attendees in the hotel
the previous day. |
This is to be provided each morning to the assigned
housing company or GSA staff person. his will include single, double, triple,
quad, suites, and/or parlors, and the revenue generated. HOTEL
will notify GSA or its authorized agent of the hotel staff person
authorized to release this information within one week prior to
the meeting.
HOTEL will provide a final report to GSA within
14 days after the Meeting Period. This report will include the
total number of rooms and suites occupied per night, including exhibitor
blocks if any, total room revenue, number of comp rooms, break-down
of room types, group food and beverage revenue, hospitality suites
revenue, A-V revenue, and revenue from affiliated groups.
The hotel will review with GSA all group blocks
in the hotel over the meeting dates. Any group block identified
by GSA as an affiliate group will also be counted toward the GSA
room block for purposes of reporting and attrition.
The parties agree that the payment of GSA’s Master
Account is not due and payable until said accurate post-meeting
occupancy and revenue reports have been prepared and provided to
GSA.
(12) TELEPHONE/FAX INSTRUCTIONS:
GSA attendees will not be charged access fees for
placing calls from their room while utilizing a calling card.
There will be no charge to GSA staff for incoming
fax information that pertains to the successful operation of the
meeting.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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Date: ___________________ |
Date: ___________________ |
(13) GUEST RELOCATION:
Should the hotel find itself in a situation where
it is unable to honor a guaranteed reservation(s), this shall be
referred to as a “walk situation.” Information regarding such
situations is to be reported immediately to GSA’s on-site Meeting Staff to
determine which attendee(s) is/are to be walked.
If the relocation of GSA guests is unavoidable,
the hotel will provide the following arrangements for any individual
who has previously guaranteed a room the following as liquidated
damages and not as a penalty:
| 1) |
Alternate
accommodations at a comparable property, first using hotels that
are part of the official GSA block. |
| 2) |
Pay
the first night’s room and tax at the comparable property, in addition
to a ten-minute long distance telephone call. |
| 3) |
Pay
the transportation costs to the comparable property as well as return
to the hotel the following day. The hotel will accommodate the
guest for the remainder of the meeting, as soon as possible, and
provide a suitable amenity and a note of apology from the hotel’s
general manager upon the guest’s return. |
| 4) |
HOTEL
will list the guest’s name at HOTEL switchboard in order to refer
phone calls to the guest at the substitute hotel. |
| 5) |
Should
the guest be walked to a non-official GSA hotel, any rooms walked
will be included in the count for complimentary room credits and
housing rebate (if applicable) to be honored by the hotel. |
| 6) |
The
originating hotel will pay transportation costs for a limit of two
(2) round trips per day for all walked attendees to and from the
convention center for the length of the stay for any rooms walked
unless the attendee voluntarily chooses to stay at the substitute
hotel. This will be done until HOTEL is able to bring the guest
back to the hotel. |
(14) SUPPLIERS:
GSA reserves the right to utilize the supplier
of its choice for services including but not limited to audio visual
equipment and operation, destination management, installation and
dismantlement, licensed security, photographic, booth cleaning,
labor, entertainment, exhibit decorating, security, floral, transportation,
tours, office services, and other similar services required at HOTEL
during the Meeting Dates without surcharge.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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Date: ___________________ |
Date: ___________________ |
(15) MASTER ACCOUNT:
The HOTEL shall extend the courtesy of direct billing
the Master Account for GSA functions and room and taxes authorized
by GSA in writing after credit is approved. All charges posted
to this account will be verified and made a formal part of the meeting
resume. Banquet checks MUST BE SIGNED by an authorized GSA staff
person, according to the list supplied to the hotel in writing.
All billing instructions for the Master Account will be provided
to the hotel no later than three weeks prior to the meeting dates.
GSA agrees to make payment within 30 days of receipt of invoice,
provided clear documentation of charges and a post-meeting report
is included. All charges in dispute will be excluded from the initial
payment. A finance charge of up to 1.5% may be charged to GSA for
non-payment of the invoice within 30 days, exclusive of disputed
charges.
(16) DEPOSITS:
HOTEL acknowledges if GSA’s excellent references
and substantial credit history continue in 20XX
regarding meetings and related events similar to those specified
in this contract and hereby waives any and all deposit requirements
for all anticipated costs and expenses of the meeting and its related
events and functions.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(17) INDIVIDUAL ACCOUNTS:
At the time of registration, the hotel will require
satisfactory credit information or cash advances as evidence of
the attendee’s ability to satisfy anticipated charges to his or
her Guest Room Account upon check-out. If direct billing is desired
by an individual and the hotel wishes to extend this service to
the attendee, credit arrangements must be made with the HOTEL’s
credit department 30 days prior to arrival. At no time shall the
hotel charge an individual’s room, tax, or incidentals to the GSA
Master Account without prior written approval.
(18) SIGNS:
Signs identifying functions are permitted outside
the meeting rooms and in other areas mutually agreed to by GSA and
HOTEL.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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Date: ___________________ |
Date: ___________________ |
(19) READER BOARDS/DOOR DROPS:
All postings will read Geological Society of America,
and not GSA, its acronym unless approved in writing by GSA. Additionally,
postings requested by any party other than GSA, e.g., exhibitors,
geologists, etc., must first be approved by GSA.
No room drops are allowed to GSA attendees without
prior written approval from GSA.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(20) HOTEL RENOVATIONS/REFURBISHING:
HOTEL agrees that there shall be no remodeling
or construction of its facilities underway during the meeting, nor
shall there be any other activities of the hotel that would interfere
with the peaceful enjoyment of the premises.
HOTEL will notify GSA within thirty (30) days of
finalized plans of any changes or additions to HOTEL that might affect or alter the current function space in HOTEL. The construction plans
as they relate to GSA’s use of
HOTEL will be reviewed and GSA will notify HOTEL of its concerns. Should HOTEL’s proposed construction plans
still appear in any way to either inhibit the use of the facilities
or the success of the event, as contemplated by GSA,
GSA will have the option to terminate
this agreement and to hold HOTEL liable.
Should GSA elect to use HOTEL after notification of HOTEL’s construction plans, agrees
that no employees, agents, independent contractors, or invitees
of Hotel will interrupt any of GSA’s activities, interfere with
access to the area, create noise of any type or level, create dust
or temperature interruptions, or otherwise impede the operations
of GSA’s activities or breach GSA’s covenant of quiet enjoyment
implicit in this agreement in any way. GSA and Hotel will make such reasonable
determination mutually for purposes of below.
Should there be remodeling, construction, or other
disturbances at the hotel, GSA may at its option require the hotel
provide equal alternate space within the facility for satisfactory
conduct of the GSA program or housing at no charge. If a satisfactory
alternate space is not available, the hotel will compensate GSA
accordingly (i.e., no room or AV rental, reduced catering charges,
etc.) to be determined by GSA.
Should GSA become aware that the quality of facilities,
service or amenities has deteriorated from that in existence at
the time of the signing of this contract, then GSA may, after giving
the hotel reasonable notice and the opportunity to take care of
this situation, terminate this contract without penalty, with the
return of any monies which may have already been paid to the hotel
by GSA or meeting participants.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(21) Meeting and Function Space Requirements:
Function Room Assignment- A list of GSA’s
current function and space requirements are attached and hereby
incorporated by reference. Hotel will not unilaterally release
any function space or make any changes in function room assignments
without written approval from GSA.
If, for any reason, Hotel changes a meeting or function
room assignment that has been confirmed by Hotel, Hotel will assume the financial
responsibility for such items as producing program addenda and signs,
as may be needed.
There will be no set-up
fee, rental, or facility service charge for any space used by GSA, except as specifically provided
for in this agreement or later agreed to by the parties in writing.
The hotel will provide one complimentary microphone in each meeting room that has a built-in public address system. There is no charge for labor or equipment set-ups, unless heavy or unusual demands are made on the hotel. Standard set-up will include tables (draped or linen covered as required), chairs, tables, standing lectern, podiums, risers, and easels. The hotel will also provide two (2) complimentary phone lines for use by Official GSA offices. No access fees will be charged for placing local calls or toll-free calls.
Hotel will provide all meeting, event and function
space, and any other related function space, on a complimentary,
no-charge basis, all necessary and appropriate cleaning and janitorial
services, trash removal, security, lighting, electric, heating,
ventilation and air conditioning (HVAC) and any and all other necessary
and appropriate building and property services, operations, and
personnel for a period to include one (1) hour prior to, during,
and one (1) hour subsequent to the effective hours of utilization
of each space, area, and room up to a maximum of twenty-four (24)
hours as necessary, as specified by GSA in its final program. Any
request beyond the normal service requirements will be provided
at the current rates.
* Item 21 will change to the following if using
other facilities for meeting space, and only using hotel property for
overflow hotel rooms.
(21) Meeting
and Function Space Requirements:
GSA will not be utilizing any meeting or function space.
(22) Meeting Room Rental Charges:
There will be no Meeting
Room Rental charges for any space used by GSA.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(23) DISCLOSURE OF MEETINGS:
HOTEL agrees to use its best efforts not to enter into a contract to sell,
lease, or license meeting or exhibit space to any organization,
company, group, or association over the same or overlapping dates
that would be incompatible to GSA as outlined below.
For purposes of this
agreement, "incompatible groups" will mean any organization, company,
group, or association whose business concerns the geological field,
and/or who seeks to attract exhibitors and/or attendees who are
in the same industry.
HOTEL will exercise all reasonable efforts to assure that no other event
in HOTEL materially interferes with
the meeting or event contemplated under this agreement. The hotel
agrees to provide a written disclosure to GSA by MONTH, DAY, YEAR,
of the pertinent information about any other meetings in the facility
that may be incompatible and constitute a conflict of interest one
week prior, one week following, and during the dates of the meeting.
This disclosure is to be ongoing and include the following:
| 1) |
The identity of each group; |
| 2) |
The total sleeping room block for the group; and |
| 3) |
The total activity for the group (audio aids, sound amplification, live
entertainment, etc.). |
(24) INSURANCE:
The hotel and GSA each agree to carry adequate
liability and other insurance protecting themselves from any claims
arising from any activities conducted at the hotel during the meeting. Each of the parties hereto shall protect, defend, indemnify, and
save harmless the other, together with their affiliates and employees
against and from all claims, damages, losses and expenses, including
but not limited to attorney’s fees and cost by reason of any suit,
demand, judgment or cause of action initiated by any person, arising
or alleged to have risen out of the performance of their respective
obligations under this agreement.
The undersigned representative
of GSA represents that GSA is a legally organized corporation
legally authorized to enter into and perform its obligations under
this agreement. The obligations of GSA
are limited to the insurance and corporate assets of GSA
and no officer, employee, member, or agent of GSA,
in their individual capacities, will have any personal responsibility
with respect to said obligations and liabilities, or in connection
with the execution and/or performance of this agreement. This provision
will survive the termination or cancellation of this agreement.
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Hotel Initials: ____________ |
GSA Initials _____________ |
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|
Date: ___________________ |
Date: ___________________ |
(25) SAFETY AND HEALTH:
HOTEL agrees that it complies and shall comply
during the GSA meeting with all local, state, and federal fire safety,
and health laws, regulations, codes, and ordinances, and building
codes, including those related to the food service facilities and
personnel, and the requirements of the Hotel and Motel Fire Safety
Act of 1990. The hotel further agrees that it has taken the steps
necessary to ensure a safe environment on its premises for its guests.
The hotel further agrees that it maintains written
procedures and policies concerning fire safety and other safety
issues and shall make all such procedures and policies available
to GSA upon reasonable notice.
Failure of GSA to request a copy of such policy
and procedures shall not alleviate the hotel’s responsibility to
comply with the terms of this paragraph.
Alcoholic Beverage Service
At all functions that are catered by HOTEL
where alcohol is served Hotel will be
responsible for exercising reasonable care in its service of alcohol
to GSA’s attendees. Hotel will be responsible for adhering
to state laws regulating the sale and service of alcoholic beverages
and will not serve alcohol to attendees that are either noticeably
intoxicated or underage.
(26) ATTENDEES REQUIRING SPECIAL SERVICES:
As between the parties, responsibility for compliance
with the American with Disabilities Act (ADA) shall be allocated
as follows:
| The hotel shall be responsible for compliance with the
ADA with respect to: |
| |
1) |
The hotel’s policies, procedures,
and eligibility criteria. |
| |
2) |
The provision of auxiliary aids and
services in areas of the hotel other than those designated for the
exclusive use of or within the control of GSA. |
| |
3) |
Architectural, communications, and
transportation barriers of the hotel, other than barriers created
by or within the control of GSA, its agents, representatives or contractors. |
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4) |
The provision of wheelchair seating
spaces in assembly areas. |
| GSA shall be responsible for compliance with the
ADA with respect to: |
| |
1) |
GSA’s policies, practices, procedures
and eligibility criteria. |
| |
2) |
The provision of auxiliary aids and
services in areas designated for the exclusive use of or within the
control of GSA, including function space listed in this Contract. |
| |
3) |
Architectural, communications and
transportation barriers created by or within the control of GSA, its
agents, representatives, or contractors. |
| |
| |
|
Hotel Initials: ____________ |
GSA Initials _____________ |
| |
|
Date: ___________________ |
Date: ___________________ |
(27) FORCE MAJEURE TERMINATION:
The performance of this contract by either HOTEL
or GSA, in part or in full, will be subject to events or occurrences
beyond their control such as, but not limited to, the following:
acts of God; war; specific threat of war; government regulation
or domestic travel advisory; government laws, regulations; disasters;
earthquakes; fire, accidents, or other casualty; epidemics; strikes
or specific threat of strikes (exception: neither party may terminate or suspend this
agreement for strikes, labor disputes or work stoppages involving
their respective employees or agents); lockouts, or labor disputes;
inability to obtain labor, materials, food, fuel, electricity, general
operational services, or reasonable substitutes; civil disorder
or terrorist acts and/or specific threats of terrorism as determined
by the Office of Homeland Security Advisory System and/or other
valid indicators on a case by case basis; acts of domestic or foreign
enemies; curtailment of transportation facilities; any other civil
or governmental emergency; making it illegal or impossible for hotel
to provide the facilities and services outlined, for whatever reason(s)
thirty (30) percent or more of the attendees are prevented or unreasonably
delayed from attending the meeting in the specified time period.
This contract may be terminated for any one or
more of such reasons by written notice from one party to the other
without prejudice or penalty.
There will be no right of termination without liability
for the sole purpose of holding the meeting as specified within
this contract in another local jurisdiction or at another hotel
or related facility or for the sole purpose of HOTEL booking a meeting
of any other group or organization or otherwise supplying all or
part of the facilities or performing all or part of the services
as specified in this contract, for any other group or organization.
(28) TERMINATION DUE TO FINANCES AND/OR
MANAGEMENT:
GSA reserves the right to terminate this contract
without prejudice or penalty, by written notice to the HOTEL within
30 days of notification by HOTEL to GSA in the event one or more
of the following occurs:
| Management modification such as any of the following: |
| |
1) |
There is a change in the hotel’s franchise affiliation. |
| |
2) |
HOTEL
is put under the control of a different management company, whether
or not accompanied by a change in the property’s name. |
| Financial changes such as the following: |
| |
1) |
The foreclosure on all or any portion of the property and its related
facilities by a bank, or lending institution, or financial investor. |
| |
2) |
There is filing of voluntary bankruptcy petition by or on behalf
of the property and related facilities. |
| |
3) |
The appointment of a court-ordered
trustee to manage the finances of the property and related facilities. |
| |
4) |
Creditors filing a petition for involuntary bankruptcy of the property
and related facilities. |
| |
5) |
The filing for liquidation bankruptcy by or on behalf of the property
and related facilities. |
| |
6) |
Direct or indirect evidence, or as
otherwise determined in the sole judgment of GSA, of financial instability
or monetary difficulties resulting in the degradation of meeting-related
services or the inability to efficiently and effectively manage the
property and related facilities or to provide sufficient or adequate
supplies, materials, and services for the conduct of the meeting and
related events and functions. |
| |
| |
|
Hotel Initials: ____________ |
GSA Initials _____________ |
| |
|
Date: ___________________ |
Date: ___________________ |
(29) GENERAL PROVISIONS:
DISPUTE RESOLUTION
Any
controversy or claim arising out of or relating to this Contract,
or breach thereof, shall initially be subject to negotiation by
both parties. If an acceptable solution cannot be reached after
negotiation by both parties, the parties will use good faith efforts
to agree upon one of the following three options:
| 1) |
Alternative Dispute Resolution |
| 2) |
Arbitration |
| 3) |
Litigation |
If any provisions of this contract are unenforceable
under the applicable law, the remaining provisions shall continue
in full force and effect.
This contract may be executed in one or more counterparts,
each of which when fully executed, shall be deemed to be an original,
and all of which shall be deemed to be the same agreement.
No waiver of any breach of either party to this
contract of any term, condition, or obligation set forth in this
contract shall be deemed a waiver of the same or similar breach
thereafter.
(30) CONTINGENCY:
This contract will be contingent upon the useful
availability of the reserved facilities at the CONVENTION FACILITY
as the site for the GSA (Section
Name) Section Meeting by written notice, GSA
may terminate its obligation to perform this agreement without liability
to HOTEL upon the occurrence of the following:
| 1. |
Negotiations with a sufficient number of overflow hotels to accommodate
the number of attendees anticipated by GSA do not result in a contract
making performance on the part of GSA impossible or commercially impracticable
and suitable alternate arrangements cannot be found by MONTH, DAY, YEAR, or; |
| 2. |
The unavailability of XXX hotel rooms acceptable to GSA within a
five (5) mile radius of the CONVENTION FACILITY for use by GSA attendees
during the dates of MONTH, DAY, YEAR GSA must notify HOTEL in writing
on or prior to MONTH, DAY, YEAR to exercise the before mentioned options); or |
| 3. |
The CONVENTION FACILITY is unwilling or unable to negotiate and
sign a lease with GSA with rates, terms, and space acceptable to GSA
during the dates of MONTH, DAY, YEAR; or |
| 4. |
The actual unavailability of the CONVNETION
FACILITY to GSA during the dates of MONTH, DAY, YEAR. |
HOTEL will not be entitled to any compensation
or any other consideration in the event the contingency stated herein
is not met, removed, or ended to the satisfaction of GSA.
* Item 30 will
need to be removed if the meeting is being held at hotel’s facilities,
rather than other convention facilities.
| |
| |
|
Hotel Initials: ____________ |
GSA Initials _____________ |
| |
|
Date: ___________________ |
Date: ___________________ |
(31) CANCELLATION:
By HOTEL
HOTEL
has no right to cancel or terminate this Contract except for cause
as specified herein. HOTEL may not make any changes to the terms
of this Contract without the written consent of GSA.
If HOTEL double-books
the Event and is unable or unwilling to provide the guest rooms,
function space, or any related services agreed to in the Agreement,
such action would constitute a breach of HOTEL’s obligations to
GSA and GSA would be harmed. At such time, GSA would be entitled
to pursue all legal remedies for any damages in incurs from such
an action should HOTEL and GSA not be able to agree on a mutually
satisfactory settlement.
By GSA
GSA
agrees that it has no right to terminate or otherwise cancel ("Cancel")
its obligations under this Contract except for cause as specified
herein. If GSA does Cancel this Contract, GSA agrees to notify
HOTEL in writing within 10 business days of any decision to Cancel. In addition, if a Cancellation occurs for causes other than
specified herein, the parties agree that:
| (a) |
It would be difficult to
determine HOTEL’s actual lost profits. |
| (b) |
The highest dollar
amount in the chart set forth below (the "Chart") reasonably estimates
HOTEL’s lost profits for a last-minute Cancellation GSA therefore
agrees to pay the HOTEL, within 30 days after receipt of invoice,
as liquidated damages and not as a penalty, the amount listed in
the Chart (the "Cancellation Fee"): |
| Cancellation Date |
Liquidated Damages Due |
| Up to Date of signature to MONTH,
DAY, YEAR |
10% of total rooms profit* |
| MONTH, DAY, YEAR to MONTH, DAY, YEAR |
50% of total rooms profit* |
| MONTH, DAY, YEAR
to Arrival |
80% of total rooms profit* |
*Total rooms profit means the total number of room nights
in GSA’s contracted Room Block, less attrition allowed, multiplied by
75% of the single group room rate. (i.e. If cancellation occurs before
MONTH, DAY, YEAR, damages would be
calculated as: XXX Total Room Nights
– XXX Room Nights (attrition allowed)
x ($XXX x 75%) x 50% = $XX,XXX.)
As
an additional accommodation to GSA, HOTEL agrees that, to the extent
that the HOTEL is able to "resell" any rooms, or that rooms are
not available for sale, the Cancellation Fee will be reduced by
75% of the single group rate multiplied by the number of rooms resold
or not available for sale. (The determination of whether
room nights have been "resold" will be made on a "last-sale" basis,
separately for each day of the Room Block. The Cancellation Fee
charged will be the lesser of 1) the rooms not resold or not available
for sale or 2) the Liquidated Damages Due from the Chart above.) Together with the invoice for the Cancellation Fee, HOTEL
will submit to GSA a copy of the city ledger occupancy report documenting
whether any rooms (and if so, how many) were resold and whether
any rooms (and if so, how many) were not available for sale.
HOTEL agrees that after receipt of the Cancellation
Fee payment, it will not seek additional damages relating to the
Cancellation.
(32) RECIPROCAL INDEMNIFICATION:
Each party to this Contract, to the extent not
covered by the indemnified party’s insurance, shall indemnify, defend,
and hold harmless the other party and its respective owners, officers,
directors, agents, and employees from and against any and all demands,
claims, damages to persons or property, losses, and liabilities,
including reasonable attorneys’ fees (collectively, "Claims"), to
the extent arising out of or caused by the indemnifying party’s
negligence or willful misconduct in connection with the provision
and use of HOTEL as contemplated by this Contract. This paragraph
shall not waive any statutory limitations of liability available
to either party, including innkeeper’s limitation of liability laws,
nor shall it waive any defenses either party may have with respect
to any Claim.
| |
| |
|
Hotel Initials: ____________ |
GSA Initials _____________ |
| |
|
Date: ___________________ |
Date: ___________________ |
(33) ENTIRE AGREEMENT:
This contract contains the entire agreement between
HOTEL and GSA with respect to its subject matter and may be amended
only by written agreement between both parties. Any and all other
proposals, negotiations, promises, agreements, or understandings,
whether oral or written, made prior to this contract are hereby
extinguished and considered null and void by both parties. HOTEL
and GSA guarantee that, except as set forth in this contract, no
representatives, warranties, agreements or promises have been made
to each other by their respective agents, representatives, or employees
with respect to this contract. Neither GSA nor the hotel may assign
their rights or obligations under this agreement without the express
written consent of the other party.
(34) MUTUAL AND BINDING AGREEMENT:
This contract, when signed and dated below by the
respective authorized representatives of HOTEL and GSA will be considered
in force and legally binding on both parties.
The person(s) signing this contract shall have
the authority to bind their respective organizations and agree to
the terms and conditions herein.
__________________________________________________DATE_____________________________
HOTEL Title of person signing
__________________________________________________DATE_____________________________
John W. Hess, Executive Director, Geological Society
of America
| |
| |
|
Hotel Initials: ____________ |
GSA Initials _____________ |
| |
|
Date: ___________________ |
Date: ___________________ |
|