starwoodstandardhotelcontract.docx
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starwoodstandardhotelcontract.docx
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starwoodstandardhotelcontract
INSTRUCTIONS
Pleaseusetrackchangeswhenalteringthisdocument
Thiscontractispasswordprotectedtoallowfortrackchangesbutnotforacceptanceofthechange.Inorderforchangestobeaccepted,pleaseforwardthecontracttoconference-contracts@ieee.orgordean.d’anna@
Textinred
i)areconsideredTERMSofSALEandaretobenegotiatedatproperty
ii)mustbereplacedwithappropriatenames,datesorotherinformationbeforesigningthis
Agreement
TextingreenisprovidedmerelytoassistinunderstandingandshouldberemovedbeforesigningthisAgreement
Textinblueprovidesalternativeclauses.Ifalternativeclauseisnotutilized,removebeforesigningthisAgreement
DeletethisboxbeforesigningtheAgreement
HOTELAGREEMENT
THISAGREEMENTismadethisXXdayofMonth,Year,byandbetweenTheInstituteofElectricalandElectronicsEngineersIncorporated,aNewYorknot-for-profitcorporation(“IEEE”),onbehalfoftheIEEEOrganizationalUnit/ConferenceCommittee(hereinafterreferredtoasthe“Group”)andHotelName(the“Hotel”)locatedatHotel/PropertyAddressinconnectionwithIEEEConference/MeetingTitle&Acronym(the“Meeting”)beginningBeginningDay,Month,andYearandrunninguntilEndingDay,MonthandYear(“TheMeetingDates”)
MEETINGCONTACT:
TITLE:
ORGANIZATION:
ADDRESS:
CITY,STATE,ZIP:
PHONE:
FAX:
E-MAIL:
IntheeventtheMEETINGCONTACTaboveisunreachable,pleasecontact:
IEEECONTRACTADMINISTRATION
445HOESLANE
PISCATAWAY,NJ08855
+1732.562.5396
contracts@ieee.org
HOTELCONTACT:
TITLE:
ORGANIZATION:
ADDRESS:
CITY,STATE,ZIP:
PHONE:
FAX:
E-MAIL:
ARTICLEI
GuestRoomAccommodations
1.1ThisAgreementappliestothefollowingblockofrooms(the“RoomBlock”).TheHotelshall,onaregularbasis,advisetheGroupofthenumberofroomsreservedintheblockandthenumberavailable.
Date
DayofWeek
Month/Year
DayofWeek
Month/Year
DayofWeek
Month/Year
DayofWeek
Month/Year
DayofWeek
Month/Year
DayofWeek
Month/Year
Single/Double
Occupancy
#of
Rooms
#of
Rooms
#of
Rooms
#of
Rooms
#of
Rooms
#of
Rooms
TotalRoomNights:
XX
1.2TheGroupmayincreasetheRoomBlockbyuptoXXpercent(XX%),onaspaceavailablebasis,attheGroupRateasdefinedbelow.SuchincreaseshallbeconfirmedinwritingandsignedbytheHotelandGroup.InnocaseshalltheRoomBlockbereducedexceptinwritingsignedbytheGroupandtheHotel
1.3AllroomsusedbypersonsattendingorworkingatthemeetingshallbecountedintheRoomBlockonacumulativebasis.Theseinclude,butarenotlimitedto:
allpersonswho,forwhateverreason,donotreceivetheGrouprate(e.g.latereservations,corporaterates,governmentrates,etc.);andallpersons“walked.”
1.4TheHotelagreestocontacttheGrouptoreviewtheRoomBlockcommitmentonor
before(the“RoomBlockReview”):
*IfyouarecontractingforaconferencethatoccursannuallyandthisAgreementisforfouryearsout,youwillwanttoreviewtheroomblockaftereachyearpriortothecontractyear.
Day,Month,Year
30daysafter(YEAR)conference*
Day,Month,Year
30daysafter(YEAR)conference
Day,Month,Year
30daysafter(YEAR)conference
Day,Month,Year
6monthspriortoconference
1.5UponeachRoomBlockReview,thepartiesmayuponmutualagreementincreaseordecreasetheRoomBlockbaseduponroomavailabilityattheGrouprateandsubjecttothetermsoftheAttritionprovisionaswellasmakecorrespondingchangestotheScheduleofEvents.SuchchangestotheAgreementshallbeconfirmedinwritingandsignedbytheHotelandtheGroup.
1.6BaggageStorage:
Baggagewillbestoredatnochargeforearlyarrivalsandlatedepartures.
ARTICLEII
GroupRoomRates
2.1TheHotelconfirmsthefollowingspecialrunofthehouseratesfortheGroup(the“GroupRate”).
Ifhotelwillnotconfirmagrouproomrateyouwillneedaformulafordeterminingtheratebasedonthecurrentroomrate.Theformulashouldbetoday’srate+annualincreasenottoexceed____%/year.Ratetobeconfirmedinwritingoneyearbeforethedateoftheconference.
Single/Double
$XX.00
Suites
$XX.00
Government
$XX.00
AdditionalPerson
$XX.00
StaffRate
$XX.00
2.2TheGroupRatecoversallguestsleepingroomcosts,includingservicefees,butisexclusiveofapplicablesales/roomtax,currentlyXXpercent(XX%).Housekeepingandothergratuitieswillbeatguestdiscretion.
2.3RateProtection:
Choosetheappropriateoptionforyourproperty
OptionOne:
AslongasGroup’seventwillutilizeatleastXXpercent(___%)ofhotel’savailableinventory,theHotelrepresentsandwarrantsthattheGroupRateshallbethelowestratesofferedtoanyguestduringthemeetingperiod,withtheexceptionofgovernmentrates,aircrewratesandnegotiatedcorporatediscounts.ShouldtheRoomBlockbereducedorpickupfallbelow75%ofthetotalroomnightscommittedinparagraph1.1,Hotelwillhavetheright,atitsoption,toofferratestootherguestsatlowerthantheGroupRate.
OptionTwoforsmallermeetings:
HotelrepresentsandwarrantsthattheGroupRateshallbethelowestgroupratesofferedbyHotelduringthesameperiodtogroupsofsimilarsizeandrevenueforHotel(+or–10%)astheMeeting.
OptionThree:
(IEEE’sproposedalternateclause)TheHotelrepresentsandwarrantsthattheGroupRateshallbethelowestrateofferedtoguestsduringthemeetingperiod,withtheexceptionofgovernmentrates,aircrewratesandnegotiatedcorporatediscounts.ShouldlowerratesbeofferedbytheHotel(excludingtheabove-referencedcategories),theGroupRateshallbeadjustedtothelowerrate.
2.4RateExtension:
TheGroupRateshallbeofferedforaperiodofthree(3)daysbeforeandthree(3)daysaftertheMeetingDates,subjecttoavailabilityofroomsatthetimeofreservationtoaccommodatethosewhowishtoextendtheirvisits.
2.5RateApplication:
TheGroupRateshallapplyfortheentiredurationofeachguest'sstay.
2.6Commissionable/Non-Commissionable(CHOOSETHEAPPLICABLEOPTION)
OptionOne:
TheGroupRate(exceptforStaffrooms)quotedbyHotelshallbecommissionableto(insertnameofagent),(the“AgentofRecord”).Commissionsshallbepaidattherateoftenpercent(10%)oftheguestroomrate(notincludingtaxoranyapplicablerebate)forallroomsactuallyusedintheRoomBlockandpaidforbyGrouporitsattendeesoverthemeetingdates.Commissionwillnotbepaidoncomplimentary,staffroomsorotherspecialratedrooms.CommissionwillbecalculatedontheGroupRatelessanyapplicablerebateandtaxes.ShouldtheAgentofRecordchange,Hotelwillnotpayanyadditionalcommission.HotelwillnotpaycommissiononroomsthatareusedbyyourattendeesthatarenotreservedaspartoftheRoomBlock.CommissionsshallbepaidtotheAgentofRecord,nolaterthanthirty(30)daysafterthepaymentinfulloftheMasterAccount.NocommissionswillbepaidoncancellationfeesorattritionfeescollectedundertheCancellationorAttritionclausesbelow.
OptionTwoGroupRatesarenet,non-commissionablerates.
2.7Rebates(REQUIREDONLYIFAREBATEOFANYKINDISINCLUDED)
TheGroupRatereflectsarebatepayabletotheGroupof_______dollars($XX)foreachoccupiedroomnightpaidforattheGroupRatetohelpoffsetthecostof___________theGroupisprovidingtothemembersofGroup.NorebatewillbepaidforstaffroomsorforroomsreservedoutsidetheRoomBlock.PaymentorcreditforanyrebateshallonlybemadeaftersatisfactorysettlementofGroup’sMasterAccount.
(NOTE:
REBATESREQUIREAPPROVALOFTHEDIRECTOROFSALESANDMARKETINGANDGENERALMANAGER)
2.8Disclosure:
GroupagreesthatitwilldisclosetoallmembersofGroupandattendees,the
typeandamountofallautomaticandmandatorycharges[e.g.,resortcharges,servicecharges,etc]thatwillbechargedtotheattendeesbytheHotelunderthisAgreementandtheearlydeparturefeethatmaybechargedtoattendeesunderthisAgreement.GrouphassoleresponsibilityfordeterminingwhetheritisnecessarytodisclosetomembersofGroup,attendeesoranythirdparties,anyothertermsofthisAgreementorthetermsofanyotherrelationshipbetweentheGroupandtheHotelorStarwoodHotels&ResortsWorldwide,Inc.oritsaffiliates,includingthataportionoftheGroupRateisbeingpaidasacommissionorrebateorthattheGroupmayhavereceivedormayreceiveanyotherbenefitsfromHotelorStarwoodHotels&ResortsWorldwide,Inc.oritsaffiliates.
2.9Content:
TotheextentthatGroupprovidesanycontenttoHotel,includingpromotional
brochures,flyers,logos,pictures,musicandmeetingschedules(collectively,the“Content”)foranyreason,includingfordistributionattheMeetingorforinclusiononaStarGroupswebsite,Groupherebywarrantsthatithasallrights,permissions,andlicensesnecessarytoprovidetheContenttoHotelforitsintendeduse.Groupfurtherwarrantsthatithasallrights,permissions,andlicensesnecessarytodisplayorperformallContentusedbyGroupatitsevent.WithrespecttoanyContent,Hotelshallhaveanon-exclusiveroyalty-freelicensetousetheContentfortheperiodbeginningonthedateofthisAgreementuntil___________.AnysuchusebyHotelshallbesubjecttoIEEE’spriorreviewandwrittenapproval.
2.10GroupData:
TotheextentGroupprovidesanyinformationtoHotel,includingGroup's
contactinformationandpersonallyidentifiableinformationofGroup'smembersandmeetingattendees(collectively,the"GroupData")foranyreason,Groupherebyrep
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