Function Space
10.1 Based
on Group’s requirements, the Hotel has reserved function space as shown on the Schedule
of Events attached as Exhibit B. The function space will be
complimentary. Any changes to the room
assignments as outlined in the Schedule of Events must be agreed to, in
writing, by both the Group and the Hotel.
Any additional space added after the date of this Agreement will be
offered on a complimentary basis. The number of people listed is for room
capacity planning only and does not represent a guarantee of the amount of food
and beverage that will be ordered.
10.2 The Hotel shall not reassign contracted
space unless approved in writing by the Group.
10.3 No
other party shall be allowed to use the Group’s defined foyer function space as
set forth in Exhibit B during a Meeting
function.
10.4 The
Hotel will provide to Group a registration area directly outside of the main
meeting room consisting of no less than (3) 6’ x 30” tables with (4) chairs
beginning one day prior to the first Meeting Date for set-up until four hours
after the Meeting concludes. This
registration area will not be shared with any other party for any period of
time. This area should not be broken
down and reset at any time during the Meeting Dates. This space should be able to accommodate
power, telephone hook-up and internet access at published Hotel rates or lower
negotiated rates.
10.5 There
shall be no charge to the Group for the set-up of meeting rooms as directed by
the Group. The Hotel shall provide, at
no charge, certain equipment standard for the types of meetings and events
scheduled, including the following: standing lecterns, easels, registration
tables and chairs, water and glasses, pads and pencils, bulletin or message
boards, and the house sound system.
10.6 The
Hotel shall not charge for storing the Group’s meeting materials and publications
for up to five (5) business days prior to the first day of the Meeting and up
to two (2) business days after the conclusion of the Meeting. The Hotel’s staff shall assist in moving
these materials to the registration area at no charge.
10.7 Vendors: Group reserves the right to
utilize the vendor of its choice for services or rentals in the areas of (but
not limited to) audio-visual, exhibit decorating, security, floral,
transportation, tours, business center, computer rental, additional tables, additional
chairs, pipe and drape, poster boards, etc., with no surcharge from Hotel or
from its in-house supplier.
10.8 Audio-visual: Group reserves the right
to bring their own audio-visual equipment with no surcharge from Hotel or from
its in-house supplier.
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