SAMPLE BOOKING CONTRACT

Transcription

1 Date Name: University of Pittsburgh Group Name Address Address Attn: Dear, BOOKING CONTRACT We are pleased that you have selected Seven Springs Resort to host your Group. In order to hold your guest rooms and requested function space on a definite basis, please review and approve this contract by returning a signed copy to us by (10 Business Days). I am pleased to confirm the following arrangements. Year: 20 Room Type Sat05/22 # Being Held Rates Quoted are: (Rate Information) ROOM BLOCK 1

2 RESERVATION PROCEDURE INDIVIDUAL RESERVATIONS: Individuals may place reservations within the group block via telephone, fax or reservation form. Individuals must identify themselves as being part of the organization to obtain the lodging rate extended to the group. Pre-printed reservation forms can be provided for room blocks of 50 or more upon request. A deposit of one night s lodging per room will be requested to confirm individual reservations. A full deposit refund will be made on an individual reservation made within the block if cancelled fourteen (14) days prior to arrival. Reservations by attendees must be received by (30 Days Prior to Arrival). At the cut-off date the Hotel will review the reservation pick-up for the Event, release the unreserved rooms for general sale, and determine whether or not it can accept reservations on a space available basis at the (Group Name) Block group s rate after this date. ROOMING LIST: The organization confirms the block rooms with a total deposit of one night s lodging per room being received by the deposit date. A rooming list will need to be provided by the group six weeks prior to arrival. If the rooming list cannot be provided at that time, the organization will be asked to guarantee the number of rooms to be held within the room block. A penalty if $75.00 per room will be imposed for any rooms released back to the hotel when the list is received. A rooming list form will be provided by our Reservations Department for your convenience. Reservations Numbers: or , ext Fax: Deposit: Deposit Due Date: Cut-Off Date for Reservations: (30 Days Prior to arrival) Smoke Free Facility: The resort, specifically the hotel rooms, cabins, chalets, all hallways, lobbies, meeting rooms, lounges and dining areas are smoke-free. Our smoking guests may request ashtrays at check in or at any time throughout their stay by contacting our front desk staff to be used on the hotel lodging room balconies. CANCELLATION CLAUSE In the event (Group Name) cancels this Event with less than 30 days notice, (Group Name) agrees to pay Seven Springs as liquidated damages, not penalties, charges consisting of the lesser of the non-cancellation costs and expenses associated with this agreement or the cancellation schedule below. The following cancellation term will prevail. *The amount of (Rate) per room, per unit, will be used to calculate the revenue figure. Cancellation prior to arrival Lodging Revenue At signing of Contract: 50% Less than 45 Days prior to arrival: 100% CHECK-IN/CHECK-OUT Please advise your attendees that hotel check-in time is 5:00 p.m. (6:00 p.m. on Sunday in January, February and March) and hotel check-out time is 11:00 a.m. A $50.00 surcharge will be added on late checkouts. 2

3 HOTEL INFORMATION The sale and service of alcoholic beverages are regulated by the Pennsylvania Liquor Control Board. As a licensee, Seven Springs is responsible for the administration of these regulations. Therefore, no liquor may be brought into any licensed function room within the Resort. All liquor must be dispensed by the hotel. Due to insurance and fire code regulations, as well as for the safety and comfort of our guests, cooking is prohibited in Hotel Rooms, Suites and Function Rooms. BILLING Payment for services rendered during your stay are due upon departure unless direct billing arrangements are requested. For direct billing, the outstanding balance of the Master Account will be due and payable upon receipt of the invoice. If payment is not received within 30 days of the invoice, Seven Springs will impose a finance charge at the rate of 1½ percent per month on the outstanding balance. For organizations being with us for the first time, the attached credit application will need to be filled out and returned with the signed contract in order for direct billing to occur. A credit application will not be required for direct billing for organizations that have been with Seven Springs previously. (Group Name) will raise any disputed charges within 10 days after receipt of the invoice. The Resort will work with (Group Name) on resolving any disputes that may arise. If your organization is entitled to tax exemption, please supply us with a current tax exemption certificate 30 days prior to arrival. It will be necessary to receive billing instructions three weeks prior to your arrival as to who will be responsible for final payment, whether it be the individuals or the master account. The charges to be considered are lodging expenses. All pre-ordered meals, coffee breaks, open bar cocktail parties and receptions, and conference related charges will automatically be placed on a master account. Methods of Payment Accepted: Cash, Organizations Check, Money Order, Travelers Checks, and Major Credit Cards of MasterCard, Visa, Discover and American Express. Gift cards can not be accepted as payment for any group, or group related function. Foreign currency must be exchanged in U.S. Dollars prior to arrival. 3

4 ADVANCED SHIPPING AND STORAGE Due to the limitation the Resort has for storage, advanced shipping of materials is limited and will not be received prior to two weeks of your event date. All materials being shipped must be clearly labeled as follows: Materials should be shipped to: HOLD FOR: 1. Organization Name, name of group leader 2. Name of on site contact person claiming material if different from group leader 3. Date of Event SEVEN SPRINGS MOUNTAIN RESORT 777 Waterwheel Drive Champion, PA Notation should be made that due to our location, not all carriers will ship overnight. Regardless of the time carriers commit to delivery, daily deliveries arrive at the Resort, Monday through Friday, between 2:00 p.m. and 6:00 p.m. SECURITY Should (Group Name) require security, the Resort will assist in securing these arrangements. IN-HOUSE EQUIPMENT Seven Springs will provide, at no charge, a reasonable amount of meeting equipment; i.e. chairs, tables, white boards, screens, slide projectors, etc. These complimentary arrangements do not include special or extraordinary formats that would deplete the Resort s present in-house equipment to the point of requiring rental of any additional supplies to accommodate (Group Name) s needs. If such is the case, Seven Springs will present two (2) alternatives: the rental cost for additional equipment, or to change the extraordinary setup to a more normal format avoiding the additional cost. PERFORMANCE LICENSES (Group Name) will be solely responsible for obtaining any necessary licenses or permission to perform, broadcast, transmit or display any copyrighted works (including without limitations, music, audio, or video recordings, art, etc.) which (Group Name) may use or request to be used at the Resort. INDEMNITY Each party agrees to indemnify, protect and save the other party, protect and save the other party, its trustees, agents, employees, contractors, subcontractors and their employees harmless from any claim, damage or loss arising out of or in connection with the willful misconduct or negligent acts of the other party. 4

5 IMPOSSIBILITY The performance of this Agreement is subject to any circumstance making it illegal or impossible to provide or use the Hotel facilities, including acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of transportation facilities. The Agreement may be terminated only for any of the above reasons by written notice from either the Hotel or (Group Name). COMPLIANCE WITH LAW Seven Springs represents and warrants that for purposes of this Agreement, Seven Springs shall comply with all applicable federal, state and local laws, including health and safety codes, alcoholic beverage control laws, Americans with Disability Act, as well as state and local disability laws and the like. (Group Name) agrees to cooperate with Seven Springs to ensure compliance with such laws. CONTRACT TERMS The above terms and conditions are being held on a tentative basis. To confirm, please indicate your approval and understanding of the terms in this contract by returning a signed copy to our office by (10 Business Days). Our receipt of this contract acknowledges your program as a definite booking. Should this contract not be returned to the Convention Sales Office by the due date, the hotel reserves the right to release all space. Thank you for your reservation, we look forward to hosting your event at Seven Springs. On Behalf of Seven Springs: Signature: On Behalf of University of Pittsburgh: Signature: Name: Mary Grace Ferraro Name: Thomas E. Youngs, Jr. Title: Sales Manager Title: Director, Purchasing Services Date: Date: 5