REGIONAL HIGH SCHOOL MODEL UNITED NATIONS (RHSMUN) HILTON SAN FRANCISCO UNION SQUARE HOTEL REGISTRATION INFORMATION

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1 REGIONAL HIGH SCHOOL MODEL UNITED NATIONS (RHSMUN) HILTON SAN FRANCISCO UNION SQUARE HOTEL REGISTRATION INFORMATION Dear Faculty Advisor/Member/Group Leader, August 2015 Welcome! On behalf of the entire staff of the Hilton San Francisco, Union Square, we are delighted to welcome the Regional High School Model United Nations (RHSMUN) group! We believe in the value of the simulations in which your students are participating and it is our pleasure to support and host these activities at our property. This document contains important information pertaining to the RHSMUN registration and reservations process at the Hilton San Francisco Union Square. Please read this packet in its entirety before taking any action! The following sections will walk you through the hotel reservation process, step by step: GENERAL INFORMATION: This year s RHSMUN conference takes place Wednesday, December 9 Saturday, December 12, Hotel rooms have been set aside at a special RHSMUN discounted rate. These rooms are available Sunday, December 6 through Monday, December 14, Please reserve as early as possible in order to secure your reservations before our block fills! Hotel rooms must be reserved by following the instructions in this document. Reservations may not be made on the Hilton website or by telephone. GROUP RATE: The following group rate applies for the RHSMUN 2015 conference. In addition to being lower than our regular retail room rates during the RHSMUN 2015 dates, these rates include flexible cancellation policies and other group privileges. Single/Double/Triple or Quad Classic Accommodation: $ per night ($ w/tax and Fees) PORTERAGE: There is a mandatory porterage fee of $12.18 per person. This porterage charge includes pre-assignment of your guest rooms, room key preparation, and luggage handling on arrival and departure. This fee is mandatory for all RHSMUN registered hotel guests and is in addition to your room rate. Both the room rate and porterage amounts must be included in your group s pre-payment. RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 1

2 DEADLINES and DEPOSITS: All rooms are sold on a first-come, first-served basis. To confirm the group rate, we recommend that you submit your reservation requests prior to the deadline of Friday, November 13, Reservation requests received after the deadline will be confirmed based on space and rate availability only. Thus, we recommend that attendees reserve well before the deadline. We strongly advise that you initiate and confirm your hotel reservation needs before finalizing your flight and/or transportation arrangements. A 50% DEPOSIT is required to hold the number of guest rooms requested. This advance deposit may be in the form of a check, money order, credit card, or wire transfer. If there are extenuating circumstances regarding making a deposit, please contact us to consider other options. We require that any remaining balance to complete full pre-payment of your group (room rate, fees, taxes) and porterage arrive no later than Wednesday, November 18, Late Cancellations: Reservations cancelled less than 72 hours in advance of the arrival date will be charged one night s room and tax Timeline: As an example, most commonly, groups choose to make their initial reservations (reserve a certain number of rooms) in September or October, submit a 50% deposit during those months, and complete their rooming lists (names in each room) and pay their final balance in November. RESERVATIONS PROCEDURE: To begin your hotel reservation process, please follow the instructions below: 1) Please complete FORM #1 (Rooms Submission Spreadsheet) and save it. In this form, you will include your school name, address, and contact information. You will also be asked to enter the number of hotel guest rooms that your group will require, number of people, and your arrival and departure dates. Please note that due to San Francisco and Hotel Fire Code, there may be no more than four (4) guests assigned per room. 2) DEPOSIT - A 50% deposit of the anticipated total balance will need to be sent along with FORM #1 to hold your guest rooms. Alternatively, some groups may prefer to pay the full anticipated balance at one time. FORM #1 will help you to calculate the anticipated total balance that will be due. If you require an invoice prior to paying your deposit, please note this in the that you send with your FORM #1. 3) FORM #2 - please read and have the appropriate person(s) sign 4) FORM #3 - please read and have the appropriate person(s) sign 5) Please submit FORM #1, FORM #2, and FORM #3 (filled out and/or signed) by to these three addresses: 6) Please let us know the method of payment that you have selected and we will match your deposit payment to your reservations request 7) The Hotel will process your FORM #1 (Rooms Submission Spreadsheet) and via return , you will receive step-by-step instructions for filling in the names of the occupants for each of your guest rooms via spreadsheet. Please direct any questions regarding your group s reservations to and copy RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 2

3 RHSMUN 2015 CONFERENCE GROUP ARRIVAL INSTRUCTIONS Please read these instructions carefully to plan your hotel arrival! ARRIVAL POINT: - Please instruct your transportation company (bus, mini-bus, van or group of taxis) to arrive on the Taylor Street side of the Hilton San Francisco Union Square. - Please have all guests remain with the vehicle until all luggage has been taken from the vehicle. The Bell Staff will arrange the luggage in the lobby and take a count. The Faculty Advisor/Head Delegate should make sure that all luggage is pulled from the vehicle bins/storage areas and that the two luggage counts match. - Please note that your arrival vehicle(s) may not park on Taylor Street or anywhere on the perimeter of the Hotel. - It is the responsibility of the drivers of each vehicle(s) to locate overnight parking. LUGGAGE TAGS: Please be sure to clearly label every piece of luggage brought to the hotel by your guests. Each luggage tag should include the following information: Group Member Name/ Student Name Organization or School Name and Address Group Member / Student mobile number if available The luggage tag will be used by the bellmen in identifying the luggage and insuring that everyone s luggage will be delivered. Any luggage or bag without identification will be held at the Bell Desk. The mobile number will be used if we cannot read the name on the luggage tag. If you assign or use a numbering system that matches each group member/student to their luggage, we can use this same system as a cross reference to match names to luggage in case we cannot read a luggage tag. RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 3

4 To help expedite your group s arrival, please follow the steps below: CHECK-IN: - Check-in time at the Hilton San Francisco Union Square is 3:00 PM, so please schedule your arrival accordingly. - If you arrive before 3:00PM, we will make every attempt to accommodate early arrivals. However, your rooms may not be ready, in which case your luggage will be stored until the rooms can be assigned. Once the rooms are assigned, your baggage will be delivered to your assigned rooms. - As your group rooms will be prepaid, for your ease and convenience, ONLY the Faculty Advisor / Head Delegate should approach the Front Desk and pick up the room keys for the entire group. The Faculty Advisor/Head Delegate will then be responsible for distributing the room keys to the group members. - ROOM CHANGES WILL NOT BE ACCEPTED during the check-in process and/or if your luggage has not been delivered. Making room changes could result in lost luggage or major delays in expediting your group check-in. - AFTER all luggage has been delivered, if a room change is deemed to be absolutely necessary, the Faculty Advisor/Head Delegate will be the only person who is authorized to make and reconfirm the change at the Front Desk. - Please make sure that the students do not come to the Front Desk to check in individually. - The RSHMUN room rate does not include any other services or covers incidental charges. All phones and movies will be turned off. These services can be provided only by request from the Faculty Advisor/Head Delegate at the Front Desk and after providing a credit card. It will be the responsibility of the Faculty Advisor/Head Delegate that all the charges incurred by such services are paid for at the time of departure. If there are open balances, the Faculty Advisor/Head Delegate will be responsible for payment. - During the check-in process, delegates/students should be advised they are not to approach the Front Desk for room keys or room changes. RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 4

5 CHECK OUT: - Checkout time at the Hilton San Francisco Union Square is 12:00 PM. - The point of departure is on the Taylor Street side of the hotel. - If your departure time requires a late check out, we cannot give late check outs for all rooms in your group. However, if we are not at high occupancy, we may be able to grant a late check-out for one or two rooms in your group. Otherwise, luggage can be stored with our Bell Staff until you are ready to leave. - If everything has gone as planned and there are no outstanding charges to be paid, the on-site Group Leader / Faculty Advisor / Head Delegate should advise the Front Desk that their group is checking out. - If outstanding charges are pending, the Group Leader / Faculty Advisor / Head Delegate should make the necessary payment and then check out with the Front Desk. - If you wish to schedule a BAG PULL for outbound luggage assistance, please fill out a Baggage Down form at the Bell Desk in the main lobby. Our bell staff will remove the luggage from inside your room and bring it to the street for your bus departure. The Baggage Down form should be filled out upon arrival - Once a BAG PULL has been scheduled (normally baggage pick-up is scheduled two (2) hours prior to departure. It is the responsibility of the Faculty Advisor / Head Delegate to instruct all group members to leave their packed luggage inside their room near the door. - Please DO NOT leave luggage outside of the room unattended! - Please note that all luggage must have a luggage tag for both inbound and outbound service. RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 5

6 REQUIRED FORM #2: RHSMUN 2015 CONFERENCE LETTER OF GUARANTEE The Hilton San Francisco Union Square requires a Letter of Guarantee signed by an authorized person (Principal, Assistant Principal, Organization Official or Executive), guaranteeing that any and all Hotel assessed damage charges, miscellaneous charges, and incidental room charges not paid by the group s members and/or school s individual attendees at check-out will be paid by the organization or school lead person on site (Faculty Advisor/Head Delegate/Group Leader) before checking out of the hotel. The lead person on site will be asked for a credit card for the hotel to keep on file. If the payment of such charges are not successful, the school or organization involved will be billed and will guarantee and be responsible for making payment in full of any outstanding charges. Please complete and return the Letter of Guarantee with your registration forms and payment. Please be advised that reservations will not be processed without this signed form. ASSESSED, MISCELLANEOUS, AND INCIDENTAL CHARGES I,, as Principal, Assistant Principal/Organization Official for guarantee that any assessed (Name of School or Organization) damages, miscellaneous charges, and incidental room charges not paid for by our group members/students will be paid by our On Site Representative,, before our group s departure. I also guarantee that any charges that remain unpaid or are assessed post conference will be paid by my organization or school. Signature of Authorization Date Signature of On Site Faculty Advisor/Head Delegate/Group Leader Date After reviewing this form, please sign and return as indication that you have agree to these terms and conditions. RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 6

7 REQUIRED FORM #3 HOTEL POLICIES & SAFETY GUIDELINES CODE OF CONDUCT Dear Faculty Advisor/Head Delegate/Responsible Group Leader: Please take the time to review these guidelines with your delegation. We value your patronage and request your partnership in making the stay of all our guests comfortable. After reviewing the form, please sign and return this Code of Conduct Form as well as the Guarantee of Incidentals Form as an indication that you agree to and have reviewed these policies. In consideration of other hotel guests, it is the responsibility of the Faculty Advisor/Head Delegate to prevent members of their delegation from making excessive noise in all guest room corridors - Please keep your guest room doors closed - leaving guest room doors open such that doors bang on the latch to allow visiting between guest rooms is not permitted. - Please do not run in guest room hallways. - The Hotel has established a curfew for RHSMUN group members of 10:00PM if not attending a conference authorized activity. Students found outside of their guest rooms will be asked to return inside their guest rooms and close the door. - Repeated guest complaints about excessive noise emanating from a guest room may result in removal of the delegates from the hotel. For safety reasons, congregating in large groups, especially near guest elevators and/or on the guest room floors is not permitted. Lying down or sitting on the Main Lobby floor, shared public spaces, or guest room hallways is also not permitted as this may cause a tripping hazard. No more than four (4) members of your official delegation are permitted to occupy a guest room with two beds. If more than four (4) persons are found occupying/sleeping in a room, the non-registered guests will be asked to move out and pay for another guest room if available. If the Hotel is sold out, the non-registered guests will have to leave the Hotel and seek other accommodations. The San Francisco Fire Code does not allow adding roll-away beds in double-bedded rooms. In California, it is illegal to drink alcoholic beverages if you are under the age of 21. It is also illegal to serve alcohol to anyone under the age of 21. Any infraction of this law may be followed by immediate eviction from the Hotel. Hotel policies do not permit alcohol to be brought on property or into guest rooms. No outside food or beverages may be brought into the Hotel s meeting space or food and beverage outlets. RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 7

8 HOTEL POLICIES & SAFETY GUIDELINES CODE OF CONDUCT Page 2 Please note that there is no smoking anywhere inside the Hotel! If guests smoke inside a guest room, a Cleaning and Replacement Fee will be assessed to the sponsoring high school / organization. The use of electronic cigarettes is not permitted inside the hotel. Please keep guest rooms tidy. Any soiling or physical damage to Hotel guest rooms and/or excess trash will result in a Cleaning Fee charged directly to the sponsoring high school / organization. Any physical damage to hotel property, or removal of hotel property from guest rooms or any hotel area is NOT acceptable. Damaged or missing Hotel property will be charged directly to the sponsoring high school / organization and may result in eviction from the Hotel. Please do not affix or attach anything to Hotel elevators, walls, doors, and windows. Please do not cover and/or hang anything over or on fire safety equipment, fire exit signs, and fire sprinklers. Normal Housekeeping service is offered between the hours of 8:00AM 3:00PM only. If any member of your delegation delays Housekeeping service until after 3:00PM, their room will not be cleaned until the following day. The Hotel conducts key checks between 1:00AM to 6:00AM at the main entrance where guests will be requested to present their room key to the Security Officer. In the event a guest misplaces their key, they will be required to show a valid picture ID (convention badges are not considered valid ID) to obtain a new key at the Front Desk. Accessing Hotel service elevators and passages is strictly prohibited unless on official RHSMUN business and accompanied by a hotel associate. Faculty Advisors/Head Delegates/Chaperones: Prior to check out, it is advisable to conduct a walk through of your delegate rooms to check for any property damage. Each Faculty Advisor/Head Delegate/Chaperone is responsible for the behavior of his/her group members. By my signature below, I represent my school or organization and understand that violations of the above guidelines will not be accepted and may result in applied charges, confiscation of disruptive or illegal items, and/or dismissal of any and all group members from the Hotel. Signature of Group Leader / Lead Faculty Advisor / Lead School Representative Date PRINT NAME of Group Leader / Lead Faculty Advisor / Lead School Representative On Site Contact Cell Phone Number: Name of School / Organization / State Chapter Address of School / Organization / State Chapter RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 8

9 - This form applies if you choose to pay by credit card. - If your school is claiming Tax Exemption, you may not utilize a personal credit card. Payment must be in the form of a school check or school credit card for verification purposes. - Please complete all areas below - thank you! Incomplete requests will be rejected. Credit Card Payment Authorization Form - This form must be received with your initial request for guest rooms. You may send this form via hard copy or by fax. ***** Do not send completed form by ***** - FAX COMPLETED FORM TO: (415) ATTN: KATHLEEN CHEW - Date: - Group Name: - Check-In: Check-Out: - Name of Person/Group Making Reservation: Phone: - (For internal use only) Approval Code: Date: - - CARDHOLDER - Please complete the following section and sign/date below. - Cardholder Name as it Appears on Credit Card: - Cardholder Billing Address: - City: State: Zip: - Daytime /Business Telephone: Evening Telephone: - Address: Fax Number: - Credit Card Number: Expiration Date: - Credit Card Type: (Circle one) Visa/MasterCard American Express Discover JCB Diners Club - Credit Card Issuing Bank Name: Bank Phone Number (from back of your credit card): - - Note: Account payments and group deposits will be pre-charged to your credit card immediately. - - Amount to be immediately charged to credit card for room and taxes or deposit: $ - - By signing below, you authorize the hotel to charge your credit card immediately for the amount indicated above. You further acknowledge that unless arranged prior to group arrival, all group related charges (less any deposits) will be charged to the above card number. Cardholder Signature: Date: RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 9

10 Bank Name: Northern Trust Company 50 South LaSalle Street Chicago, IL Wire Transfer Information Swift Code: CN0RUS44 ABA: Bank Account Number: Recipient Name: Hilton San Francisco 333 O Farrell Street San Francisco, CA Please include your confirmation or invoice number as a payment reference. If you are wiring an advance payment or if you are paying for several reservations/invoices, please or fax your remittance advice/proforma invoice to the address or fax number listed below. Best Regards, Kathleen Chew Hilton San Francisco Union Square Credit Department Fax: MAILING ADDRESS INFORMATION FOR PAYMENT BY CHECK Please mail all check payments to the following address. Be sure that your school/group name is clear! Hilton San Francisco Union Square Attn: Credit Department 333 O Farrell Street San Francisco, CA RHSMUN 2015 Hilton San Francisco Union Square - Hotel Information/ Reservation Forms 10

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