GUIDE TO SUCCESSFUL MEETINGS

Transcription

1 GUIDE TO SUCCESSFUL MEETINGS Reservations, Deposits & Deadline Dates Meeting & Banquet Requirements Hotel Facilities & Services CatamaranResort.com 3999 Mission Boulevard San Diego, California 92109

2 RESERVATIONS, DEPOSITS & DEADLINES Method of Reservations There are two methods for making reservations: 1. INDIVIDUAL RESERVATIONS Each attendee is responsible for making their own guestroom reservation by using our toll-free phone number (below). If preferred, the Catamaran can design a web page with reservation information for your specific group to include rates, cut off dates and any other information pertinent to making a room reservation (Up to 10 days to create). All reservations must be guaranteed at the time of the reservation. 2. ROOMING LIST Company/organization provides a list of attendees with arrival/departure dates and either guarantees the first nights arrival or provides each person s credit card number, expiration date, and name on card to guarantee first night. Please note the following important numbers: Reservations Toll-Free Number: Within U.S.A Canada FAX RESERVATION DEADLINE The Catamaran Resort Hotel and Spa reserves the contracted room block until 30 days prior to a group s arrival date or the date indicated on the contract. After that date, reservations are available on a space available basis at prevailing rates. Please note the group rate may not be available after the cut-off date. All speakers, VIP, and staff reservations need to be made on or before the cut-off date deadline to secure a guaranteed reservation. If names of speakers are not finalized prior to this date, the Meeting Planner should notify the hotel of the number of rooms and dates needed to secure reservations for these key people before the deadline date. Check in Time: 4:00 pm Check-out Time: 12:00 noon Extended Check-out fees (based on availability) 12:00 noon 2:00 pm $30.00, 2:00 pm 3:00 pm ½ group rate, and after 3:00 pm full group rate. Guest Services: Hotel Guests FAX GUIDE TO SUCCESSFUL MEETINGS 2

3 RESERVATIONS, DEPOSITS & DEADLINES Payment Options Helpful Information DIRECT BILLING Companies/organizations that wish to set up direct billing for a master account must complete a credit application and submit it to the Hotel 60 days prior to arrival. Please be sure to include dates of recent hotel events with similar needs. SPECIAL BILLING The Meeting Planner should notify the Hotel of persons whose room and tax and/or incidental charges (e.g. restaurant, room service, etc) will be charged to the master account at the time the reservation is made. AIRPORT TRANSPORTATION The Catamaran Resort Hotel and Spa recommends 24-hour airport transportation via SuperShuttle, which offers a special rate of $12.00 (subject to change) per person each way (taxis are approximately $35.00 one way). Please advise your attendees to go to the shuttle island located outside the baggage pick up area. A shuttle representative is present and can assist you. You can find out more information by calling Should you need town car service, please contact: Unique Transportation or Prices are subject to change without notice. PRE-PAYMENT For conferences where direct billing has not been arranged, the Hotel requires that 50% of estimated Master Account be paid with the signed contract; final payment along with attrition is due 30 days prior to the conference. Please refer to details in your contract. PORTERAGE If you wish to set up porterage for individuals or groups, the current fee is $5.00 per piece of luggage in, $5.00 per piece of luggage out. These gratuities are paid entirely to the staff members assisting with luggage. If you wish to make these arrangements, you must do so in advance with the Hotel s Convention Service Manager. INCIDENTAL GUARANTEE When the individual is responsible for incidental charges, either a credit card imprint (all major credit cards accepted) or $50.00 cash deposit per day/per room is requested at time of check-in. HOUSEKEEPING If you wish to set up a gratuity for the room attendants for individuals or groups, the amount is voluntary and at your discretion. These gratuities are paid entirely to the room attendants responsible for cleaning the designated rooms. If you wish to make these arrangements, you must do so in advance with the Hotel s Convention Service Manager. GUIDE TO SUCCESSFUL MEETINGS 3

4 RESERVATIONS, DEPOSITS & DEADLINES Helpful Information SIGNAGE Each meeting room your group is using will be labeled with the conference name each day. A Reader Board in the main lobby will indicate all of your group s activities, times, and locations. Any additional necessary signage must be provided by the group and must be professionally done. AMENITY / GUESTROOM DELIVERY If you wish to have welcome packages or other items placed in the guestroom of your attendees, please arrange with the Hotel s Convention Service Manager. If you wish to purchase amenities from the Hotel, the Hotel s standard charges, including delivery fees and service charges, will apply. If you will be providing the items for delivery, delivery fees are based on the type of item and method of delivery as follows: Delivery of amenities to guestrooms $5.00 per amenity delivered Delivery of letters/envelopes to guestrooms $3.00 per item delivered Gift Bags that are to be given out at the front desk are $3.00 per item Letters or Envelopes to be given out at the front desk are $1.00 per item In the case of deliveries to guestrooms, the delivery charge is paid entirely to the staff members responsible for the deliveries. In the case of items handed out at the front desk, the fee is retained by the hotel to cover overhead and other costs of providing the service. ON-SITE PARKING For all registered attendees who have vehicles on property, a $23.00 (self parking) or $28.00 (valet parking) charge per night is posted to their incidental folio account unless otherwise paid for and set up by the company/organization to master bill. For all local attendees who have vehicles, charges are $10.00 first hour, $2.00 each addition ½ hour, maximum of $35.00 per day. BUSES NEED ADVANCE AUTHORIZATION BY MANAGEMENT TO PARK ON HOTEL PREMISES. FAX AND PHOTOCOPY CHARGES (SEE FRONT DESK FOR DETAILS) FAXES: Within Continental U.S. $1.50 per page International $3.00 per page COPIES & TRANSPARENCIES: Regular copies $0.20 per copy (Large orders will be referred to FedEx Office Print & Ship Center: ) Colored ink copies $0.75 per copy Two-sided copies $0.25 per copy Colored paper $0.30 per copy Black Transparencies $1.50 each Color Transparencies $2.50 each * Prices Subject to change GUIDE TO SUCCESSFUL MEETINGS 4

5 MEETING & BANQUET REQUIREMENTS MEETING SPACE Meetings are blocked until 5:00pm and the Hotel will sell space in the evening beginning at 6:30pm. If attendance increases or decreases, the Catamaran Resort Hotel and Spa reserves the right to move a group into a room that will better accommodate your needs whenever possible. In the event of a decrease, appropriate room rental will be charged. PLEASE REVIEW MEETING ROOM POLICIES ON THE CONTRACT. Unless otherwise noted on your contract, function space is not held on a 24-hour basis; all equipment and materials must be removed at the end of each day. SMOKING RESTRICTIONS Effective January 1, 1995, smoking in meeting and banquet rooms is prohibited by California State Law. Please contact your hotel representative regarding designated smoking areas. EXHIBITS The Catamaran offers the following at $45.00 per table/per day, plus the service charge and sales tax amounts in effect at the time of your function (see explanation below): One 8 skirted table and two chairs. All other exhibit needs (e.g. booths, pipe & draping, poster boards) must be arranged through one of these services: Reflex Trade Show Services Carden Convention Services Co GES/Greyhound Exposition Services AUDIO/VIDEO SERVICES The Hotel has in-house Audio Video services. The current price list is enclosed. The service charge and sales tax amounts in effect at the time of your function will be added to these prices (see explanation below). HIGH-SPEED/WIRELESS INTERNET LINES If your Meeting Rooms require high-speed or wireless Internet please contact your Convention Service Manager to place an order at least 10 days prior to date service is needed. There will be a set up fee of $ for the 1st day and $ for each additional day per meeting room. The service charge and sales tax amounts in effect at the time of your function will be added to these prices (see explanation below). These lines are accessed by dialing 9 and then the number. Please note that all guestrooms have high-speed wired or wireless access complimentary. PRE/POST CONFERENCE MEETINGS The Catamaran Resort Hotel and Spa recommends that all meetings with 50 guestrooms or more on peak night arrange a pre-conference meeting with the hotel staff. This enables the Meeting Planner to ask any questions they may have from each department (e.g., how to contact the Banquet Manager, how to reach Security, how billing will be handled, etc.). Also a daily review of the changes incurred to date can be set up with your Convention Service Manager. Utilizing both methods of review will help eliminate any discrepancies that may occur. This also enables the Meeting Planner to discuss the success of the conference as it happens. GUIDE TO SUCCESSFUL MEETINGS 5

6 MEETING & BANQUET REQUIREMENTS BANQUET SPACE/MINIMUMS All evening functions cannot begin prior to 6:30pm unless otherwise agreed to on the contract. All evening functions must conclude by 1:00am (except for events on the Beach North or Beach South; these must end at 8:30pm) All food and beverage is subject to a service charge of 23% plus current sales tax, fees subject to change. PLEASE REVIEW THE CATERING POLICIES ON THE CONTRACT. All scheduled meals must be guaranteed three (3) business days prior to the function date. Any additions to your program after the commencement of your conference may be subject to an additional surcharge. Cancellations of scheduled functions after guarantee is submitted will be charged for in full. The on-site Meeting Planner at the conclusion of each function must sign all Banquet Checks. You may choose to have Banquet Checks for each day signed at one time (i.e., at the end of each day); this is at your discretion. Arrangements should be made with your Banquet Manager or Captain as to when you would like to review and sign the Banquet Checks. MEAL/BAR FUNCTION MINIMUMS The Catamaran has the following meal function minimums: Breakfast & Lunch Buffets: 25-person minimum* Dinner Buffets: 50-person minimum* Plated Meals: 20-person minimum** * The hotel will not offer buffet meal service for less than 25 people. ** Any such functions under 20 persons will be charged an additional room rental fee, which is not a gratuity, and you agree to pay such charges. The Catamaran has the following bar function minimums for Hotel Banquets: Bars: $500 in sales per bar or a $150 Bartender fee applies per bar. Please see bar options included in your menu packet. SERVICE CHARGE AND SALES TAX All food, beverage, set-up, audio visual, and other charges are subject to the current service charge of 23% and applicable sales tax amounts in effect at the time of your event. Meeting room rental and miscellaneous charges may also be subject to the current service charge and applicable sales tax amounts in effect at the time of your event. The service charge will be added to all prices quoted and is subject to applicable sales tax. This service charge is mandatory and is not a gratuity. While a portion of the service charge is currently retained by the hotel to cover overhead and other costs, a majority is shared by the hotel s employees responsible for banquets, including managers, salespersons, kitchen staff, captains, servers, bartenders, and set-up personnel. The service charge and sales tax amounts are subject to change and will be charged at the rate in effect at the time of your event. GUIDE TO SUCCESSFUL MEETINGS 6

7 MEETING & BANQUET REQUIREMENTS SHIPPING MATERIALS TO THE CATAMARAN Due to limited storage space we require the following: 1. All registration materials delivered to the hotel may arrive no more than 72 hours prior to a scheduled function. The Hotel cannot accept boxes over 50 lbs. Please note the Hotel does not have a forklift to move crates/pallets. 2. Arrival of all exhibit materials must be handled through a convention service company such as Reflex, Carden Convention Services or contact your Convention Services Manager for more information. 3. All boxes addressed to the Catamaran Resort Hotel and Spa MUST be labeled as follows: RECEIVING/SHIPPING MATERIALS FROM THE CATAMARAN Contact security for assistance with receiving/shipping of materials/boxes. A $5.00 per box handling fee will be charged for each box received or shipped out. This amount is mandatory and is not a gratuity. The handling fee is currently retained by the hotel to cover overhead and other costs. Catamaran Resort Hotel and Spa 3999 Mission Boulevard San Diego, CA ATTN: Name of Person Receiving Boxes at Hotel Conference Name HOLD FOR ARRIVAL GUIDE TO SUCCESSFUL MEETINGS 7

8 HOTEL FACILITIES & SERVICES GUEST SERVICES/CONCIERGE Our Guest Service Department is open daily from 8 am 11 pm. This is the location for mail drop, taxi transportation, storage of luggage and general information area. Our Concierge staff can assist you with scheduling tours, tee times, dining reservations, car rentals, charter transportation, massages, etc. Call LOBBY KIOSK For business needs, guests are provided 24-hour access to the lobby kiosk, located next to the front desk, which feature tablets with internet access. Faxing, printing, and copying are also available at the front desk. VOICE MAIL Guests may also receive messages via in-room voice mail system. OCEANA COASTAL KITCHEN Features California coastal cuisine with local ingredients. Monday Thursday Breakfast 6:30 am 11:30 am Lunch 11:30 am 2:00 pm Dinner 5:30 pm 10:00 pm Sunday Breakfast 6:30 am 10:00 am Brunch 10:00 am 2:00 pm Dinner 5:30 pm 10:00 pm Friday and Saturday Breakfast 6:30 am 11:30 am Lunch 11:30 am 2:00 pm Dinner 5:30 pm 11:00 pm Friday and Saturday Lunch 2:00 pm 5:00 pm Extended Hours Outdoor Patio MORAY S Enjoy the tropical outdoor setting lined with tiki torches and fire pit tables, or relax inside with a beautiful aquarium filled with exotic fish. Happy Hour Monday Friday from 3:00 pm 6:00 pm. THE CATAMARAN SPA Enjoy our full-service spa, offering rituals inspired by South Pacific and Asian healing traditions. The Catamaran Spa offers ten treatment rooms, a Vichy shower, a full-service salon, and an outdoor whirlpool. Call for appointments or visit CatamaranSpa.com. FITNESS CENTER, POOL AND SPA The Fitness Center is open 6:30 am 9:00 pm offering a bay view with outdoor cardio and indoor strength equipment. Our heated outdoor pool and whirlpool with lounge chairs is open from 9 am 10 pm daily. The Pool Bar & Grill is open during spring and summer seasons. ACTION SPORT RENTALS Offering rentals and lessons with sailboats, catamarans, surf boards, paddleboards, pedal boats, kayaks, bicycles, segways and more. BAHIA BELLE Enjoy a beautiful cruise aboard the Bahia Belle sternwheeler on Mission Bay while enjoying cocktails and entertainment. Departs at 7:00 pm and every hour until midnight, cruising back and forth from the Bahia Resort Hotel across the bay (see schedule at check-in). GUIDE TO SUCCESSFUL MEETINGS 8