Please submit this form to: Ashley Goerke Convention Services Manager Omni Atlanta Hotel, CNN Center t: +1-404-818-4350 100 CNN Center Atlanta, GA 30303 I USA
[email protected]
Due Date: August 19, 2016
Ancillary Meeting Function Setup Form (PLEASE SUBMIT ONE FORM, PER ROOM, PER DAY) Contact Information Contact Name
Organization Name
Position/Title
Email Address
Phone Number
Fax Number
On Site Contact
On Site Contact Cell Number
Company Mailing Address
Event Information Event Date
Event Name
Event Start Time
Event End Time
Number of Attendees
Post Event Name on Reader Boards?
Yes
No
Event Purpose (ex: meeting)
Food and Beverage?
Yes
No
Budget Per Person
Room Assignment
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Room Sets – Please only choose ONE
Room set with
Schoolroom
Theater Style
(amount of chairs)
Conference
Hollow Square
Rounds of 8
Rounds of 10
Cocktail /Reception Please note all low cocktail tables are squares
U-Shape
Linen Color All linen is a Pecan shade underlay with a white overlay Additional Equipment Needs Please indicate below if any additional room equipment is needed – please include how many you are requesting in the number column. NUMBER
ADDITIONAL EQUIPMENT NEEDS Easel(s) for client supplied signage Standing Lectern/Podium
NUMBER
6x30 Draped Display Table(s)
ADDITIONAL EQUIPMENT NEEDS Head Table for people Registration Desk with chair(s) Other (Please specify)
Meeting Room Refreshes Below list any AM and PM times that most appropriately fit your meeting schedule so that our Conference Set-Up staff may come in and refresh the room with water and clear trash. REFRESH TIMES 1. 2.
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Signs and Banners All signs displayed in the Hotel must be professionally printed and the Hotel reserves the right to approve all signage for wording and placement. Use of tape, pins, and/or nails on Hotel carpet and walls are strictly prohibited. Hanging of banners must be approved and arranged through Hotel staff and charges quoted on an individual basis. All signage requests are to be arranged through Teradata and their preferred signage vendor, Heritage. Please refer to the separate signage order form.
Audio Visual Equipment Note – All Audio Visual Equipment must be arranged through Teradata and their preferred. Audio Visual supplier, ETech. Please refer to the separate AV Order Form. Please list any AV Equipment ordered through ETech (to help plan the room setup accordingly): 1. 2. 3.
Telecommunications ____ Phone Line Only - $225.00 per line for the first day, for installation and hook-up. $40.00 per line charge will apply for each additional day. *Local calls and 800 number calls – complimentary. *Long distance calls - there will be a separate bill by AT&T for these surcharges. Please contact Ashley Goerke for polycom speaker phone rental costs.
Electrical & Internet Encore Event Technologies is the exclusive provider of all rigging and power requirements. Power and rigging requirements must be stated in writing a minimum of two weeks prior to event’s installation date.
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Electrical Support
ITEM
ADVANCED RATE**
DAILY RATE
QUANTITY
DAYS
20 Amp 120v $190.00 (includes one extension cord & power strip)
$171.00
N/A
20 Amp 208v 30 Amp 208v 208 VOLT THREE PHASE 60 Amp circuit SERVICE 100 Amp circuit 200 Amp circuit 400 Amp circuit
$190.00 $285.00
$171.00 $256.00
N/A N/A
$675.00 $810.00 $1,110.00 $2,266.00
$607.00 $729.00 $1000.00 $2,040.00
N/A N/A N/A N/A
Power Strips 25’ Extension Cord 50’ Extension Cord
$25.00 $25.00 $25.00
$22.00 $22.00 $22.00
*IMPORTANT: Electrical services include setup labor. Additional extension cords and power strips are extra. Five or more power strips or extension cords will require additional labor. ** ADVANCED RATE - Order received 10 business days prior to event.
TOTAL
Subtotal:
Encore Event Technologies is the exclusive provider of all high-speed internet and networking requirements within the meeting and hotel public space. ITEM Wired High Speed Internet Line
DAILY RATE $295.00 per device
Wireless Internet Access
$49.95 per device
Additional Hardwire Internet Line
$75.00 per device
QUANTITY
DAYS
TOTAL
Rekey Order Form If you have a meeting room for 2 consecutive days on a 24-hour basis, you may request a key to that room for a $50.00 fee. Item Rekey – Per Room, for up to (5) keys. Number of Keys Required
Due Date: August 19, 2016
Price $50.00
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GENERAL INFORMATION AND POLICIES AGREEMENT FUNCTION SPACE: Appropriate function space will be assigned to suit the specific requirements of your meeting. Due to the possibility of changes in the number of people, number of guestrooms, format, and dates, the Hotel must reserve the right to reassign all meeting and public spaces. All items must be removed immediately upon completion of event. The Omni Atlanta Hotel at CNN Center accepts no responsibility for any items left in the function space. FOOD & BEVERAGE POLICIES: To ensure a successful event we do require all meeting specifications, menus and any additional needs forty-five (45) days before your program. Due to licensing requirements and quality control issues, all food and beverage to be served on Hotel property must be supplied and prepared by the Hotel. The Hotel reserves the right to cease service of alcoholic beverages if guest(s) under the state mandated age limit are present at the function and attempt to receive service of alcoholic beverages. Meal Service Plated meal service is based on a (1) hour serve time. Breaks are based upon a thirty (30) minute serve time. Buffets (breakfast, lunch, reception and dinner) are served for one hour. Due to health regulations and quality concerns, items from the buffet cannot be served during mid-morning, afternoon or evening breaks. An extension of actual service times is subject to additional labor fees. Additional Charges Carvers, Station Attendants, Made to Order Chef's or Butler-Style Servers are available at $150.00 each per two (3) hour shift. Bartenders are $150.00 each per four (3) hour shift. (1) Bartender per 100-150 guests GUARANTEES: In arranging for private functions, the guaranteed number of attendees is required three business days (72 hours) in advance. If no guarantee is received, the hotel will refer to the expected number on the banquet event order as the guarantee. The hotel will set up for 3% over the guaranteed number as requested.
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PARKING: The Omni Atlanta Hotel at CNN Center will offer valet parking to its guests at the prevailing rate in effect for the year. Event parking is subject to availability, and is not guaranteed. Groups that would like to offer hosted valet parking for their attendees may be able to do so, upon availability. The ability to pre-purchase and offer host parking will be confirmed two weeks from the event date. 0-3 hours: $16 3-6 hours: $22 6-24 hours: $35 Overnight: $35 per car per night FORCE MAJEURE: The performance of this Letter of Agreement is subject to acts of God, war, government regulations, terrorism, disaster, strikes (except those involving the employees or agents of the party seeking the protection of this clause), civil disorder, or curtailment of transportation facilities or any emergency beyond the parties’ control, that would make it illegal or impossible to perform the obligations under this Agreement. INSURANCE: The Hotel and the Group shall each obtain and maintain insurance in amounts sufficient to provide coverage for any liabilities which may reasonably arise out of or result from any activities conducted at the Hotel. Evidence of such insurance shall be provided to the other party at the request of such party. INDEMNIFICATION: To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the Omni Atlanta Hotel at CNN Center and Omni Hotels & Resorts, and their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney's fees), arising out of or connected with your function, except that nothing in this indemnification shall require you to indemnify the Hotel for that portion of any claim that is finally determined to arise out of the negligence or willful misconduct of Hotel. Hotel will defend, indemnify and hold harmless the Group from and against all claims, actions or causes of action, liabilities and costs arising from the errors, negligence or willful misconduct of the Hotel’s employees or agents in connection with the performance of the obligations hereunder which results in direct physical injury, death or damage to tangible personal property, provided that the Group gives prompt notice of the claim to the Hotel, and provides all reasonable assistance therein. AMERICANS WITH DISABILITIES ACT: Both the Group and the Hotel shall be responsible for compliance with the public accommodation requirements of the Americans with Disabilities Act as defined by law. The Hotel shall provide, to the extent required by the Act, such auxiliary aids and/or services as may be reasonably requested by the Group, provided that the Group gives reasonable advance written
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notice to the Hotel of such needs. The group shall be responsible for the cost of any auxiliary aids and services (including engagement of and payment of specialized service providers, such as sign language interpreters), other than those types and quantities typically maintained by the Hotel. DAMAGE CLAUSE: The Group assumes entire responsibility and liability for any and all claims, damages, costs and expenses arising out of injury, loss or damage to the Hotel property (including, without limitation, the Hotel guest rooms, public areas of the Hotel, equipment, furnishings and other property in or about the Hotel premises) arising out of the acts or omissions of any member or participant of the Group. The Group represents to the Hotel that it maintains adequate insurance to cover any such loss or damage. DEPOSITS AND FINAL PAYMENT: For Catering events the following deposit schedule is in effect: Due with Contract for confirmation 10 business days prior to event
25% of Estimated Total Final prepayment
All deposits are non-refundable. Final prepayment is due 10 business days prior to the event payable by credit card, cashier’s check or cash. Company or personal checks will only be accepted up to 21 days prior to the event. Credit cards will be charged for the estimated value of your event 3 days in advance of the function date and charged immediately following the event. For groups with approved direct billing status, all charges shall be payable within thirty (30) days of receipt of the billing statement. No interest charges shall be assessed provided payment is made within thirty (30) days. Company or personal checks will only be accepted 21 days prior to event. CANCELLATION POLICY: This agreement shall bind the group and The Omni Atlanta Hotel at CNN Center. In the case of a cancellation the group will be responsible for the sum due to the Hotel for liquidated damages in the amount determined below. More than 120 days More than 90 days Less than 90 days Less than 30 days
25% of the total Minimum Food, Beverage and Room Rental Revenue 50% of the total Minimum Food, Beverage and Room Rental Revenue 75% of the total Minimum Food, Beverage and Room Rental Revenue 100% of the total Minimum Food, Beverage and Room Rental Revenue
ACCEPTANCE: This contract, with exhibits attached (if any), constitutes the entire agreement between the parties and may not be amended or changed unless done so in writing signed by Hotel and Group. The undersigned represent that they are authorized to sign and enter into this agreement.
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Any changes, additions, stipulations, or decisions including corrective lining out by either the Hotel or Group will not be considered agreed to or binding unless such modifications have been initialed or otherwise approved in writing by both parties.
OMNI ATLANTA HOTEL AT CNN CENTER CATERING & CONVENTION SERVICE DEPARTMENT POLICIES, PROCEDURES, & INFORMATION SHEET
ADVERTISING OPPORTUNITIES: Collateral Room Drops – Outside the guestroom $3.00 per copy Inside the guestroom $5.00 per copy In Room Hotel Channel – Available for JPEG Loop Tapes, $500 Keycards – Contact your Catering Representative Bridge Banners and Outdoor Building Banners – Contact your Catering Representative
For more information and rates, please consult with your Catering or Convention Service Manager AUDIO VISUAL: Encore Event Technologies is the exclusive provider of all rigging and power requirements. All rigging performed within the meeting space will be designed per specification, installed and removed exclusively by Encore Event Technologies. Power and rigging requirements must be stated in writing a minimum of two weeks prior to event’s installation date. Encore Event Technologies is the exclusive provider of all high-speed internet and networking requirements within the meeting and hotel public space. Third-party HSIA provisioning is strictly prohibited without prior written consent and arrangement with Omni Hotels & Resorts and Encore Event Technologies. Customer provided wireless access points or other network infrastructure devices are prohibited to ensure uninterrupted operation of existing hotel wireless infrastructure. Customer provided routers; switches and other networking infrastructure devices are prohibited as to ensure uninterrupted and unimpaired operation of existing hotel network services. Please contact your sales manager for available options. TERMS AND CONDITIONS: It is required that Encore Event Technologies set-up, operate and strike all equipment unless requirements dictate otherwise. All equipment prices listed are per day. Equipment and labor pricing listed does not include an applicable service charge 24% and sales tax. All equipment and labor cancellations occurring less than 48 hours prior to scheduled function shall be billed to customer at published rates
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EASELS: Easels are available at $15.00 each. Please arrange for easels before your arrival to the hotel. ELECTRICAL POWER: If electrical power is required for computers, displays, lighting, entertainment, etc., the Catering & Convention Service Department will assist you in obtaining this service. Appropriate charges will be based on your particular needs. These charges can be billed to your master account, or credit card. Credit card orders need prior approval. HOUSEMAN ASSISTANCE: If you require dedicated personnel to assist you on your load-in/load-out days, a Banquet houseman can be assigned to your group for a charge of $25.00 per hour for each houseman required. Please note there is a four- (4) hour minimum. SHIPMENT OF MATERIALS, BOXES AND PACKAGE CHARGES: Please ship your materials no more than three (3) days before your event. The correct shipping address should read as follows: Omni Atlanta Hotel at CNN Center 100 CNN Center Atlanta, GA 30303 Date of Event: Function Room: ATTENTION: Ashley Goerke HOLD FOR: Company name All guest packages received will be charged upon arrival by the purchasing department. Any packages arriving more than three (3) days prior to the guest’s arrival will be charged an additional fee for storage per day of $3.00 per box and $15.00 per pallet or crate. Pricing is per box or pallet: Letter $5.00 each 0-10 lbs. $20.00 per box 11-20 lbs. $30.00 per box 21-30 lbs $40.00 per box 31-40 lbs. $50.00 per box 41-75 lbs. $75.00 per box 76+ lbs. $150.00 per box pallet
or
If a houseman is required to deliver boxes, move boxes and/or breakdown pallets, a $25/hour fee will be applied with a one-hour minimum.
