CM-2023-022 - 1/27/2023City of Round Rock
March 25, 2023
Page 1 of 7
Printed: December 1, 2022
Sales Manager: Naomi Mason
Kalahari Resorts & Conventions
3001 Kalahari Drive, Round Rock, TX 78665
Phone (512) 501-3493 • www.kalahariresorts.com
...; ,. EVENT CONTRACT
DESCRIPTION OF GROUP AND EVENT
The following represents an agreement between KR Acquisitions LLC, dba Kalahari Resorts &
Conventions, hereinafter referred to as "Hotel" and City of Round Rock hereinafter referred to as
"Client" and outlines specific conditions and services to be provided.
ORGANIZATION: City of Round Rock
CONTACT:
Name: Christopher Ankeny
Street Address: 221 East Main Street
City, State: Round Rock, TX 78664
Phone Number: (737) 610-5455
E-mail cankeny@roundrocktexas.gov
NAME OF EVENT: City of Round Rock's Annual Neighborhood Leader Conference
'23
OFFICIAL PROGRAM DATES: March 25, 2023
CONCESSIONS:
The Kalahari Resort & Conventions is pleased to include the following:
• Complimentary WiR in guest rooms and convention center
Complimentary Self Parking
10% off published Catering menu
• 25% discount on A/V
• Waived meeting room rental
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Kalahari Resorts & Conventions
3001 Kalahari Drive, Round Rock, TX 78665
Phone (512) 501-3493 • www.kalahariresorts.com
CLIENT INITIALS
f; a1
WELCOME TO w ARI
City of Round bock
March 25, 2023 Page 2 of
FUNCTION INFORMATION AGENDA/EVENT AGENDA
Based on the requirements outlined by Client, the Hotel has reserved the function space set forth on the below Function
Information Agenda/Event Agenda. Banquet and Meeting Room assignments are based on the anticipated number of
guests. The Hotel reserves the right to re-assign alternate meeting space equivalent to originally contracted event space
and/or proportionate to your guarantee.
All food, beverage, event space and Audio Visual rental Is subject to a taxable service charge(currently 250I6)and
applicable sales tax(currently 8,25%).All other charges(excluding functlon space)are subject to applicable sales tax. All
prices quoted are subject to change and will be guaranteed with your Conference Service Manager 60 days prior to your
runctlon.
Data I Time Evont Class 80tup AGR Ramal
Sat,03125123 9:00 ANI-S:Oo PM Setup 3,100 eq It+ 50 0
Sal.03/25123 50:00 AM.4:00 PM Meeting 3.too sq R+ 50 0
Sal.03r25123 1 12:00 PM"1:00 PM Lunch 3.100 aq R+ 50 0
FOOD AND BEVERAGE MINIMUM
Client agrees that it will provide, and Hotel is relying upon no less than a food and beverage minimum expenditure
$2,500.00 associated with the event excluding service charge and sales tax. Client and Hotel agree that if Client falls to
purchase this rnln€mum, Client will pay Hotel the difference. These liquidated damages are not a penalty and will be
determined by calculating the difference between the actual food and beverage purchased and the minimum as deflned
above. These damages will be charged In the form of additional meeting room rental.
OUTSIDE FOOD AND BEVERAGE POLICY
No outside food or beverage Is permitted In resort function rooms, common areas or other public areas. Unused food and
beverage cannot be removed from the area where it is served.
LIQUOR LICENSE
Client understands that Hotel's liquor license requires that beverages only be dispensed by Hotel employees or
bartenders. Alcoholic beverage service may be denied to those guests who appear to be Intoxicated or are under age.
DAMAGES
Client shall be responsible to maintain and keep the facility In good order and repair. Any darnages to the facility IncludliN
but not limited to the carpet, floors, walls, doors,guest rooms, Convention Center and all other parts of the hotel caused
by Client or Its officers,directors,agents,employees,subcontractors, licensees, or Invitees shall be paid for by Client at
the actual or estimated dost of repair, normal wear and tear excepted.
INSURANCE
The Hotel and the Client shall obtain and maintain and provide evidence of insurance upon request in amounts sufficient
to provide coverage for any liabllitles,which may reasonably arise out of or result from the respective obligations
pursuant to this contract.
TAX-EXEMPT STATUS
Currently Client Is listed as a tax-exempt group. Tax-exempt status must be arranged In advance by malling or faxing a
copy of the group's tax-exempt certificate. Without a valid Texas tax-exempt certificate on rile,Client will be charged X111
state,county and local sales and hotel taxes.
Kalahari Resorts&Conventionsl-CLIENT INITIALS
3001 Kalariari Drive,Round Rock,TX 78665 �a
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Phorie(512)501.3443 o w�+w hariresDits.com p� LA '
'
WILG0M TO fi. ,
R
of R-,Lnd Rock
starch 25, 2023 Page 3 of 7
MASTER ACCOUNT METHOD OF PAYMENT
The payment of anUcipatea charges on Blaster ACCOusit is due rzo;ess than.3 business days prior to arrival. Hotel must
notified In writing at least 3 days prior to arrival of ail autr,�)rized signatories
"I".ie tolloy)lnq method of payment will be used as payment method for Master Account charges:
PRE-PAY Check -Must be received no later than 14 days prior to arrival.
PRE-PAY Credit Card -Hotel will contact Client for tht., card number.
ADVANCE PAYMENT
An advance payment of$500.00 will tae required in order to N31d arrangements on a definite basis. This advance
payment is due on Thursday, December 8, 2.022 and ,all be credited toward the Master Account.
T1,,Is advance Payment will be made wldi.
Check
-'_Credit Card - Hotel will contact client for the credit card number.
CANCELLATION
Client acknowledges that If It cancels or otherwise essentially abandons its planned use of the Event Agenda(a
'Cancellatioril, this action would constitute a breach of Clients obligation to Hotel and Hotel would be harmed Because
Hotel's harm(and Client obligation to compensate Hotel for that harm) Is likely to Increase if there Is a delay In notifying
Hotel of any Cancellation,Client agrees to pay$500.00 1
Provided that Client timely no0fles Hotel of the Cancellation and timely pays the above liquidated damages, Hotel agrees
not to seek additional damages from Olent relating to the Cancellation.
17he Hotel reserves the right to cancel dienVs event at any time outside 11 months prior to Client's arrival(late, The Hotel
will be responsible for refunding all deposits and paying as liquidated damages an amount equal to 10% $950.00
Hotel reserves the right to cancel this event and any future events of Client at this and any other Kalahari Resorts&
Conventions location if Client has an unpaid balance due from any past event at this Kalahari Resorts&Conventions
location or any other Kalahari Resorts&ConvenUans affillatr-d location. It there Is an unpaid balance due from any past
event, Hotel (nay cancel at any time up to and including the first day of the Official Program Dates.Client hereby waives
any claim for damages of any kind if Hotel exercises its right to cancel hereunder.
CHANGES,ADDITIONS, STIPULATIONS,OR LINING OUT
Any changes, additions,stipulations or deletions Including corrective lining out by clUier Hotel or Client will not be
considered agreed to or binding on the other unless such modifications have been Initialed or otherwise approved In
writing by the other,
COMPLIANCE WITH LAW
ffils Agreement Is subject to all applicable Federal,state, and local laws, including health and safety codes,alcoholic
beverage-control laws,disability laws, and the like. Client and Hotel agrees to cooperate with each other to ensure
compliance with such laws.
Ka0harf Re,,otts&Conventions CLIENT INITIALS
Y101 Kalahari Drive, Round Rock, TX 78665
PhoriP(51 2)501-3493
W E 1. C 0 M E T a KALMIWARI
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City of Round Rock
M,arch 25, 2023 Page 5 of 7
ACCEPTANCE
T'rils document Is a contingent offer of a contract. It Is contingent on the Hotel space and services described herein being
open and ava(lab)e on the date Hotel receives the executed contract from Client. Client shall have the first option to
contracr.the space and services until December 8, 2022,uniess notlfled otherwise by Hotel. After December 8, 2022,
this conUngent contract will become a second option klith the space and services herein being made available to other
clients on a first come-first served bisis.
Phis docusnent becomes a binding contract between Hotel and Client when the Client returns a properly executed copy to
Hotel and Hotel executes the contract as well. A fully executed contract will be sent to Client to confirm the contract Is In
place.
SIGNATURES
Approved anZdorized by City of Round Rock.
Name. (Print) W Title: (Print)
V
Signature: Date:
Approved and authorized by KR Acquisitions LLC:
A Title: (Print)
Name: (Print)
SIgnature: Date:
— 7—t
Please sign this agreement anlretum It to the address below by Thursday, December 8, 2022.
A countersigned copy will be returned to you upon receipt.
BrLLING CONTACT
If the final bill for this event should be sent to a persoti other than the signatory listed above, please provide contact
information for that billing contact below:
Name: (Print) 6_-,L1Aj
Title: (Print) 'y
v cwrAtFfe'
Billing Address-
Billing Cly, State, Zip: P&C
Phone nurnber: 3
Email Address: A-0-1/0 Z.CC/( riv4s. 6101/
Kalaha,,".Resorts&Coiventions CLIENT INMALS
3001 Kalahari Drive,Round Rock, TX 78665
Phone(512)5013493- s,r�gril
W E L C 0 M E To K A LA li`t" R I
City of Round Rock
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Consider executing an Event Contract with KR Acquisitions LLC for the City's
Annual Neighborhood Leader Conference.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 1/27/2023
Dept Director: Joe Brehm
Cost:
Indexes: General Fund
Attachments: Round Rock Annual Neighborhood Leader Conference Contract —Kalahari Mar 25
Department: Community and Neighborhood Services
Text of Legislative File CM-2023-022
Consider executing an Event Contract with KR Acquisitions LLC for the City's Annual Neighborhood Leader
Conference in the amount of no less than $2,500. This is the ninth year Neighborhood Services has hosted
the Annual Leadership Conference. The Leadership Conference will be held on March 25, 2023 from 10:00
am to 2:00 pm at Kalahari Resorts and Conventions. The focus of this conference is to provide networking
opportunities and informative training for community leaders and HOA Community Managers in Round
Rock.
This contract includes all food and beverages as well as use of facilities for up to 100 guests. The venue will
only charge for the number of guests that attend. Currently, Neighborhood Services is estimating that a
minimum of 50 guests will register for this event. Upon execution of this agreement, Neighborhood
Services will pay KR Acquisitions LLC an advance payment of $500 in order to secure date and venue.
Cost. Minimum of $2,500.00
Source of Funds: General Fund
City of Round Rock Page 1 of 1