CM-2025-080 - 3/28/2025City of Round Rock
April 12, 2025 Page 1 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
Printed: March 19, 2025
Sales Manager: Naomi Mason
Kalahari Resorts & Conventions
3001 Kalahari Blvd, Round Rock, TX 78665
Phone (512) 501-3493 • www.kalahariresorts.com
EVENT CONTRACT
DESCRIPTION OF EVENT
The following represents an agreement between KR Acquisitions LLC, dba Kalahari Resorts &
Conventions, hereinafter referred to as “Kalahari Round Rock” and City of Round Rock
hereinafter referred to as “Client” and outlines specific conditions and services to be provided for an
event to be held at Kalahari’s Round Rock, Texas resort and convention center, hereinafter referred
to as “Res”.
ORGANIZATION: City of Round Rock
CONTACT:
Name: Devin Taylor
Street Address: 221 East Main Street
City, State: Round Rock, TX 78664
Phone Number: (512) 671-2734
E-mail dtaylor@roundrocktexas.gov
NAME OF EVENT: City of Round Rock’s Annual Neighborhood Leader Conference
'25
OFFICIAL PROGRAM DATES: April 12, 2025
CONCESSIONS
The Kalahari Resorts & Conventions is pleased to include the following:
• Complimentary non-dedicated WiFi in guest rooms and convention center
• Complimentary Self Parking
• 10% off published Catering menu
• 15% Discount on prevailing published audio-visual if Hotel is the sole and exclusive provider (does not apply to
labor)
• Waived meeting room rental
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CM-2025-080
City of Round Rock
April 12, 2025 Page 2 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
FUNCTION INFORMATION AGENDA/EVENT AGENDA
Based on the requirements outlined by Client, the Kalahari 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 Kalahari reserves the right to re-assign alternate meeting space equivalent to originally contracted
event space and/or proportionate to your guarantee.
Date Time Event Class Event Space AGR Rental
Sat, 04/12/25 8:00 AM - 2:00 PM Room Hold Pre-Function 1 70 $0.00
Sat, 04/12/25 8:00 AM – 9:00 AM Setup Zambezi & Nile 70 $0.00
Sat, 04/12/25 9:00 AM - 2:00 PM Meeting Zambezi & Nile 70 $0.00
Sat, 04/12/25 11:30 AM - 12:30 PM Special
Events/Activities
Pre-Function 1 70 $0.00
Sat, 04/12/25 11:30 AM - 1:00 PM Lunch Zambezi & Nile 70 $0.00
All food, beverage and audio visual rental is subject to a taxable service charge (currently 25%) and applicable sales tax
(currently 8.25%). All other charges (excluding function 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 function.
FOOD AND BEVERAGE ATTRITION
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 Kalahari agree that if Client fails
to purchase this minimum, the difference will be added to the Master Account. 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 defined 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. It is the duty of
the Client to enforce this provision, and gross disregard for this policy may subject Client to monetary damages, including
a service charge regardless of whether Resort staff services were necessary, and the right of Kalahari to cancel this and
any future event of Client at this or any other Kalahari Resorts & Conventions location. Client hereby waives any claim for
damages of any kind if Kalahari exercises its right to cancel hereunder.
LIQUOR LICENSE
Client understands that Kalahari’s liquor license requires that beverages only be dispensed by Kalahari employees or
bartenders. Alcoholic beverage service will be denied to those guests who appear to be intoxicated or are under age.
SECURITY
Kalahari cannot ensure the security of, and is not responsible for, items left unattended in function rooms. If your event
requires additional security, with respect to such items or otherwise (as may be reasonably determined by either party),
Kalahari may be able to provide security at an additional cost to Client. At the discretion of the resort, additional security
may be required at the group’s expense. All third-party security requires advanced Kalahari approval. in writing. All
armed security also requires, among other things, insurance and liability bonding.
DAMAGES
Client shall be responsible to maintain and keep the facility in good order and repair. Any damages to the facility including
but not limited to the carpet, floors, walls, doors, guest rooms, Convention Center and all other parts of the Kalahari
caused by Client or its officers, directors, agents, employees, subcontractors, licensees, or attendees shall be paid for by
Client at the actual or estimated cost of repair, normal wear and tear excepted.
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City of Round Rock
April 12, 2025 Page 3 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
INSURANCE
The Kalahari and the Client shall obtain and maintain insurance in amounts sufficient to provide coverage for any
liabilities, which may reasonably arise out of or result from the respective obligations pursuant to this contract. For events
that do not pose unusual risks, Kalahari will not normally require proof of such insurance.
Although Kalahari can typically host events which post unusual risks, all such events need to be agreed to in writing.
Client should not assume that Kalahari will host any unusual event unless it is agreed to IN WRITING. If Kalahari
determines that such event requires proof of insurance, then the parties must enter into an addendum to this contract
that requires that Kalahari and related parties be named as additional insured on Client’s insurance policies.
USE OF OUTSIDE VENDORS
If Client wishes to hire outside vendors to provide any goods or services at Resort during the Event, Kalahari may, in its
sole discretion, require that such vendor provide upon request, in form and amount reasonably satisfactory to Kalahari,
an indemnification agreement and proof of adequate insurance in which Kalahari and related parties are named as
additional insureds.
TAX-EXEMPT STATUS
To my knowledge, the group: [def:$tax|check|req1|signer1]
[$tax] IS tax-exempt
_____
[$tax] IS NOT tax-exempt
_____
Tax-exempt status must be arranged in advance by mailing or faxing a copy of the group’s tax-exempt certificate.
Without a valid Texas tax-exempt certificate on file, Client will be charged all state, county and local sales and hotel
taxes.
DIRECT BILL OPTION
Direct Bill Approved
MASTER ACCOUNT METHOD OF PAYMENT
The following method of payment will be used as payment method for Master Account charges:
[def:$paymentMast|check|req1|signer1]
[$paymeXntMast] Direct Bill
___X__________
For all Events where estimated charges exceed $10,000.00, and direct bill privileges have not been extended, one
hundred percent (100%) will be required prior to arrival based on the deposit schedule below. For Group’s requesting
direct bill privileges, this amount is subject to change and is at the sole discretion of the Hotel based on credit history.
Deposit Schedule Amount Due
90 Days Prior to First Contracted Arrival Date 50% of Estimated Charges
60 Days Prior to First Contracted Arrival Date Additional 25% of Estimated Charges
14 Business Days Prior to First Contracted Arrival Date 100% of Estimated Charges
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City of Round Rock
April 12, 2025 Page 4 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
ADVANCE PAYMENT
An advance payment of $0.00 will be required in order to hold arrangements on a definite basis. This advance payment
is due on Friday, March 28, 2025 and will be credited toward the Master Account.
This advance payment will be made with: [def:$payment2|check|req1|signer1]
[$payment2] Check - Tracking information must be provided for mailed checks.
_____________
[$payment2] Credit Card – Kalahari will call 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
“Cancellation”), this action would constitute a breach of Client’s obligation to Kalahari and Kalahari would be harmed.
The date of Cancellation will be considered to be the date that written notification is received by Kalahari via electronic
transmission or otherwise. Because Kalahari’s harm (and Client’s obligation to compensate Kalahari for that harm) is
likely to increase if there is a delay in notifying Kalahari of any Cancellation, Client agrees to pay $2,500.00.
The parties agree that these damages are a fair and reasonable estimation of Kalahari’s loss as a result of cancellation.
Provided that Client timely notifies Kalahari of the Cancellation and timely pays the above liquidated damages, within 30
days, Kalahari agrees not to seek additional damages from Client relating to the Cancellation.
Kalahari 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 or any other Kalahari Resorts &
Conventions location. If there is an unpaid balance due from any past event, Kalahari may 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 Kalahari
exercises its right to cancel hereunder.
ADDITIONAL GROUP DISCOUNTS
Discounted group rates may be available for groups of more than 10 guests to Tom Foolery’s Adventure Park or when
securing a minimum of 6 bowling lanes. For pricing contact Bree O’Neal, Waterpark & Tom Foolery Sales Manager at
512.582.3455.
LATE PAYMENT
If any amounts owed under this contract are not paid in full when due, Client and personal guarantor, if any, agree as
follows: (1) to pay a finance charge of 1½% per month (18.0% per annum), or the maximum allowed by law, whichever
is less, on the unpaid balance from the date of original invoice, (2) to pay all costs of collection, including actual
attorney’s fees, and (3) that Kalahari may cancel future event contracts of Client without notice and without penalty.
CHANGES, ADDITIONS, STIPULATIONS, OR LINING OUT
Any changes, additions, stipulations or deletions including corrective lining out by either Kalahari 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
This contract 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 Kalahari agree to cooperate with each other to ensure
compliance with such laws.
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City of Round Rock
April 12, 2025 Page 5 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
POLICIES AND PROCEDURES
Client is subject to the terms of this contract, and all policies and procedures governing guests of the Resort, including
those listed at: tx-policies-and-procedures-020122.pdf (kalaharimeetings.com) and www.KalahariMeetings.com.
Kalahari reserves the right to modify or update its policies and procedures from time, effective upon posting an updated
version on its website. In the event of any conflict between this contract and the policies and procedures, the terms of
this contract shall prevail.
A Timeline Of Key Deadlines For Planning for Your Event
Activity Deadline Resort Contact
Submit general outline of your meeting including all events, room set
ups, audio visual needs and meal choices
60 days prior to arrival Catering Manager
Work with Conference Catering Manager via phone or appointment to
finalize details for each of your events
30 days prior to arrival Catering Manager
Final Banquet Event Order (BEO) form for each event signed by Client 14 days prior to arrival Catering Manager
Food and Beverage guarantees due for each meal and break event 72 hours prior to arrival Catering Manager
AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE
Each party agrees to use good faith efforts to ensure that it complies with its obligations under the Americans with
Disabilities Act and the Act’s accompanying regulations and guidelines (collectively the “ADA”). Each party further agrees
to indemnify and hold the other party harmless from and against any and all claims and expenses, including attorneys’
fees and litigation expenses, that may be incurred by or asserted against the other party or its officers, directors, agents,
and employees on the basis of the indemnifying party’s non-compliance with any of the provisions of the ADA. Client
agrees to provide Kalahari with reasonable advance notice about the special needs of any attendees of whom City of
Round Rock is aware.
FORCE MAJEURE
Neither party shall be liable in damages for any default in performing hereunder if such default is caused by conditions
beyond its control including, but not limited to (a) Acts of God, (b) acts of terrorism that directly prevent travel to Kalahari
Round Rock, (c) Government restrictions that directly prevent travel to Kalahari Round Rock, (d) epidemic or disease
rendering warnings and advisories by the World Health Organization (WHO) and the Centers for Disease Control (CDC)
that directly prevent travel to Kalahari Round Rock and/or (e) any other cause beyond the control of the applicable party
that prevents forty-five (45%) percent or more of the expected participants from traveling to Kalahari Round Rock and/or
(f) any circumstance that makes it illegal or impossible to provide or use the Resort facilities.
INDEMNIFICATION
Each party to this contract shall indemnify, defend and hold harmless the other party and its officers, directors, agents,
employees and owners from and against any and all demands, claims, damages to persons or property, losses and
liabilities, including reasonable attorney fees (collectively, "Claims"), to the extent arising out of or caused by the
negligence or willful misconduct of any person or entity for whom the indemnifying party is legally responsible in
connection with the provision of goods and services and use of Kalahari Round Rock as contemplated by this contract.
This paragraph shall not waive any statutory limitations of liability available to either party, including innkeeper's limitation
of liability laws, nor shall it waive any defense either party may have with respect to any Claim.
Client will accept full responsibility for any loss or damages resulting from any action or omission of their attendees in
connection with group activities. Kalahari is not responsible for any loss or damage, no matter how caused, to items left
unattended.
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City of Round Rock
April 12, 2025 Page 6 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
MISCELLANEOUS
The provisions of this contract are severable. If any provision is held to be invalid or unenforceable, it shall not affect the
validity or enforceability of any other provision. This contract shall be governed by and construed, interpreted and
enforced in accordance with the laws of the State of Texas and Texas Courts. Kalahari and Client have agreed to and
have executed this contract by their authorized representatives as of the dates indicated below. This contract (including
any attachments) constitutes the entire agreement between Kalahari and Client. All prior verbal or written
communications between Kalahari and Client shall be of no effect or evidentiary value. This contract may be altered or
modified only in writing signed by the parties hereto.
CORPORATE SOCIAL RESPONSIBILITY
Kalahari Resorts & Conventions has pledged 50 million dollars to bring clean water to one million people throughout
Africa. By choosing to hold your event at Kalahari, you are helping to support our mission to work toward ending the
global water crisis. We invite your organization to partner with us. Our team is happy to guide you through ways you can
incorporate this initiative into your event or by making a tax-free donation to The Water Colors Life Project.
ACCEPTANCE
This document is a contingent offer of a contract. It is contingent on the Kalahari space and services described herein
being open and available on the date Kalahari receives the executed contract from Client. Client shall have the first option
to contract the space and services until March 28, 2025 unless notified otherwise by Hotel. After March 28, 2025, this
contingent contract will become a second option with the space and services herein being made available to other clients
on a first come-first served basis.
This document 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 and authorized by City of Round Rock.
Name: [text|req|signer1 ] Title: [text|req|signer1 ]
__________________________________ _______________________________________
Signature: [sig|req|signer1 ] Date: [date|req|signer1 ]
_________________________________________ ________________________________
Approved and authorized by Kalahari:
Name: [text|req|signer2 ] Title: __[text|req|signer2 ]
_________________________________________ _________________________________
Signature: [sig|req|signer2 ] Date: [date|req|signer2 ]
_________________________________________ __________________________________
Please sign this agreement and return it to the address below by Friday, March 28, 2025.
A countersigned copy will be returned to you upon receipt.
BB
Brooks Bennett City Manager
03/28/2025
Brad Lyles
Brad Lyles Area Director of Sales
03/28/2025
City of Round Rock
April 12, 2025 Page 7 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
BILLING CONTACT
If the final bill for this event should be sent to a person other than the signatory listed above, please provide contact
information for that billing contact below: (All fields are required, if the billing contacted is the same as the person listed
above, please list “SAME” in each text box, or duplicate the information listed above.)
Name: [text|req|signer1 ] ] ]
____________________________________________
Title: [text|req|signer1 ] ]
____________________________________________
Billing Address: [text|req|signer1 ] ]
____________________________________________
Billing City, State, Zip: [text|req|signer1 ] ] ]
____________________________________________
Phone number: [text|req|signer1 ] ] ]
____________________________________________
Email Address: [text|req|signer1 ] ] ]
____________________________________________
City of Round Rock
Accounts Payable
221 East Main Street
Round Rock, Texas 78664
512-671-2734
dtaylor@roundrocktexas.gov
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City of Round Rock
April 12, 2025 Page 8 of 8
Kalahari Resorts & Conventions [initial|req|signer1] CLIENT INITIALS
3001 Kalahari Blvd, Round Rock, TX 78665 _________
Phone (512) 501-3493 • www.kalahariresorts.com
CREDIT CARD AUTHORIZATION FORM
To: Kalahari Resorts & Conventions:
I, [text|req|signer1 ] (Name on Credit Card) Authorize the Kalahari Resorts & Conventions to
____________________________________
charge to my credit card for the full amount of all estimated charges + 15% (to cover late additions) incurred for the
function to be held on [text|req|signer1 ] (Function Date). Please note it is your responsibility to notify your
_________________________
bank of this charge to accommodate the charge due to limit or daily restrictions.
Group/Organization Name: [text|req|signer1]
____________________________________________
Credit Card Billing Zip Code [text|req|signer1]
____________________________________________
Credit Card Type: [text|req|signer1 ]
____________________________________________
Credit Card last 4 digits: [text|req|signer1 ]
____________________________________________
Expiration Date: [text|req|signer1]
____________________________________________
Cardholder’s Signature: [sig|req|signer1 ]
____________________________________________
|req|signer1 ]
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