CM-2025-096 - 4/18/2025 City of Round Rock
May 7, 2025 Page 1 of 8
Printed: April 14, 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: Monique Adams
Street Address: 221 East Main Street
City, State: Round Rock, TX 78664
Phone Number: (512) 218-3234
E-mail madams@roundrocktexas.gov
NAME OF EVENT: City of Round Rock Employee Appreciation Luncheon
OFFICIAL PROGRAM DATES: May 7, 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
• Custom $35 Lunch Menu (Before service charge)
• Complimentary Iced Tea Service
• Waived Room Rental
• Complimentary Stage and Podium, within Hotel Inventory
2CLS - C (�
Kalahari Resorts&Conventions -r�'7'lG�, CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665 l�/1�
Phone(512) 501-3493 •www.kalahariresorts.com }; 1
WELCOME TO KALAIIARI
City of Round Rock
May 7, 2025 Page 2 of 8
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
Wed,05/07/25 12:00 AM-3:00 PM Room Hold Event Barn 600 $0.00
Wed,05/07/25 12:00 AM-11:59 PM Bad Weather Kalahari Salon E 600 $0.00
Backup
Wed,05/07/25 12:00 AM-11:59 PM Room Hold Event Lawn 600 $0.00
Wed,05/07/25 11:00 AM-2:00 PM Lunch Event Barn 600 $0.00
Wed,05/07/25 12:00 PM-1:00 PM Other Event Barn 600 $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
$16,500.00 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.
Kalahari Resorts&Conventions CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665
Phone(512) 501-3493 •www.kalahariresorts.com }; I
WELCOME TO
City of Round Rock
May 7, 2025 Page 3 of 8
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:
IS tax-exempt
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
Should the Client elect not to be considered for direct bill or direct billing is not approved, the payment of anticipated
charges on the Master Account is due no later than 14 business days prior to arrival.
The following method of payment will be used as payment method for Master Account charges:
Direct Bill
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,April 18, 2025 and will be credited toward the Master Account.
Kalahari Resorts&Conventions CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665
Phone(512) 501-3493 •www.kalahariresorts.com ', . gi
WELCOME TO KALAAR
City of Round Rock
May 7, 2025 Page 4 of 8
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 $14,025.00
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 11/2°A) 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.
Kalahari Resorts&Conventions 14 CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665
Phone(512) 501-3493 •www.kalahariresorts.com gi
WELCOME TOeiL
City of Round Rock
May 7, 2025 Page 5 of 8
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 60 days prior to arrival Catering Manager
ups, audio visual needs and meal choices
Work with Conference Catering Manager via phone or appointment to 30 days prior to arrival Catering Manager
finalize details for each of your events _
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 parry'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.
Kalahari Resorts&Conventions "6114CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665
Phone(512) 501-3493 •www.kalahariresorts.com .
WELCOME TOtj
City of Round Rock
May 7, 2025 Page 6 of 8
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 April 18, 2025 unless notified otherwise by Hotel. After April 18, 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: &Nis 8erifie_t_ Title: 1. Ma
Gr
Signature:_ Date: c
1i[� �I i4 f 26 1�J
Approved and authorized by Kalahari:
Name: Brad Lyles Title:
Area Director of Sales
Signature. Ante:
Please sign this agreement and return it to the address below by Friday,April 18, 2025.
A countersigned copy will be returned to you upon receipt.
Kalahari Resorts&Conventions 'lid Y� CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665 V 1
Phone(512)501-3493 •www.kalahariresorts.com 1 ,; 1
ii WELCOME TO KAL ItiVic
City of Round Rock
May 7, 2025 Page 7 of 8
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: /
c 6 l Q 'f .
Title:A nii/1;Si1' i'iitt 3p!_Gc is1
Billing Address:
221 C=. MG S ez1
Billing City, State, Zip:_
Found Rod, ry 78(evi
Phone number:
5/2 —i/T-2G°
Email Address:
h(91ll c �rothnalrixik- w .goy
Kalahari Resorts&Conventions tle CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665
Phone(512) 501-3493 •www.kalahariresorts.com1.0 I
s• 1
WELCOME TO KALtit
City of Round Rock
May 7, 2025 Page 8 of 8
Kalahari.
RESORTS Sc
CONVENTIONS
CREDIT CARD AUTHORIZATION FORM
To: Kalahari Resorts &Conventions:
I, (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 (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:
Credit Card Billing Zip Code
Credit Card Type:
Credit Card last 4 digits:
Expiration Date:
Cardholder's Signature:
Kalahari Resorts&Conventions I�1 CLIENT INITIALS
3001 Kalahari Blvd, Round Rock,TX 78665 /�
Phone(512) 501-3493 •www.kalahariresorts.com / 1,
WELCOME TO KAL . ,; - I '1