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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
GROUP SALES AGREEMENT
DESCRIPTION OF GROUP AND EVENT
The following represents an agreement between Austin Marriott North, 2600 La Frontera Boulevard, Round Rock, TX,
78681, (512) 733-6767 and City of Round Rock.
ORGANIZATION: City of Round Rock
CONTACT:
Name: Cindi Sheffield
Job Title: Administrative Support Assistant Office of the Chief
Street Address: 203 Commerce Blvd.
City, State, Postal Code: Round Rock, TX 78664
Country/Region: USA
Phone Number: O: (512) 218-5591 C: (512) 529-0356
E-mail Address:csheffield@roundrocktexas.gov
NAME OF EVENT: City of Round Rock - Firefighter's Award Banquet Feb 20 2026
REFERENCE #: M-V1DBCVT
OFFICIAL PROGRAM DATES: Friday, 02/20/2026 - Saturday, 02/21/2026
GUEST ROOM COMMITMENT/GROUP ROOM RATES
The Hotel agrees that it will provide a courtesy room block for 20 room nights in the pattern set forth below.
Attendees
Date Day King/Sofabed Total Rooms
02/20/2026 Fri 20 20
Start Date End Date Room Type Single
02/20/2026 02/20/2026 King/Sofabed $110.00
Hotel’s room rates are subject to applicable state and local taxes (currently 15%) and State Cost Recovery Fee of 0.358% in
effect at the time of check-out. Room rate includes Wi-Fi.
COMMISSION
The group room rates listed above are net non-commissionable. City of Round Rock will advise its designated agency of
these rates and address any resulting agency compensation issues directly with the management of the appropriate agency.
METHOD OF RESERVATIONS
Reservations for the Event will be made by the individual directly on ResLink, the customized event booking platform
provided by the Hotel. Additionally, reservations can also be made at (888) 236-2427.
GUARANTEED RESERVATIONS
All reservations must be accompanied by a first night room deposit or guaranteed with a major credit card or by City of
Round Rock. Hotel will not hold any reservations unless secured by one of the above methods.
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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
CUT-OFF DATE
Reservations by attendees must be received on or before Friday, January 30, 2026, (the “Cut-Off Date”). At the Cut-Off
Date, Hotel will review the reservation pick up for the Event, release the unreserved rooms for general sale, and determine
whether or not it can accept reservations based on a space- and rate-available basis at the City of Round Rock group rate after
this date.
BILLING ARRANGEMENTS
The following billing arrangements apply: Individual to pay all charges (cash-paying guests may be asked to leave a cash or
credit card deposit to guarantee payment). An advance payment of $1,000.00 was posted to the master account on
Friday, August 8th, 2026.
PAYMENT BY CREDIT CARD OR COMPANY CHECK
If City of Round Rock wishes to pay any portion of its obligation by credit card or company check, the credit card
information must be entered into our secure online website.
Prior to the execution of this agreement City of Round Rock shall provide hotel with credit card authorization information.
A Credit Card Information Request e-mail will be sent to the e-mail address provided by City of Round Rock.
City of Round Rock agrees that the Hotel may charge to this credit card any payment as required under this Group Sales
Agreement.
FUNCTION INFORMATION AGENDA/EVENT AGENDA
Based on the requirements outlined by City of Round Rock, the Hotel has reserved the function space set forth on the below
Function Information Agenda/Event Agenda.
Date Day Start Time End Time Function Type Event Space #
People Rental Related Events
02/20/2026 Fri 3:00 PM 5:30 PM Set Up
La Frontera
Ballroom &
Atrium Area
5
$16,000.00++
Food &
Beverage
Minimum to
Waive Room
Rental Fees.
02/20/2026 Fri 4:00 PM 10:00 PM Registration Atrium 200-230
Registration,
Photobooth &
High Tops
02/20/2026 Fri 5:30 PM 10:00 PM General Session La Frontera
Ballroom 200-230
5:30 PM - Dinner
& Awards
Banquet
All meeting rooms, food and beverage, and related services are subject to applicable taxes (currently 8.25%) and service
charge (currently 25%) in effect on the date(s) of the Event. The Hotel reserves the right to adjust function space in direct
proportion to any changes in the number of attendees.
(++) = 25% service fee & if applicable 8.25% tax.
DAMAGE TO FUNCTION SPACE
City of Round Rock agrees to pay for any damage to the function space that occurs while City of Round Rock is using it.
City of Round Rock will not be responsible, however, for ordinary wear and tear or for damage that it can show was caused
by persons other than City of Round Rock and its attendees.
MINIMUM BANQUET FOOD AND BEVERAGE REVENUE REQUIREMENT
City of Round Rock agrees to a minimum banquet food and beverage revenue of $16,000.00, exclusive of tax and service
charge (the “Minimum Banquet Food and Beverage Revenue”). Hotel will confirm the food and beverage prices on or
prior to Monday, February 2nd, 2026. City of Round Rock shall provide Hotel with advance notice of the date(s),
time(s), and number of covers with respect to each function it wishes to schedule for the Event , this will be due on or
prior to Mondy, February 9th, 2026.
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CURRENT CATERING MINIMUM RATES
Hotel’s 2025 minimum catering rates are as follows:
Dinner Buffet: $69.00++ per person
These catering rates do not include any applicable Texas tax (currently 8.25%) and a taxable service charge (currently 25%)
in effect on the date(s) of the Event. All food and beverages served in the Hotel must be purchased from the Hotel.
CANCELLATION
In the event of a group cancellation occurring 0 to 30 business days prior to arrival, one hundred percent (100%) of the
Minimum Banquet Food and Beverage Revenue will be due, plus applicable taxes.
In the event of a group cancellation occurring 31 business days to 60 days prior to arrival, eighty percent (80%) of the
Minimum Banquet Food and Beverage Revenue will be due, plus applicable taxes.
In the event of a group cancellation occurring 61 to 100 days prior to arrival, seventy percent (70%) of the Minimum
Banquet Food and Beverage Revenue will be due, plus applicable taxes.
IMPOSSIBILITY
The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance
beyond the control of either party – such as acts of God, war, acts of terrorism, government regulations, disaster, strikes, civil
disorder, or curtailment of transportation facilities – to the extent that such circumstance makes it illegal or impossible for
the Hotel to provide, or for groups in general to use, the Hotel facilities. The ability to terminate this Agreement without
liability pursuant to this paragraph is conditioned upon delivery of written notice to the other party setting forth the basi s for
such termination as soon as reasonably practical - but in no event longer than ten (10) days - after learning of such basis.
COMPLIANCE WITH LAW
This Agreement is subject to all applicable federal, state, and local laws, including health and safety codes, alcoholic
beverage control laws, disability laws, federal anti-terrorism laws and regulations, and the like. Hotel and City of Round
Rock agree to cooperate with each other to ensure compliance with such laws.
CHANGES, ADDITIONS, STIPULATIONS, OR LINING OUT
Any changes, additions, stipulations or deletions including corrective lining out by either Hotel or City of Round Rock 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.
DISPUTE RESOLUTION
In the event of dispute resolution, the non-prevailing party will pay the other’s costs and attorney’s fees.
LIQUOR LICENSE
City of Round Rock 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 underage.
COMPLIANCE WITH EQUAL OPPORTUNITY LAWS
This section describes Marriott’s obligations as a U.S. federal contractor. It does not apply to customers that are not part of
the U.S. federal government or using funds from the U.S. federal government for this contract.
Marriott shall comply with all applicable laws, statutes, rules, ordinances, codes, orders and regulations of all federal, st ate,
local and other governmental and regulatory authorities and of all insurance bodies applicable to the Hotel premises in
performing its obligations under this Agreement.
Marriott (referred to as “contractor” in this section) shall comply with Executive Order 11246, as amended, Section 503 of
the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act, as amended,
which are administered by the United States Department of Labor (“DOL”), Office of Federal Contract Compliance
Programs (“OFCCP”). The equal employment opportunity clauses of the implementing regulations, including but not
limited to 41 C.F.R. §§ 60.1-4, 60-300.5(a), and 60-741.5(a), are hereby incorporated by reference, with all relevant rules,
regulations and orders pertaining thereto. This contractor and subcontractor shall abide by the requirements of 41
C.F.R. §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified
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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination
against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin.
Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to
employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation,
gender identity, national origin, protected veteran status or disability.
Marriott also shall comply with Executive Order 13496 and with all relevant rules, regulations and orders pertaining thereto,
to the extent applicable. The employee notice clause and all other provisions of 29 C.F.R. Part 471, Appendix A to Subpart
A, are hereby incorporated by reference.
To the extent applicable, Marriott shall include the provisions of this section in every subcontract or purchase order so that
such provisions shall be binding upon each contractor, subcontractor or vendor performing services or providing materials
relating to this Agreement and the services provided pursuant to the terms hereof.
PRIVACY
Marriott International, Inc. (“Marriott”) is committed to complying with obligations applicable to Marriott under applicable
privacy and data protection laws, including to the extent applicable EU data protection laws. Hotel shall comply with the
then-current Marriott Group Global Privacy Statement (the “Privacy Statement,” currently available at
http://www.marriott.com/about/privacy.mi) with respect to any personal data received under this Agreement.
Without limiting the foregoing obligation, Hotel has implemented measures designed to: (1) provide notice to individuals
about its collection and use of their personal data, including through the Privacy Statement; (2) use such personal data only
for legitimate business purposes; (3) provide means by which individuals may request to review, correct, update, suppress,
restrict or delete or port their personal data, consistent with applicable law; (4) require any service providers with whom
personal data is shared to protect the confidentiality and security of such data; and (5) use technical and organizational
measures to protect personal data within its organization against unauthorized or unlawful access, acquisition, use,
disclosure, loss, or alteration.
City of Round Rock will obtain all necessary rights and permissions prior to providing any personal data to Hotel, including
all rights and permissions required for Hotel, Hotel affiliates, and service providers to use and transfer the personal data to
locations both within and outside the point of collection (including to the United States) in accordance with Hotel’s privacy
statement and applicable law. Notwithstanding any other provision, Hotel may use an individual’s own personal data to the
extent directed by, consented to or requested by such individual.
IN-HOUSE EQUIPMENT
Hotel will provide, at no charge, a reasonable amount of meeting equipment (for example, chairs, tables, etc.). These
complimentary arrangements do not include special setups or extraordinary formats that would deplete Hotel’s present
in-house equipment to the point of requiring rental of an additional supply to accommodate City of Round Rock’s needs. If
such special setups or extraordinary formats are requested, Hotel will present City of Round Rock two (2) alternatives: (1)
charging City of Round Rock the rental cost for additional equipment, or (2) changing the extraordinary setup to a standard
format, avoiding the additional cost.
UNATTENDED ITEMS/ADDITIONAL SECURITY
The Hotel cannot ensure the security of items left unattended in function rooms. Special arrangements may be made with the
Hotel for securing a limited number of valuable items. If City of Round Rock requires additional security with respect to
such items or for any other reason, the Hotel will assist in making these arrangements. All security personnel to be utilize d
during the Event are subject to Hotel approval.
USE OF OUTSIDE VENDORS
If City of Round Rock wishes to hire outside vendors to provide any goods or services at Hotel during the Event, City of
Round Rock must notify Hotel of the specific goods or services to be provided and provide sufficient advance notice to the
Hotel so that the Hotel can (i) determine, in Hotel’s sole discretion, whether such vendor must provide Hotel, in form and
amount reasonably satisfactory to Hotel, an indemnification agreement and proof of adequate insurance, and (ii) approve,
using reasonable judgment, the selection of the outside vendor and the goods or services to be provided by such outside
vendor to City of Round Rock, taking into consideration: (a) whether Hotel offers such goods and services; (b) the risk level
posed by certain activities; and (c) the safety and well-being of guests at Hotel.
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PERFORMANCE LICENSES
City of Round Rock will be solely responsible for obtaining any necessary licenses or permission to perform, broadcast,
transmit, or display any copyrighted works (including without limitation, music, audio, or video recordings, art, etc.) that
City of Round Rock may use or request to be used at the Hotel.
MARRIOTT BONVOY EVENTS
Marriott Bonvoy Events provides Points to eligible Marriott Bonvoy Members who book and hold qualifying meetings and
events at Participating Properties.
Approximately ten (10) business days after the conclusion of the Event (provided that the Event is not cancelled and City of
Round Rock has otherwise complied with the material terms and conditions of this Agreement), the Hotel will award Points to
the Member and relevant account identified below.
Marriott Bonvoy Events is not available in certain circumstances, including (1) for any government employee or official
booking a government event (U.S. government event or non-U.S. government event); (2) for any employee of a state -owned
or state-controlled entity (“SOE”) booking an event on behalf of the SOE; or (3) for any other planner or intermediary when
booking an event on behalf of a non -U.S. governmental entity or SOE. Hotels in the Asia Pacific region are restricted from
awarding Points to any intermediary booking an event on behalf of any governmental entity or SOE.
GROUP MUST CHECK ONE OPTION BELOW:
The Contact (as identified on page 1 of this Agreement or the Authorized Signer of this Agreement) is eligible
to receive Points.
Member Name __________________________________________________
Marriott Bonvoy Membership Number ___________________________
OR
The Contact (as identified on page 1 of this Agreement or the Authorized Signer of this Agreement) declines or
is not eligible to receive Points and hereby waives the right to receive Points in connection with the Event.
The individual identified above to receive Points may not be changed without such individual’s prior written consent. The
number of Points to be awarded shall be determined pursuant to the Marriott Bonvoy Terms and Conditions (the “Terms and
Conditions”), as in effect at the time of award. All Marriott Bonvoy Terms and Conditions apply. The Terms and Conditions
are available on-line at https://www.marriott.com/loyalty/terms/default.mi and may be changed at the sole discretion of
Marriott International, Inc. at any time and without notice. Capitalized terms used in this section have the meanings given to
them in the Terms and Conditions.
*Electronic selection – This may be done in Microsoft Word by double -clicking on the above unfilled box, choosing a
blackened box, and then clicking “Insert.” Alternatively, one can use the commands “Insert” and “Symbol,” choose the
blackened box, and then click “Insert.”
HIGH RISK ACTIVITIES
Hotel has committed to providing the room nights and function space, as applicable, set forth in this Agreement based on
information about the event that City of Round Rock has given to the Hotel. City of Round Rock agrees that it has presented
all material information required in order for Hotel to provide the rooms and facilities set forth in this Agreement. Should
Hotel, in its sole reasonable discretion, determine at any time that the Event will include a high -risk activity that was
previously undisclosed to the Hotel (including by way of example, and not by limitation, biological agents, pyrotechnics,
etc.), Hotel may terminate this Agreement immediately and without liability, upon written notice to City of Round Rock.
ACCEPTANCE
When presented by the Hotel to City of Round Rock, this document is an invitation by the Hotel to City of Round Rock to
make an offer. Upon signature by City of Round Rock, this document will be an offer by City of Round Rock. Only upon
signature of this document by all parties will this document constitute a binding agreement. Unless the Hotel otherwise
notifies City of Round Rock at any time prior to City of Round Rock’s execution of this document, the outlined format and
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dates will be held by the Hotel for City of Round Rock on a first-option basis until Friday, September 12th, 2025. If City of
Round Rock cannot make a commitment prior to that date, this invitation to offer will revert to a second -option basis or, at
the Hotel’s option, the arrangements will be released, in which case neither party will have any further obligations.
Upon signature by both parties, City of Round Rock and the Hotel shall have agreed to and executed this Agreement by their
authorized representatives as of the dates indicated below.
SIGNATURES
Approved and authorized by City of Round Rock:
Name: (Print) ______________________________________
Title: (Print) ______________________________________
Signature: ______________________________________
Date: ______________________________________
Approved and authorized by Hotel:
Name: (Print) ______________________________________
Title: (Print) ______________________________________
Signature: ______________________________________
Date: ______________________________________
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Brooks Bennett
City Manager
09/19/2025
Desiree Knapp
Sales & Catering Manager
09/22/2025
Desiree Knapp