CM-2016-1249 - 12/5/2016GROI'P S.kLES�AGREEJIENT
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 Round Rock Fire Department / City of Round Rock.
ORGANIZATION:
CONTACT:
Name:
Street Address:
City, State, Postal Code
Country:
Phone Number:
E-mail Address:
NAME OF EVENT:
REFERENCE #:
OFFICIAL PROGRAM DATES:
Round Rock Fire Department / City of Round Rock
Chris Barnes
203 Commerce Blvd.
Round Rock, TX
USA
(512)218-5590
cbames@roundrocktexas.gov
Round Rock Fire Department January2017
M-6AZ9B28
Saturday, 01/14/2017
FUNCTION INFORMATION AGENDA/EVENT AGENDA
Based on the requirements outlined by Round Rock Fire Department, the Hotel has reserved the function space set forth on
the below Function Information Agenda/Event Agenda.
Date
Day
Sta rt
a
End
Ti a
Function Type
Setup
People
Rental
Related Events
$5,000++
No less than
rental fee
01/14/2017
Sat
5:00 PM
10:00 PM
Dinner
Rounds of 10
waived if
Awards Banquet
200+
minimum
met
All meeting room, food and beverage, and related services are subject to service charge (currently 21 %) and
applicable taxes (currently 8.25%) in effect on the date(s) of the event.
CANCELLATION
The hotel is relying upon Round Rock Fire Department's usage of the agreed upon Total Room Nights and the food and
beverage functions outlined in the Function Information Agenda. Round Rock Fire Department agrees to provide Hotel
with written notice of any decision to cancel or to otherwise essentially abandon its use of the Total Room Nights and/or
Function Information Agenda (a "Cancellation") within five (5) business days of such decision. Round Rock Fire
Department acknowledges that a Cancellation would constitute a breach of Round Rock Fire Department's obligation to
Hotel and Hotel would harmed. If a Cancellation occurs, the parties agree that:
(a) It would be difficult to determine Hotel's actual harm.
(b) The sooner Hotel receives notice of the Cancellation, the lower its actual harm is likely to be because the probability of
mitigating the harm by reselling space and functions is higher.
(c) The highest dollar amount in the chart (the "Chart") set forth below reasonably estimates Hotel's harm for a last-minute
Cancellation and, through its use of a sliding scale that reduces damages for earlier Cancellations, the Chart also reasonably
estimates Hotel's ability to lessen its harm by reselling Round Rock Fire Department space and functions.
Round Rock Fire Department therefore agrees to pay Hotel, within thirty (30) days after any Cancellation, as liquidated
damages and not as a penalty, the amount listed in the Chart below.
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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
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Date of Cancellation
Amount of Liquidated Damages Due
Date of Agreement to 91 days prior
25% of Total Room and Function Revenue*
From 61 days to 90 days prior
50% of 'Total Room and Function Revenue*
From 31 days to 60 days prior
65% ol'Total Room and Function Revenue*
From 30 days to arrival date
75% of 'Total Room and Function Revenue*
* If applicable, state and local taxes will be added to the amounts listed above.
ADVANCE PAYMENT SCHEDULE
The payment schedule for your Event is outlined below:
Deposit/Paynient Amount Time Frame
$1,000 Non-refundable Advanced Deposit At time of signed agreement
100®/ of estimated revenues [30]days prior to event
Remaining estimated balance [3] days prior to event
DAMAGE TO FUNCTION SPACE
Round Rock Fire Department agrees to pay for any damage to the function space that occurs while Round Rock Fire
Department is using it. Round Rock Fire Dcpartrnent will not be responsible, however, for ordinary wear and to or for
damage that it can show was caused by persons other than Round Rock Fire Department and its attendees.
FACILITY SERVICE FEES
Based on Round Rock Fire Department's requirements, Hotel's function space fees would be $ 10,000. Based upon the
Room Night Commitment and the functions identified on the Function Information Agenda/E.,vent Agenda outlined in this
Agreement, the Hotel will waive these fees, provided a $5,000 Food & Beverage Minimum, is met (before service charge &
applicable tax),
FOOD AND BEVERAGE
The prices for private meals/breaks in the Function Inibrmation Agenda/Event Agenda will be determined at the time your
menu selections are made with your Catering and Sales Account Manager, All prices are subject to change without
noti fication. Final menu selections should be Submitted two weeks prior to the function to ensure the availability of the
desired menu items. For a complete detailing of our menus visit our website:
The hotel has estimated your total Food and Beverage charges to be $5,000.00 not including service charge and tax.
We have blocked sufficient space for your event as we understand them. Round Rock Fire Department must achieve 100%
of the estimated food and beverage above, or the difference will be applied as additional meeting room rental.
A final guarantee of your private banquet attendance is required three (3) business days prior to the date of each function. If
fewer persons are served than what is designated in the guarantee, you will be charged based on the number of persons
designated in the guarantee. If a guarantee is not received, Round Rock Fire Department will be billed based upon original
contracted amount.
The hotel reserves the right to re -assign function space based on the final guarantee or the sole interest of the hotel,
In order for the Hotel to maintain its' standards of providing a quality product, no food and/or beverage other than what
provided by the Hotel may be brought onto the premises. Should Round Rock Fire Department bring any outside food 11
beverage into Hotel meeting space without prior written approval, from Hotel Management, a $250.00 penalty will be
assessed.
All meeting room, food and beverage, and related services are subject to service charge (currently 21%) and
applicable taxes (currently 8.251%) in effect on the date(s) of the event.
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MAR12101TCONFIDENUAL AND PROPMETARY INFORMATION
OUTSIDE FOOD AND BEVERAGE POLICY
All food and beverages served at functions associated with the Event must be provided, prepared, and served by Hotel, and
must be consumed on Hotel premises.
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, government regulations, 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 — to the extent that such circumstance makes it illegal or impossible to provide or 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 basis for such termination as soon as reasonably practical — but in no event
longer than ten (10) days — after learning of such basis.
CHANGES ADDITIONS STIPULATIONS OR LINING OUT
Any changes, additions, stipulations or deletions including corrective lining out by either Hotel or Round Rock Fire
Department 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.
LIQUOR LICENSE
Round Rock Fire Department 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.
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 Round Rock Fire Department 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
utilized during the Event are subject to Hotel approval.
USE OF OUTSIDE VENDORS
If Round Rock Fire Department wishes to hire outside vendors to provide any goods or services at Hotel during the Event,
Hotel may, in its sole discretion, require that such vendor provide Hotel, in form and amount reasonably satisfactory to
Hotel, an indemnification agreement and proof of adequate insurance.
TAX EXEMPTIONS
If ROUND ROCK FIRE DEPARTMENT maintains tax exempt status, ROUND ROCK FIRE DEPARTMENT must
provide Hotel with a valid tax exemption certificate(s) by December I, 2016 in order to be exempt from tax charges. Group
acknowledges that individual attendees do not qualify for tax exemptions.
REWARDS PROGRAM - REWARDING EVENTS
Approximately (10) business days after the conclusion of the Event (provided that the Event is not cancelled and Round Rock
Fire Department has otherwise complied with the material terms and conditions of this Agreement), the Hotel will either
award Points or submit an award for airline miles to the Member(s) identified below:
Rewarding Events program 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.
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
Rewarding Events Points or airline miles.
Member Name
Marriott Rewards Program Member Number
Member Email Address
*If airline miles are desired instead of Rewarding Events Points, please also provide:
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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
Frequent flier airline miles account number, . . .... . .. . .......
Airline Name
OR
Q The Contact (as identified on page I of this Agreement or the Authorized Signer of this Agreement) declines or is not
eligible to receive Rewarding Events Points or airline miles and hereby waives the right to receive an award of Points or
airline miles in connection with the Event.
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The individual(s) identified above to receive either Points or airline miles may not be changed without such individual(s)'
prior written consent. By inserting the airline mileage account information, the recipient elects to receive airline miles rather
than Points. All Rewards Program Terms and Conditions apply.
ACCEPTANCE
When presented by the Hotel to Round Rock Fire Department, this document is an invitation by the Hotel to Round Rock
Fire Department to make an offer. Upon signature by Round Rock Fire Department, this document will be an offer by
Round Rock Fire Department. Only upon signature of this document by all parties will this document constitute a binding
agreement. Unless the Hotel otherwise notifies Round Rock Fire Department at any time prior to Round Rock Fire
Department's execution of this document, the outlined format and dates will be held by the Hotel for Round Rock Fire
Department on a first -option basis until April 29, 2016. If Round Rock Fire Department 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.
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SIGNATURES
Approved and authonlized by C1 -LV of Round Rock.
Name: (Print) I(/ 111M (IC� Signature:
Title: (Print) Wp
Wo— Date:
I.J
Approved and authorized by Hotel:
Name: (Print) Nicole Green Signature:
Title: (Print) ENI/Catering Sales Manager Date:
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City of Round Rock
O
REXAS CK Agenda Item Summary
Agenda Number:
Title: Consider authorizing a group sales agreement with Austin Marriott North for
catering and room rental for annual Fire Department awards banquet.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 12/2/2016
Dept Director: Asst. Chief Wusterhausen
Cost: $6,050.00
Indexes: General Fund
Attachments: CM -2016-1249 LAF and Marriott Banquet hall rental agreement
Department: Fire Department
Text of Legislative File CM -2016-1249
Consider authorizing a group sales agreement with Austin Marriott North for catering and
room rental for annual Fire Department awards banquet.
Consider authorizing a group sales agreement with Austin Marriott North in Round Rock
for Rental of their banquet hall for the " Fire Awards Banquet"
The Fire Department will host their annual banquet at the Marriott Austin North in Round
Rock. This agreement confirms the use of the date, and banquet hall. the estimated cost of
the banquet hall is $6,050.00
Contributors to the FD's banquet are:
ESD #9: $3,000.00
Round Rock Association of Professional Fire Fighters: $2,000.00
City of Round Rock: $1,050.00
Staff Recommends approval
City of Round Rock Page 1 Printed on 1 21112 01 6