QUICK CONFIRMATION AGREEMENT
May 1, 2023
A satisfied customer is our goal. We believe that, if you feel like we delivered the service and product we promised, it is likely you will return and you will tell others about your positive experience.
This Quick Confirmation Agreement between Richmond Police Department (“Group” or “you” or “your(s)”) and Sacramento Hotel Partners, LLC ("Owner"), d/b/a Embassy Suites by Hilton Sacramento Riverfront Promenade (the “Hotel” or “we” or “us” or “our”) is intended to be helpful to both you and us and result in your satisfaction with our performance.
Especially Prepared for:
Event & Hotel Information:
Embassy Suites by Hilton Sacramento Riverfront Promenade 100 Capitol Mall, Sacramento CA 95814
Group Contact: Timothy Simmons Name of “Event”: Richmond Police Department Title: Assistant Police Chief Date(s) of Event: September 24, 2023 - September 27, 2023 Company Name: Richmond Police Department Post to Reader Board: Richmond PD Team Building Address: 200 w. Grace Street Hotel Contact: Clark Sikora City, State, Zip: Richmond, VA 23220 Title: Sales Manager Phone: (510) 620-6651 Phone: 916-326-5003
Fax: - Fax: 916-442-0719
Email: [email protected] Email: [email protected] The sleeping rooms, function space and food and beverage functions listed below will be considered definite commitments upon signing of this Agreement by both parties, and will be subject to all terms and conditions set forth herein. We are pleased to reserve the following accommodations and arrangements for your Event. Please review the detailed information outlined within to assure that this accurately reflects your requirements:
SLEEPING ROOMS and RATES (“Room Block”)
Richmond PD T eam Building
Sun 09/24/2023 Mon 09/25/2023 Tue 09/26/2023
Rooms Rate Rooms Rate Rooms Rate
Run of House S 19 $224.00 19 $224.00 41 $224.00
TOTAL SLEEPING ROOM NIGHTS RESERVED: 79
TOTAL ANTICIPATED SLEEPING ROOM REVENUE: $17,696.00
Sleeping room rates are net non-commissionable. Room rates are quoted exclusive of applicable state and local taxes (which are currently 12% occupancy, 4% Sacramento Tourism Assessment and $0.45 CA Tourism Assessment per night) or applicable service, or hotel specific fees in effect at the Hotel at the time of the event.
All Suites include a full cooked-to-order breakfast and beverage reception nightly. There will be a charge of $25 per night for each additional guest in suite (if more than 2 adults per suite). Valet Parking available at $35 per night (based on availability). Self-Parking is located in the city garage adjacent to the hotel.
SCHEDULE OF EVENTS AND FUNCTION SPACE CHARGES
Date Time Event Class Room Setup AGR Rental
Mon, 09/25/23 9:00 AM - 5:00 PM Breakout (small) John Sutter Boardroom Conference/Boardroom 12 $300 Mon, 09/25/23 9:00 AM - 5:00 PM Breakout (medium) Stagecoach Conference/Boardroom 24 $500 Tue, 09/26/23 9:00 AM - 5:00 PM Breakout (small) John Sutter Boardroom Conference/Boardroom 12 $300 Tue, 09/26/23 9:00 AM - 5:00 PM Breakout (medium) Stagecoach Conference/Boardroom 24 $500 Tue, 09/26/23 9:00 AM - 5:00 PM Meeting (large) River City Ballroom Hollow Square 42 $900 Wed, 09/27/23 9:00 AM - 5:00 PM Breakout (small) John Sutter Boardroom Conference/Boardroom 12 $300 Wed, 09/27/23 9:00 AM - 5:00 PM Breakout (medium) Stagecoach Conference/Boardroom 24 $500 Wed, 09/27/23 9:00 AM - 5:00 PM Meeting (large) River City Ballroom Hollow Square 42 $900 Specific meeting rooms cannot be guaranteed and are subject to change
GRATUITY AND SERVICE CHARGE: The combined gratuity and service charge that is in effect on the day of your Event will be added to your account.
Currently, the combined charge is equal to 23% of the published retail price of food and beverage, plus any applicable state and/or local taxes. A portion of this combined charge (currently 17.25%) is a gratuity and will be fully distributed to servers, and where applicable, bussers and/or bartenders assigned to the Event. The remainder o f the combined charge (currently 5.75%) is a service charge that is not a gratuity and is the property of Hotel to cover discretionary and administrative costs of your Event. We will endeavor to notify you in advance of your Event of any increase s to the combined charge should different gratuity and/or service charge amounts be in effect on the day of your Event.
Summary Of Minimum Revenue Anticipated By Hotel From This Agreement** Total Anticipated Sleeping Room Revenue: $17,696.00
Total Anticipated Sleeping Room Tax Charge: $2,866.91
Total Anticipated Food & Beverage Revenue: $0.00
Total Anticipated Room Rental Fees: $4,200.00
“Total Minimum Anticipated Revenue”**: $24,762.91
** Does not include gratuities, service charges, labor fees, applicable federal, state or local taxes or any other fees outside of food and beverage product sales
TERMS AND CONDITIONS
1. RESERVATIONS; GUEST RESERVATION INFORMATION: Reservations will be made by via a rooming list. Hilton offers direct download into our reservation system using RAPID! (Reservation Automated Processing Input and Delivery). Your designated Event Manager will send you an Excel template to create your rooming list. Your final rooming list must be received on or before the cut-off date.
Reservations must be made no later than Wednesday, September 6, 2023. After that date, you agree that we may offer unused rooms held in your block to other customers. Reservations requested by your attendees after this date will be accepted based upon availability. Room/tax and valet will be charged to Group’s Master Account. Individuals will pay all incidental charges.
If you request that Hotel provide you and/or your representative(s) with access to guest reservation information pertaining t o guests who have reserved rooms at the Hotel as part of the Room Block (each, an “Attendee”) established pursuant to this Agreement, then you certify that you already obtained, or will obtain, consent from each of your Attendees for the Hotel or Hilton Worldwide, Inc. to provide to you and/or your re presentative(s) such Attendee’s reservation information, and you further agree to reimburse Hotel and Hilton Worldwide, Inc. for any costs, damages, fees or expenses of any kind arising from any claim(s) by an Attendee relating to the Hotel’s or Hilton Worldwide, Inc.’s disclosure of any Attendee’s reservation information.
2. BANQUET SERVICES: You agree to confirm with us the assigned function space before printing any materials listing specific meeting or function locations. The Schedule of Events listed above indicates the function space that will be held on a definite basis upon signing of this Agreement by both parties. You agree to confirm with us the assigned function space before printing or publishing any materials listin g specific meeting or function locations. If for any reason the function space reserved is not available for your Event, you agree that we may substitute sp ace of appropriate size and comparable quality for your Event. Please contact the Hotel at least one month before your Event to review and confirm the details for your Event, including menus, decorations, entertainment and beverage service.
Your Event Manager will contact you at least twenty one (21) days before your Event to review and re-confirm the details for your Event, including menus, decorations, entertainment and beverage service. We require that your final menu selections and room set specifications be co mpleted and received at least twenty one (21) days prior to your major arrival day.
If for any reason your final menu selections and room set specifications are provided to the Hotel fourteen (14) days or less prior to your major arrival day, Hotel may, in our sole discretion, make Chef’s Selections for food product based on your delayed submission of final menu selections, and you agree to accept such substitutions.
Due to supply chain logistics that are out of the control of the Hotel including seasonal availability of product, holidays and weekends, if for any reason you do not provide the Hotel with your final menu selections and room set specifications at least ten (10) days prior to your major arrival day, the Hotel will assess an extra fee equal to $1.00 per menu per person to offset extr a costs Hotel may incur when placing expedited food product orders to Hotel’s suppliers.
At least five (5) business days before your Event, you must inform us of the exact number of people who will attend your Event functions, to confirm all final arrangements and prices, by contacting your assigned Event Manager by email or phone. Guarantees by text message cannot be accepted. If you do not advise Hotel of any changes on the Event Orders by the date requested by Hotel, you agree that the Event Orders will be considered accepted by you as correct and you will be billed accordingly. We will not undertake to serve more than 3% above this guaranteed minimum.
Upon review of your Event requirements, Banquet Event Orders will be sent to you to confirm al l final arrangements and prices. These Banquet Event Orders will serve as a part of this Agreement. If you do not advise us of any changes on the Banquet Event Orders by the date requested by Hotel, you agree that the Event Orders will be considered accepted by you as correct and you will be billed accordingly.
You agree to begin your functions promptly at the scheduled start times and agree to have your guests, invitees and other persons vacate the designated function spaces at the end times indicated on the final Event Orders. You further agree to reimburse us for any overtime wage payments or other expenses incurred by us because of your failure to comply with these requirements.
There may be increases in prices due to unforeseen changes in market conditions at the time of your Event. We will communicate these increases to you in advance. We will require written confirmation that you agree to pay these increased prices, or at our option we may make reasonable substitutions in menus, and you agree to accept such substitutions.
Should extensive meeting room set -ups or elaborate staging be required, there will be a set -up charge to cover Hotel costs and additional labor. If equipment is necessary that exceeds Hotel’s inventory, then you agree to pay for the cost of renting this additional equipment.
Due to state law, you may not bring alcoholic beverages into the Hotel for your Event. You must obtain our prior approval be fore you bring any food or non-alcoholic beverages from outside sources into our Hotel. If approval is granted by Hotel, you must sign a hold harmless and indemnification agreement in the form currently in use at Hotel before any food or beverage products not purchased from us and served by Hotel staff are brought in for consumption by your guests. Service fees will apply to any outside food or beverage served in our function space, regardless whether Hotel labor is required.
3. DESCRIPTION AND DISCLOSURE OF THIRD-PARTY PAYMENTS: “DELETED IN ITS ENTIRETY”
4. PAYMENT: Please be advised a “Credit Card Authorization” form must be filled out and returned along with this signed agreement to hold the block of rooms and meeting space.
We require that you pay an initial deposit of $10,000.00 of the Total Minimum Anticipated Revenue within 14 days after receipt of a final signed Agreement from Hotel. You agree to pay the entire remaining balance of the Total Minimum Anticipated Revenue in cash or by certified check at least ten (10) days prior to your Event or by personal bank check no later than two weeks prior to your Event. If you have established credit, payment of the remaining balance will be due within thirty (30) days after receipt of the bill.
We reserve the right to require additional advance payments of all or part of the estimated charges if your credit status changes. If advance payments or deposits are not paid on a timely basis, the Hotel will have the right, at its option, to consider the Agreement cancelled and will be entitled to cancellation damages as provided in this Agreement.
Hilton accepts American Express, Diners Club, Discover Card, JCB International, Master Card or Visa. If credit has not been approved for your Event, you will provide us with the credit card to which all estimated master account charges will be pre-authorized and/or charged no later than 5-10 Business days prior to the beginning of the event. If credit has been approved, you will provide us with your credit card information at the time of your Event. If payment of all undisputed charges is not received within thirty (30) days after your receipt of the final invoice, a finance charge of 1.5% per month, or the maximum amount allowed by law, whichever is less, will accrue on the unpaid, undisputed amount, commencing on the date of receipt of the final invoice.
Credit Cards may have daily limits that may prevent securing full payment for the amount due. You are responsible for ensuring that all methods of payment have adequate daily funds available to finalize the bill.
5. CANCELLATION AND PERFORMANCE POLICIES: The rates offered by us are based in part upon the total gross revenues anticipated by us from your agreement to use and pay for the rooms and events set forth in this Agreement. You guarantee that your Event will provide the Total Minimum Anticipated Revenue. You agree and understand that, in the event of a cancellation or lack of full performance by you, our actual damages would be difficult to determine. Therefore, you agree that should you cancel your Event for any reason (excluding those reasons listed under the “Impossibility” clause) , including changing your meeting/function site to another hotel, you will pay as liquidated damages, plus any applicable state and/or local taxes as required by law, to the Hotel immediatel y upon notice of cancellation a percentage of Total Minimum Anticipated Revenue for your Event, as follows:
Date of Hotel’s Receipt of Cancellation Notice* Percentage of Total Minimum Anticipated Revenue Owed
Amount of
Cancellation Damages Owed
Date of signing to 90 days in advance of event start date. 25% = $6,190.73 89 days to 60 days in advance 50% = $12,381.46
59 to 30 days in advance 75% = $18,572.18
29 days or less in advance of event 100% = $24,762.91
*Hotel may, in its sole discretion, consider your notice of cancellation to be invalid and thus may not release accommodations held until payment of the cancellation damages is received; therefore delay in payment may result in higher cancellation damages owed.
You further agree to pay reasonable liquidated damages to the Hotel for lack of performance if the Event is held but the Hotel does not realize the Total Minimum Anticipated Revenue from your Event. The damages owed will be the amount necessary for the Hotel to receive no less than 80% of the Total Anticipated Sleeping Room Revenue , and 100% of the meeting room rental as described in the Summary table of Minimum Anticipated Revenue in this agreement, plus any applicable state and/or local taxes as required by law. If credit has not been established, all estimated Total Minimum Anticipated Revenue performance damages will be due and payable to the Hotel at or before the conclus ion of the event.
6. DISPLAYS AND DECORATIONS: You may, at your option, purchase insurance to cover your personal property, including decorations, special objects and other property. To the fullest extent permitted by law, we are not responsible for any loss or damage to property belonging to you or your attendees and do not maintain insurance covering it. All displays and/or decorations will be subject to our prior written approval and we reserve the right to contract and charge you for Hotel staff to provide the labor for any installations or removals of such. Hotel can advise you of such potential charges upon request.
7. OUTSIDE CONTRACTORS: Should you elect to utilize outside contractors or subcontractors on Hotel premises during your Event, including, but not limited to, a destination management company, audio/visual se rvices, caterer, decorators, or others, you must notify us of your intention to use such providers at least thirty (30) days in advance of your Event. Your outside contractors must sign a hold harmless, indem nification and insurance agreement as in the attached Exhibit entitled “Hold Harmless Agreement – Outside Contractors” in favor of Hotel, Hilton Worldwide, Inc., Hotel’s Owner and Group, and provide proof of insurance in amounts acceptable to Hotel (amounts and types of insurance may be changed or increased in Hotel’s sole discretion based on the type of services the outside contractor will be providing) before your outside contractors will be al lowed to provide services on Hotel premises.
8. SECURITY: If required, in our sole judgment, in order to maintain adequate security measures in light of the size and/or nature of your Event, you will provide, at your expense, security personnel supplied by a reputable licensed guard or security agency doing busines s in the city or county in which we are locat ed, which agency will be subject to our prior approval. Such security personnel may not carry weapons. Your security agency must sign a hold harmless, indemnification and insurance agreement in the form currently in use at Hotel in favor of Hotel, Hilton Worldwide, Inc., Hotel’s Owner and Group, and provide proof of insurance in amounts acceptable to Hotel before your security contractor will be allowed to provide security services on Hotel premises.
9. CONDUCT OF EVENT: You assume full responsibility for the conduct of all persons in attendance at your Event and for any damage done to any part of our premises during the time of your Event, whether caused by you, your agents, employees, contractors or attendees, including any damage resulting from or connected with transportation, placing, removal or display of exhibits, displays or other items related to your Event. You also agree that your Event will not create any disturbance to other guests or meetings, such as noise, smoke or fog machines, dry ice, confetti cannons, candles, incense, or any activity that generates smells. Hotel reserves the right to end your Event immediately if you do not comply with Hotel’s request to reduce or eliminate any such disturbance, you will remain responsible for payment o f all charges related to your Event and no refunds will be issued by Hotel. Should you require any rigging services for this Event, all such services must be arranged through the in -house audio-visual provider or the Hotel and you will be responsible for all costs associated therewith.
10. FIRE SAFETY: For the safety of persons and property, no fireworks vehicle displays, fog machines, fueled cooking demonstrations, lasers or incendiary devices may be used indoors at the Hotel.
11. AUXILIARY AIDS: The Hotel represents that it contains accessibility features for individuals with disabilities and, where needed, the Hotel will provide equivalent facilitation, auxiliary aids and services, and reasonable modifications to policies and procedures to ensu re tha t our guests have equivalent access to the Hotel’s goods, services, and accommodations. You agree that one week in advance of your Event, you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space. Except as required by applicable laws, you agree that you will be responsible for the procurement and payment of all charges for any and all auxiliary aids. We will, upon your request, furnish you with the names of businesses you can contact to obtain these aids. You also agree to be responsible for compliance with the Americans with Disabilities Act in the set up and conduct of meetings for your Event.
12. DELIVERIES: Arrangements for delivery of packages should be made through your designated Event Manager. Re ceiving, handling and shipping charges may apply. No COD packages will be accepted. The Hotel policies on safe package handling are based on advi ce from the United States Postal Service (USPS) and the federal Centers for Disease Control and Prevention (CDC).
13. PROMOTIONAL CONSIDERATIONS: We have the right to review and approve any advertisements or promotional materials in connection with your Event that specifically reference the name of the Hotel or any name or logo owned by a subsidiary of Hilton Wo rldwide, Inc., including, but not limited to: Hilton, Hilton Hotels & Resorts, Hilton Grand Vacations, Home2 Suites by Hilton, Hampton Inn, Hampton Inn & Suite s, Doubletree, Conrad, Homewood Suites by Hilton, Embassy Suites Hotels, Waldorf~Astoria and Wald orf~Astoria Collection. You agree that we may share your meeting and meeting planner information with our third party providers who offer support services to groups holding events at our Hotel, including audio/visual services, decorators, florists, and others.
14. COMPLIANCE WITH LAWS: Group represents warrants and agrees that Group is currently, and at the time of the Event that is the subject of this Agreement will be, in compliance with all provisions of the Patriot Act and regulations or requests of the U.S. Departme nt of Homeland Security and the Office of Foreign Assets Control in the U.S. Department of the Treasury. Hotel may cancel this Agreement without any liability if in the Hotel’s sole, reasonable determination, Hotel believes that it is necessary to do so in order to compl y with its obligations under such applicable laws, rules or regulations.
15. DISPUTE RESOLUTION: The parties agree that, subject to the exclusion of intellectual property matters as set forth below, any dispute in any way arising out of or relating to this Agreement will be resolved by arbitration using one arbitrator before JAMS or American Arbitration Association in Sacramento, California, or the closest available location; provided, however, a dispute relating to patents, trademarks, trade dress, copyrights, trade secrets, and/or infringement of intellectual property rights shall not be subject to this provision. The parties further agree that in any arbitration proceeding they may conduct reasonable discovery pursuant to the arbitration rules, that the law of California will be the governing law, and any arbitration award will be enforceable in state or federal court.
16. DISPUTES INVOLVING CREDIT CARD PAYMENTS: As a condition of Hotel agreeing to accept your credit card as an approved form of payment for all master account charges, you specifically agree to waive any rights you may have under applicable state and federal truth in lending laws or otherwise (including, but not limited to, under your credit card issuer’s procedures for resolving such disputes) to receive a temporary credit from your credit card issuer for disputed charges arising from your credit card transactions with Hotel (commonly referred to as a “chargeback”). You agree that any disputes that you may raise with respect to any m aster account charges must be addressed directly between you and us and to work in good faith to resolve any such disputed invoices in a timely manner. Any dispute that cannot be timely resolved to the mutual satisfaction of the parties shall be resolved in accordance with the dispute resolution provisions as contained in this Agreement.
17. COLLECTION/ATTORNEY'S FEES: The parties agree that in the event that any dispute arises in any way relating to or arising out of this Agreement, the prevailing party in any arbitration or court proceeding will be entitled to recover an award of its attorney's fees and costs, plus pre and post judgment interest. If we retain the services of a collection agency or attorney to assist in the collection of any amounts d ue to us under this Agreement, you will pay all expenses incurred by us in such collection efforts.
18. INDEMNIFICATION: To the fullest extent permitted by law, you agree to protect, indemnify, defend and hold harmless the Hotel, Hilton Worldwide Inc. and the Hotel’s Owner, and their respective owners, managers, partners, subsidiaries, affiliates, officers, directors, employees and agents (collectively, the “Hotel Indemnified Parties”), from and against any and all claims, losses or damages to persons or proper ty, governmental charges or fines, penalties, and costs (including reasonable attorney’s fees) (collectively, “Claim(s)”), in any way arising out of or r elating to the Event that is the subject of this Agreement, and regardless of negligence, including, but not limited to, Claims arising out of the negligence, gross negligence or intentional misconduct of Group’s employees, agents, contractors, and attendees; provided, however, that nothing in this indemnification shall require you to indemnify the Hotel I ndemnified Parties for that portion of any Claim arising out of the sole negligence, gross negligence or intentional miscondu ct of the Hotel Indemnified Parties.
19. INSURANCE: You agree to maintain insurance reasonably commensurate with all activities arising from or connected to your Event, including, but not limited to, Commercial General Liability insurance with limits not less than Two Million US dollars ($2,000,000 US) per occurrence covering property damage, products-completed operations, and liabil ity assumed under an insured contract, including the tort liability of another assumed in a business contract. You agree to add Hotel Indemnified Parties as additional insureds under all applicable policies for your Event, and your insurance will apply as primary to any insurance maintained by the Hotel Indemnified Parties. You agree not to endorse or change your insurance to ma ke it excess over other available insurance. Neither your failure to provide, nor our failure to obtain, proof of compliance shall act as a waiver of any of term in this Agreement.
20. SEVERABILITY: Any provision in this Agreement that is held to be illegal or unenforceable in any jurisdiction shall be ineffective to the extent of such illegality or unenforceability without invalidat ing the remaining provisions and any such illegal or unenforceable provision shall be deemed to be restated to reflect as nearly as possible the original intentions of the parties in accordance with applicable law. Our failure to enforce any term or condition of this Agreement does not waive our right to enforce that or any other term or condition at any time.
21. IMPOSSIBILITY: If unanticipated events beyond the reasonable control of the parties (including, but not limited to: acts of God; declared war in the United States; government regulations in effect 60 days or less before the Event dates that would prevent the Event from taking place as contracted; terrorist attacks in the city in which Hotel is located; or curtailment of transportation either in the city in which Hotel is located or in the countries/states of origin of the attendees that prevents at least 40% of the attendees from arriving for the first peak night of the Event) any of which make it illegal or impossible to perform under this Agreement, the affected party may terminate this Agreement, without liability, upon providing written notice to the other party.
If the Event is terminated due to a valid Impossibility/force majeure occurrence, then Group agrees to negotiate promptly and in good faith with the Hotel in an effort to rebook the cancelled Event, based on space and rate availability at the Hotel, over mutually acceptable dates. If the parties agree on rebook dates, then Hotel will retain the advance deposits paid under the cancelled Event and apply the deposits toward the Master Account of the rebooked event.
Advance deposits applied to a rebooked event may not be applied to cancellation or performance damages for the rebooked event and any unused credit will be retained by Hotel. If the parties cannot agree on mutually acceptable rebook dates, then Hotel agrees to refund all prepaid advance deposits, less all documented expenses incurred by Hotel in preparation for the cancelled Event (i.e., food and beverage products purchased for the Event that cannot be used in other outlets at the Hotel, labor costs incurred by Hotel if staff schedules were posted and the Event is cancelled, etc.).
22. OPTION DATES: These arrangements are being held on a first option basis until 6/30/2023 (the “Option Period”). However, should other business opportunities arise such that we are in a position to confirm immediately, you will be advised and given 24 Hours or until the end of your Option Period (whichever is shorter) to confirm this Agreement on a definite basis by returning a signed copy of this Agreement to us, or to enable alternate dates to be researched and offered for your use. Please note that it is your responsibility to notify us if you need to request an extension of your Option Period.
If we do not receive a signed copy of this Agreement by 6/30/2023, we may, at our sole option and with no notice required, release this first option, or may continue to hold the arrangements.
23. SUCCESSORS AND ASSIGNS: The commitments made by Group will be binding on its successors and assigns. In the event that Group assigns, sells, conveys, pledges or otherwise disposes of all or substantially all of its assets (collectively referred to as "assignment"), by operation of law or otherwise, this agreement and the obligations herein must also be assigned to and assumed by the successor organization, s ubject to approval by
Hotel. In the event such an assignment is contemplated, Group agrees to notify Hotel at least thirty days in advance of the planned close of the assignment transaction of the entities involved. Hotel will thereafter have 20 days in which to notify Group if assignment is approved. Group may not otherwise assign this Agreement or any rights hereunder. Group & Hotel are the only parties to this Agreement. There are no third party beneficiaries.
24. AMENDMENTS/CHANGES: If this Agreement is returned signed but with changes, it shall not constitute a n acceptance, but rather a counteroffer by you that may be accepted or rejected by the Hotel in our sole discretion. This Agreement will become a binding commitment upon signature by both you and us (even if signed after the Option Period). Any amendments or changes to the arrangements described in this Agreement must be made in writing, signed by both you and us; provided, however, that this Agreement includes all signed or unsigned Event Orders (and the terms and conditions contained therein and attached thereto) issued by us for this and related events and that your final guarantee of attendance may be made by phone. This Agreement, including all exhibits attached hereto (if any), upon signature by both parties below, constitutes the entire understanding between the parties and may not be amended or changed unless done so in writing and signed by Hotel and Group. For purposes of this Agreement and any amendment or modification thereto, or for any other notice or communication between the parties, signatures sent or received by facsimile transmission will be considered as enforceable and valid as an original signature by the party signing. The effective date of communications between the par ties will be determined as follows:
(a) Communications sent via U.S. Mail or private mail delivery service (i.e. Fed Ex) will be effective as of the date sent; (b) Communications sent via facsimile will be considered effective as of the date and time on the facsimile confirmation sheet retained by the sender.
For the avoidance of doubt, emails, including emails that bear an electronic “signature block” identifying the sender, do not constitute signed writings for purposes of this Agreement, except for DocuSign and SERTIFI.
25. NO-SHOWS, CANCELLATION & EARLY DEPARTURE FEES: Any individual cancellations made within 48 hours of scheduled check- in will be billed for one night’s suite and tax. Any no-shows will be billed for one night’s suite and tax. Guests departing early will be charged a $50 early departure fee. Guests wishing to avoid an early check-out fee should advise the hotel at or before check-in of any change in planned length of stay. It is the responsibility of the group to inform all attendees of our individual cancellation, no-show, and early departure policy. This individual cancellation policy does not waive or alter the group cancellation policy paragraph or performance clauses within this contract. Embassy Suites will deduct any collected cancellation, no-show and early departure fees from the amount the group may owe as performance damages.
26. PARKING: Valet parking is available at the hotel (based on availability) for all hotel and event guests. Valet parking fees are as follows: $11.00 for the first hour and $8.00 per hour after that up to a maximum of $35.00 per day. Overnight guest rate is $35.00. Hourly rates will apply for guests Valet parked for 4 hours or less.
Self –Parking is located in the city garage adjacent to the hotel.
27. No helium balloons are allowed on property.
The undersigned expressly agree and warrant that they are authorized to sign and enter into this Agreement on behalf of the party for which they sign.
ACCEPTED AND AGREED TO:
GROUP: Richmond Police Department
By: Assistant Chief Timothy Simmons
HOTEL: Sacramento Hotel Partners, LLC
d/b/a Embassy Suites by Hilton Sacramento Riverfront Promenade
By: Embassy Suites Management LLC, Managing Agent
Signature:
Print Name: Timothy Simmons
Dated:
Signature:
Sales Manager
Print Name: Clark Sikora ______
Dated:
HOTEL: Sacramento Hotel Partners, LLC
d/b/a Embassy Suites by Hilton Sacramento Riverfront Promenade
Signature:
Director of Sales & Marketing
Print Name: Barbara A. Stannius
Dated: