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HomeMy WebLinkAboutRed Lion Agreement - cateringRed Lion Hotel Pasco CATERING AGREEMENT This Agreement is made and entered into as of Friday, February 27, 2015, by and between Red Lion Hotel Pasco (hereinafter referred to as "Hotel") and City of Pasco (hereinafter referred to as "Group"). Group agrees that the terms of this Agreement are based upon the information provided by Group below. DESCRIPTION OF THE EVENT Company/Organization or Sponsor's Name: City of Pasco Event Name and general description of event: City of Pasco Contact Name: Amy Schmidt/Toni Zunker 1/29/2016 Contact Phone: day: (509)543-5788 evening: (509)543-5788 Fax Contact Address: PO Box 293 Pasco, WA 99301 Reception e-mail: schmidta@pasco-wa.gov MEETING ROOM/BALLROOM AND CATERING SERVICES MEETING ROOMS: Upon the signature of this Agreement, Hotel reserves and Group guarantees payment for the following meeting room space for the specified daysftimes: MWIThrins End 71me Function 11:00 AM 6:00 PM Setup Room Setup Medallion Ballroom Rounds of 8 Agr 250 Set Fee $ 200.00 1/29/2016 1/29/2016 600 PM 700 PM Reception Medallion Ballroom Special Set 250 1/29/2016 6:15 PM 6:30 PM Dinner Box Off Site 20 1/29/2016 7:15 PM 8:15 PM Dinner Medallion Ballroom Rounds of 8 250 1/29/2016 8:15 PM 12:00 AM Meeting Medallion Ballroom Rounds of 8 250 Hotel reserves the right to assign and change specific meeting room space at Its discretion Group must obtain final approval from Hotel before publishing meeting room names. CATERING SERVICES: A minimum of $5,500.00 in food and beverage before service fees and tax must be spent at your function (the "Guaranteed Amount"). This Guaranteed Amount does not include room rental, meeting space rental, no -host bar, service charges, tax and labor charges, audio-visual, parking or any other miscellaneous charges incurred. Group is required to pay Hotel the full Guaranteed Amount, regardless of whether Group actually charges that amount. Group is also required to pay Hotel any amounts it incurs exceeding the Guaranteed Amount. Should Group not meet the minimum food and beverage amounts agreed to the difference will be charged as additional room rental. SPECIAL CONSIDERATIONS: Group will be allowed to take remaining food to the local mission and provide offsite to off duty workers. A waiver will be signed by group representatives releasing Hotel from any liability as a result of consumption of the food once it has left the controlled conditions of the Hotel. FOOD & BEVERAGE POLICY Due to licensing and insurance requirements, all food and beverage to be served on Hotel property must be supplied and prepared by Hotel or its agents. In addition, no remaining food or beverage shall be removed from the premises. At the conclusion of the function, such food and beverage becomes the property of Hotel. Menu prices will be confirmed six months prior to scheduled function. Food and beverage prices are subject to an 18% service charge and applicable taxes. Final menu selections must be submitted to Hotel's Catering Office at least three weeks in advance; otherwise, items selected cannot be guaranteed. At the time final menu selections are made, Group shall review, approve and initial the final menu. Other than specifically stated in the approved menu (or otherwise agreed in a separate writing signed by Group and the Hotel (General Manager or General Manager's designee), Hotel will not be responsible for any specific dietary requests or requirements. The Catering Office must be notified of the number of people attending the event no later than noon three business days prior to the scheduled function ("Guaranteed Attendance"). Guaranteed Attendance for functions scheduled Monday or Tuesday must be received by noon on the preceding Friday. Hotel agrees to set five percent over the Guaranteed Attendance for banquets. Guaranteed Attendance is not subject to reduction and Hotel will charge the Master Account, at a minimum, the amount due in accordance with the Guaranteed Attendance. NOISE: In order for the Hotel to provide a suitable environment for all guests and other groups in-house, Group agrees that Hotel has the right in its reasonable discretion to restrict noise to a reasonable level. Group agrees to notify the Hotel in writing if any of its events or activities while on property will include music, loud speakers, cheering, singing, shouting or other loud noises. The Hotel shall have the right to require that the Group discontinue or reduce noise that is disrupting other guests or events. If Group does not comply, the Hotel reserves the right to negotiate an amount with Group to reimburse Hotel for value of any concessions or amounts paid to disturbed guests as a result of disturbance caused by Group. Red Lion Hotels Corporation — National Sales Office Page 1 a1`3 RLH_SFORM F&B VI ISSUED 072009 O� BILLING/CREDIT PROCEDURES MASTER ACCOUNT: The manner of payment of the Master Account shall be established upon approval of Group's credit. There are three options of payment as outlined below: Group has approved direct billing. GROUP'S CANCELLATION OR ATTRITION: If Group cancels this Agreement, or reduces the amount of food and beverage & room rental services, Group agrees that Hotel will suffer damages. Such damages will be a result of Hotel's inability to offer Group's unused space or services to another group and /or the cost to Hotel of trying to re -sell this space/services. The exact amount of damages will be difficult to determine. Therefore, Group agrees that the liquidated damages set forth below are a reasonable effort by the parties to agree in advance on the amount of damages. It is agreed that these amounts will be due to the Hotel regardless of the Hotel's ultimate ability to re -sell some or all of the space or services. CANCELLATION: The closer to arrival the cancellation occurs, the greater the damages will be. Therefore, Group agrees to pay Hotel at the time of cancellation a liquidated damages fee, as follows: More than 120 days, less than 180 days: $2,850.00 (amount equal to 50% of anticipated revenue) More than 90 days less than 120 days: $3,420.00 (amount equal to 60% of anticipated revenue More than 60 days, less than 90 days: $3.990.00 (amount equal to 70% of total anticipated revenue) More than 30 days, less than 60 days: $4,560.00 (amount equal to 80% of total anticipated revenue Less than 30 days prior to arrival date: $5,700.00 (amount equal to 100% of total anticipated revenue) PARKING: Hotel parking is available on a space -available basis at the then prevailing rates. Parking is complimentary. FORCE MAJEURE: The performance of this Agreement is subject to any circumstances making it illegal or impossible for the Hotel to provide Hotel facilities, including but not limited to Acts of God, war, government regulations, disaster, strikes, civil disorder or curtailment of transportation facilities. This Agreement may be terminated for any one of the above reasons by written notice to Group by Hotel. SIGNING AUTHORITY: The following individuals have the proper authority to sign for the Master Account and/or ac on behalf of and bind the Group pursuant to the terms of this Agreement: Name: %�'� Signature `: - Name: o m tf Signatu DAMAGE CLAUSE: In the unlikely event that damage to any Hotel property occurs as a result of any guest related to Group, Group agrees to assume all liability and expense and agrees that, in addition to any other rights as against such guest or others, Hotel may charge Group's Master Account or directly bill Group for all such charges. Group shall indemnify, defend and hold harmless Hotel and its officers, directors, partners, affiliates, members and employees from and against all demands, claims, damages to persons and/or property, losses and liabilities, including reasonable attorney fees (collectively "Claims") arising out of or caused by Group's negligence or intentional misconduct. Group shall not have waived or be deemed to have waived, by reason of this paragraph, any defense that it may have with respect to such claims. GROUP'S PROPERTY: Group agrees and acknowledges that Hotel will not be responsible for the safe -keeping of equipment, supplies, written material or other valuable items left in function rooms, guest rooms, or anywhere on Hotel property other than the Hotel safe. State laws will govern Hotel's liability for items stolen in guestrooms or items kept in Hotel's safe. Accordingly, Group agrees that it will be responsible to provide security of any such aforementioned items and hereby assumes responsibility for loss thereof. Group may not rely on any verbal or written assurances provided by Hotel staff, other than as provided in this agreement. INSURANCE: Property of Group is the sole responsibility of the Group and/or its owner. Group agrees that it has procured sufficient insurance to cover the loss of such property or injury. A certificate of insurance naming Hotel as additional insured as respects to this agreement will be provided upon request of Hotel. Group hereby waives any claims under Hotel's insurance policy for the loss of Group's property or the property of any of its attendees or invitees or injury caused by Group's negligence or misconduct. Red Lion Hotels Cowsaiion — Nasional Sales Office Page 2 .1`3 RLH_SPORM--F&IIVI ISSUED 072009 DISPUTE RESOLUTION: Hotel and Groupagree to use their reasonable efforts to resolve any disputes under this Agreement through informal means. In the unlikely event that formal action must be taken, this Agreement will be interpreted in accordance with the laws of the State in which the Hotel is situated and the exclusive venue for any dispute arising out of this Agreement shall be in the county or city in which the Hotel is situated. The prevailing party to any litigation shall be entitled to recover, in addition to damages, all legal costs and reasonable attorney fees as fixed by the Court, both at the trial and appellate levels, and in any bankruptcy case and postjudgment proceedings. To the extent allowed by law, the parties hereto hereby waive the right to ajury trial in any action or proceeding regarding this Agreement. To serve as our mutual agreement this document must be signed and returned by Friday, March 6, 2015. If the signed Agreement is not received by the date requested all rooms and space may be released for sale. IN WITNESS WHEREOF, Hotel and Group have executed this Agreement in manner and form sufficient to bind them as of the date and year set forth on page one of this Agreement: Red Lion Hotel Pasco By: Name: Leeann Hall Title: Catering Sales Manager Date: Red Lion Hold, C., mnon — Naeonal Sales Office RLH_SFORM_F&B VI ISSUED 072009 City of P By: Name:v�.���� Title: L i`*� � Date: 5�'�kS