DOUBLETREE BY HILTON ORANGE COUNTY AIRPORT

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N-2024-372 INSURANCE NOT REQUIRED WORK MAY PROCEED CITY CLERK DATE: NOV 1 9 2024 DOUBLETREE by Hilton" MEETINGS & EVENTS AGREEMENT DoubleTree by Hilton Orange County Airport P f5R[0 7 Hutton Centre Dr. :(rar\civ s V ltkoKal (ic-K) Santa Ana,CA 92707 This Meetings&Events Agreement("Agreement")is by and between the City of Santa Ana("Client")and DoubleTree by Hilton Orange County Airport (the"Hotel"). CLIENT HOTEL Contact Name: Siri A.Champion,AICP Hotel Name: DoubleTree by Hilton Orange County Airport Title: Senior Planner Address: 7 Hutton Centre Drive Company: City of Santa Ana City,State,Zip: Santa Ana,CA 92707 Address: 20 Civic Center Plaza Sales Manager: Rasha Shawkat P.O.Box 1988 City,State,Zip: Santa Ana,CA 92702 Direct: (714)656-1659 Phone: (714)667-2751 Tel: (714)751-2400 Email: schampionta�santa-ana,orq Email: rasha@dtciuborangeco.com Function: City of Santa Ana Community Shop Today's Date: Thursday,November 07,2024 We are pleased to offer the following function space based on our understanding of your present needs.Please review the detailed Information outlined within to ensure that this accurately reflects your requirements. SCHEDULE OF EVENTS • Start Total Food&Beverage and Room Date Time End Time Function Room Setup Agr Rental plus 22%Service Charge &9.25%Tax Monday, 7:00 AM 11:00 AM City of Santa Ana California Rounds of 10 50 $2,399.13 11/18/2024 Community Shop Ballroom 'Function room assignment subject to change The terms and conditions of this agreement between you and the Hotel are intended to clarify and communicate the commitments between the two parties to assure the result of your event is to your expectation. 1. ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: You agree to confirm the assigned function space before printing any materials listing specific meeting or function locations.The schedule of events listed above indicates the space that is tentatively being held for City of Santa Ana and will be held on a definite basis upon signing of this contract by both parties.If for any reason the function space reserved is not available for your event, you agree that we may substitute space 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.Upon review of your event requirements,Banquet Event Orders("BEO")will be sent to you to confirm all final arrangements and prices.These BEO's must be signed and returned prior to the event and will serve as a part of this agreement. 1.1 TOTAL FOOD&BEVERAGE AND ROOM RENTAL: $2,399.13 'Total includes 22%of the food and beverage service charge and 9.25%sales tax. 1.2 MENU SELECTION: To guarantee optimal execution of your functions,all menu selections must be submitted to the Hotel no later than(10) days prior to each food and beverage function. All menu items will be confirmed to the Client with Banquet Event Orders that are required to be approved and signed prior to the event.All final number guarantees are due 3 business days prior to the event. 1.3 CATERING!CONFERENCE SERVICES SUPPORT: For your meeting and catering functions,you will have the assistance of our Sales Manager,who will work with you throughout the planning of your program. His/her services include such things as assistance in menu selection and all other general coordination of your meeting needs. 2. GUARANTEE OF ANTICIPATED REVENUE:At least 72 hours(three business days)before your event,you must inform us,in writing,of the exact number of people who will attend your event. If the Hotel is not advised of the guarantee by the due date,the estimated number of attendees on the contract will constitute the final guarantee. We will not undertake to serve more than 3%more than this guaranteed minimum. 3. DEPOSITS/TAXES:A deposit of 10%of the estimated dollar value of the event is required when you sign this agreement.In addition to the anticipated charges set forth in the schedule of events,you agree to pay separately any and all federal,slate,municipal,or other taxes imposed on or applicable to your event.In the State of CA,service charges and public room rental are subject to a 9.25%tax.If a credit card is to be utilized for any pre-arrival group deposits,The Hotel requires a credit card authorization form to be filled out at least 30 business days prior to arrival or the function date. 7 days prior to event,CC#will be authorized for full amount. Upon end of event,the CC#will be charged the payment(applied to the Authorization). HHC Catering Sales Event Agreement-2005 172222.1;DOC]