Hilton Garden Inn - VOID11/16/2009 15:59 14067564505 HGI KALISPELL PAGE 01/02
Banguet Event Order
Hilton Garden Inn Kalispell
1840 Highway 93 South, Kalispell, MT 59901
Phone 406-756-4500 Fax 406-756-4505
Function Date Monday 11/30/2009
Organization Public Forum— Kalispell City Airport
Contact - On Site Fred Laistiko -
Address
Kalispell, MT 59901
Telephone 408-250-3065 Fax 406-758-7758
Post As Public Forum — Kalispell City Airport
Time
Oty Menu
07:00 PM
Set up per diagram
Ice Water station in back
07:00 PM
1 LCO Support Package
8'Tripod screen
Multi -Outlet Power strip
VGA & CAT5 cables
Extension cord
Ski projection cart
Exp technical assista
07:00 PM
I Room ental
**terms erTrade Agre
07:00 PM
I Wired M rn phone paci
Set -Up
Theater
Food $0.00
Beverage $0.00
Audio,111sual-. � �Ok
Payment Method
Accounting
ROTOTT, UN419-11N X I
w/cable
mi
Room Rental
staff
Miscellaneous
Room
Glacier Room It and III
Time
07:00 PM - 09:00 PM
Function Type
Meeting
Catering Mgr.
Laurie Otto
Set For
100 Guarantee
BEO #
399985 Status Definite
=1 I
am
BE
Service
Tax
ale-W11 =-TM-
Check #: SE0 Id 399985
N
$35.00
I have read the above arrangements, attached Catering Policies, To confirm these arrangements, please review and sign each Banquet Event
Order then return to the hotel by the, A deposit in the amount of $0 is due on . Final Menu Due By: 11/1612009, The final guarantee number of
guests Is due by 11/2712009. Should the final guarantee not be received by this date, the above Set For number will be the basis for the billing
charges. Food, Beverage, AudlofVisual and Rental Prices are sub]eQt to Service Charge and Sales Tax will be added to charges outlined above,
The hotel reserves the right to relocate your function(s) to another room,
Client Signature A Date
Hotel Represen
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GardenInn
Kalispell
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DESCRIPTION OF GROUP AND EVENT
NAME OF EVENT: Public Foruni Kalispell City Airport
CONTACT. Fred Leistlk#
ADDRESS: Kalispell, MT 59901
$500.00 Room set up fee and any audio visual charges will be billed against your trade agreement with the Hilton Garden Inn
Kalispell.
Function rooms are assigned according to the estimated attendance. Times, setup, and attendance are estimates. Final details will
be determined closer to the event date and confirmed within the Banquet Event Orders. Hilton Garden Inn Kalispell reserves
the right to reassign function rooms according to actual attendance.
El Final Payment in full based on the final guaranteed count is due 3 days prior to the event, 11/27/2009, via certified funds
only
Credit Card Type and Number: piration Date:
Ei Signed Banquet Event Order due 11/23/09
-i Final Count and Final Payment Due Date 11/27/2009
When special requests are honored for liquor, beer or wine items not carried as regular stock at the Hilton, the guest
is then responsible for the total purchased amount of all items not consumed at the function.
WONl � ; 11; � ill I I� q�lill Illiql & � I -W- 00 =--
Hotel reserves the right to refuse alcoholic beverage service if the person is 1) underage 2) proper identification
cannot be produced 3) appears intoxicated. The Hilton Garden Inn strictly adheres to the above polices without
exception. The Hotel does not permit shots of- liquor.
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A final Banquet Event Order outlining all details of your event will be finalized no later than or fourteen (14) days
prior to your scheduled event. A guarantee with final guest count is due 11/27/2009 or (3) three business days prior
to your scheduled event. If no guarantee is received, your expected number will become your guarantee. Once the
guarantee is given, the number is no longer subject to reduction.
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CANCELLATION
In the event City of Kalispell cancels this function, the following cancellation policy will apply:
Date of Decision to Cancel Amount of Liquidated Damages Due*
From Date of agreement to 120 days prior Forfeit $ Deposit
From 119 days prior to 90 days prior 25% of the Total Rooms, Food and Beverage Revenue
From 89 days prior to 60 days prior 50% of the Total Rooms, Food and Beverage Revenue
From 59 days prior to 30 days prior 75% of the Total Rooms, Food and Beverage Revenue
From 29 days prior to day of event 100% of the Total Rooms, Food and Beverage Revenue
The Hotel agrees that after receipt of such amounts it will not seek additional damages.
IMPOSSIBILITY
The performance of this agreement is subject to any circumstance making it illegal or impossible to provide or use the
Hotel facilities, including acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of
transportation facilities. The agreement may be terminated only for any of the above reasons by written notice from
either Hotel or City of Kalispell to the other.
SHIPPING AND RECEMN
If it is necessary for you to ship materials to the Hotel, it is imperative that you observe the following instructions to
ensure proper handling of your event materials. Each item should be clearly marked with the following: Organization
name and name of event planner, date of event and the name or your Hotel catering contact. Boxed packages and
display materials will be accepted no earlier than one day prior to your scheduled event. Please advise your Hotel
contact of any special arrangements or requirements concerning your materials.
In addition, a labor charge will be assessed if the Hotel's assistance is required in unloading vehicles and/or moving
items to storage areas. The Hotel should be advised of any items over 100 pounds that will be displayed in any
function room, or shipment of over 5 boxes of materials. Arrangements must be made for prompt return or shipping
of material upon conclusion of event. A $50.00 per day storage fee will be assessed for any items remaining in the
Hotel's possession 24 hours after the conclusion of event.
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 and the like. Hotel and City of Kalispell agree to cooperate with each other to
ensure compliance with such laws.
PERFORMANCE LICENSES
City of Kalispell 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, are, etc.)
that the City of Kalispell may use or request to be used at the Hotel.
ACCEPTANCE
Please sign and return a copy of this Agreement by 11/20/2009. This Agreement will constitute a binding
contract between the parties. The individuals signing below represent that each is authorized to bind his or her party
to this agreement. If this agreement is not received by the date above, all moms and space referred to herein will be
released, and neither party will have any further obligations under this Agreement. The Hotel and City of Kalispell
have agreed to and have executed this agreement by their authorized representatives as of the dates indicated below.
Initials Page 3
Hotel Function: City of Kalispell
Hotel:
Hilton Garden Inn Kalispell
Name: Fred LeisUko
Name:
Karena Bemis
I-itle:
Senior Sales Manager
Signature:
r-S-ig-n-a-ture:
Initials____ Page