1. ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: The function space assigned indicates the space is tentatively being held and will be held on a definite basis upon signing of the Banquet Event Order (“BEO”). The terms and conditions of any group sales or catering sales agreement previously signed regarding this event remain in force and the BEO is intended to provide specific function/event information in support of the original agreement. 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. If you plan to print or publish the assigned space, please contact us first to confirm the room assignment.
2. GUARANTEE OF ANTICIPATED REVENUE: At least 72 hours (3 business days) before your event, you must inform us, in writing, of the exact number of people who will attend your event. The arrangements set forth on the reserve side of your BEO will serve as the final arrangements for your event. The services, products, fees, etc. as noted will be provided at the time of your event and you will be charged based on the event guarantee that you give us or the number of people indicated at the time you signed the sales agreement or the BEO, whichever is greater. We will not undertake to serve more than 3 % more than this guaranteed minimum.
3. LABOR CHARGE: If the guaranteed number for your event is less than 25 persons, we will add a $175 labor charge to your account. This will be used to cover our costs of the event and will not be distributed as a service charge or gratuity to our employees working at your event.
4. OVERTIME: You agree to begin your event promptly at the scheduled start time and agree to have your guests; invitees and other persons vacate the designated event space at the end time indicated on the final BEO. You further agree to reimburse us for any overtime wage payments or other expense incurred by us because of your failure to comply with these regulations.
5. GRATUITY & SERVICE CHARGE: The mandatory service charge that is in effect on the day of your Event will be added to your bill. Currently, the mandatory service charge rate is 24% of the banquet food and beverage and room rental total, plus applicable state and local taxes. A portion of this service charge (currently 13.75%) will be distributed to the banquet service staff assigned to the event. Our banquet service staff are commissioned employees and their compensation is derived from an hourly rate of pay and the distribution of the service charge. A tip or gratuity is not included in the service charge.
6. PRICE INCREASES: 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. Alternatively, we, at our option, may in such event make reasonable substitutions in menus and you agree to accept such substitutions.
7. SET UP CHARGES. Should extensive meeting room set-ups or elaborate staging be required, there will be a set-up charge to cover Resort costs and additional labor. If equipment is necessary that exceeds Resort’s inventory, then you agree to pay for the cost of renting this additional equipment. You agree to indemnify us for any damage caused to any Resort property as a result of drayage related to your event, whether caused by you, your agents, employees, or contractors.
8. OUTSIDE FOOD AND BEVERAGE: The Resort does not permit food or beverage to be brought into the Resort property, including, but not limited to, any suite used as a hospitality suite or the Resort’s marina and golf courses, if applicable. Food and beverage purchased through the Resort may not be removed from the premises and must be dispensed only by the Resort servers. Provisions of the Resort’s liquor license prohibit patrons from providing alcoholic beverages from outside sources. If alcoholic beverages are served on the Resort’s premises (or elsewhere under the provision of the Resort’s liquor license), the Resort is required to request proper identifications (photo identification of anyone of questionable age) and refuse alcoholic beverage service to any person who fails to present proper identification or who appears to be intoxicated, according to the Resort’s discretion consistent with the applicable state regulations.
9. AUXILIARY AIDS: The Resort represents and you acknowledge that the Resort facilities being rented for you including guest rooms, common areas and transportation services will be in compliance with our public accommodation requirements under the Americans with Disabilities Act. You agree that you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space at least two weeks prior to your event. You agree to pay all charges associated with the provision of such aids by the Resort.
10. PROMOTIONAL CONSIDERATIONS: We have the right to review and approve any advertisements or promotional materials in connection with your function which specifically reference the Hilton name or logo. Hilton does not offer or accept any terms or conditions which provide commissions, rebates, HHonors points or other forms of compensation related to revenue for food, beverage, room or equipment rental.
11. CONDUCT OF EVENT: Group agrees to comply with all applicable federal, state and local laws including health and safety codes and federal anti-terrorism laws and regulations including compliance with the provisions of 29 CFR part 470, and our rules, copies of which are available from the Resort’s sales department. Group agrees to cooperate with Resort and any relevant governmental authority to ensure compliance with such laws. 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. Should you require any rigging services for this event, all such services must be arranged through the in-house AV provider or the Resort and you will be responsible for all costs associated therewith.
12. OUTSIDE VENDORS: If the Group chooses to retain vendors other than the Resort’s preferred in-house vendors to provide services and/or any equipment for the Group’s event at the Resort, the Group understands, acknowledges and agrees that any damage to the Resort, to the Group, or to the outside vendor’s employees, equipment or property, or to any guest or third party caused in whole or in part by the outside vendor, is the sole responsibility of the Group and the outside vendor. Not later than thirty (30) days prior to Your Event, all non-preferred outside vendors are required to (1) execute an agreement to indemnify, defend and hold the Resort harmless from any act or omission committed by the vendor while the vendor is on the Resort property; and (2) provide proof of insurance with a carrier and within limits acceptable to the Resort and identify the Resort as an additional named insured on said insurance policies. The Group agrees that if the outside vendor fails to provide items (1) and (2) above, the Resort, acting reasonably, may refuse access of the outside vendor to the Resort property and/or cancel the Group’s event. The Resort reserves the right to advance approval of specifications, including electrical requirements, for all outside contractors hired. Upon reasonable notice, the Resort will cooperate with outside contractors and make those facilities rented available to them to the extent that it does not interfere with use by other guests. Trucks and vans are not permitted to be parked in guest areas. All vehicles may not be left unattended.
13. PERMITS: The Group covenants and agrees that the Group is required to obtain written approval from Hotel and Boca Raton Fire Marshall before engaging in any activity or activities on the Hotel property or possessing or bringing any materials or items to the Hotel and the Hotel property which involve or contain, or constitute, directly or indirectly: (i) any form or type of pyrotechnics, fireworks, flares, flames, or other flammable or explosive materials or items, or (ii) any Hazardous Substances. The term "Hazardous Substances" includes, but is not limited to, any and all substances (whether solid, liquid or gas); (i) defined, listed or otherwise classified as pollutants, hazardous wastes, or words of similar meaning or regulatory effect under any present or future Laws, or (ii) that may have a negative impact on human health or the environment, including, but not limited to, petroleum and petroleum products, asbestos and asbestos-containing materials, polychlorinated biphenyls, lead, radon, radioactive materials, flammable substances and explosives. The term "Laws" includes, without limitation, all stated and federal environmental laws and regulations, the Homeland Security Act, the Safe Explosive Act, and any other past, present and future federal, state and local laws, statutes, ordinances, rules, regulations and the like, as well as common law, relating to the protection of human health or the environment, or relating to Hazardous Substances, or relating to the liability for costs of remediation or prevention of releases of Hazardous Substances, or relating to liability or costs of actual or threatened danger to human health or the environment. FLOOR PLANS are required by the City of Boca Raton. A floor plan is required a minimum of ten (10) days prior to the setup day for both exhibits as well as floor plans for all functions having 300 guests or more. A 20% rush charge will apply for all permits and exhibits received less than ten (10) days prior to setup day. Currently the fee is $175.00 PER PLAN (subject to change). Any change in floor plan after receipt of floor plan will incur an additional cost of $95.00. Please discuss and coordinate in advance with your CSM. Please Note: Boca Raton Fire Marshall is required to be in attendance one hour prior to scheduled time and one hour after scheduled time for hazing; Group is responsible for all applicable fees. WSA pricing may vary and is subject to change based upon the day of the week and the hours that WSA needs to be present and the city’s requirements. Fire Marshall requires that if you are using draping provided from a source other than resort in any room that will contain 300 or more guests, a certificate must be provided to Fire Marshall with a minimum of 10 days in advance of event. The certificate needs to have either the number listed on the State of California website or documentation showing NFPA 701 Testing from another lab. All certificates must have the registered Fabric or Concern Number listed. The flame certificate must accompany the floor plan when it is presented