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Banquet Terms and Conditions
 

Banquet Terms and Conditions

TERMS AND CONDITIONS
1.ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: 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 space that is tentatively being held for you and will be held on a definite basis upon signing of this Agreement 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, Event Orders will be sent to you to confirm all final arrangements and prices, which Event Orders will serve as a part of this Agreement. 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.
 
2.GUARANTEE OF ANTICIPATED REVENUE:  At least seven business days before your Event, you must inform us of the exact number of people who will attend your Event by contacting your assigned Catering Manager by phone.  You may increase from this number up to three business days prior to the event without any surcharge in per person pricing.  Any additional increase to the final count within three business days of the event will be subject to a 25% surcharge on the increased amount.   If the Event is held, but the Hotel does not realize the Total Minimum Anticipated Revenue from your Event, you agree to pay performance damages to the Hotel.  The damages owed will be the amount necessary for the Hotel to receive no less than 100% of the Total Minimum Anticipated Revenue from your Event (exclusive of gratuities, service charges, labor fees, applicable federal, state or local taxes or any other fees outside of food and beverage product sales).  You will be charged based on the Event guarantee that you give us or the Total Minimum Anticipated Revenue indicated at the time you signed this Agreement, whichever is greater.  
 
3.PAYMENT IN ADVANCE: We require that you pay 25% of  the Total Minimum Anticipated Revenue indicated on the first page of this Agreement at the time of signing this Agreement.  You agree to pay the entire remaining Total Minimum Anticipated Revenue in cash or by certified check at least ten days prior to your Event or by personal bank check no later than two weeks prior to your Event.  We reserve the right to require advance payment of all or part of the estimated charges if your credit status changes. If credit is not approved and/or advance 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.  
 
If you prefer, all charges can be paid by credit card.  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 charged no later than three business days prior to 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.
 
4.CANCELLATION:  You agree and understand that in the event of a cancellation by you, our actual damages would be difficult to determine.  Therefore, you agree that should you cancel your Event for any reason, including changing your Event site to another hotel, you will pay as liquidated damages, to the Hotel immediately upon notice of cancellation, a percentage of the Total Minimum Anticipated Revenue for your Event, plus any applicable state and/or local taxes as required by law, as follows:
Date of Hotel’s Receipt of Cancellation Notice*Percentage of Total Minimum Anticipated Revenue OwedAmount of Cancellation Damages Owed
Cancellation between date of signing and 90 days prior to arrival:
40 % =
Cancellation between 89 days and 60 days prior to arrival:
60% =
Cancellation between  59 days and 30 days prior to arrival:
80 % =
Cancellation between 29 days and  five (5) days before your Event:
100 % =
 
*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.
As products and services must be purchased and scheduled in advance, notification of cancellation four (4) days or less before the Event will require that all charges (including labor and service fees, rentals and applicable taxes) for the final guarantee or contracted number of guests will be charged.  
 
5.LABOR CHARGE:  If the guaranteed number for your Event is less than twenty (20) persons, we will add a $60.00 labor charge to your account.  This will be used to cover our costs of the Event and will not be distributed as a gratuity to our employees working at your Event.
 
6.OVERTIME: You agree to begin your functions 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 Event Order.  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.
 
7.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, or at our option we may make reasonable substitutions in menus and you agree to accept such substitutions.
 
8.SET UP CHARGES: 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.
 
9.OUTSIDE FOOD AND BEVERAGE:  Due to state law, you may not bring alcoholic beverages into the Hotel for your Event.  You must obtain our prior approval before 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 if 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.
 
10.DISPLAYS AND DECORATIONS; YOUR PROPERTY:  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 for Hotel staff to provide the labor for any installations or removals of such.  The Hotel will not allow decorations including but not limited to confetti, smoke machines, incense, dry ice, floral petals on flooring, glitter, any items attached to ceiling or walls, open flames.  Please consult with your Catering professional prior to any decoration choices.
 
11.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 services, 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, indemnification 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 allowed to provide services on Hotel premises.
 
12.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 business in the city or county in which we are located, 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 they will be allowed to provide security services on Hotel premises.
 
13.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, and you will remain responsible for payment of 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.
 
14.FIRE SAFETY:  For the safety of persons and property, no fireworks or incendiary devices may be used indoors at the Hotel. All room sets must be in compliance with the local Fire Department regulations including those pertaining to occupancy load, mandatory aisles, ceiling clearance and fire exits.  Any Event that has vehicle displays, fog machines, fueled cooking demonstrations, lasers, exhibits (including tabletop) or extensive productions with staging and props, must have a certified permit from the local Fire Marshall.  All associated fees for permits, floor plan approval and stand-by fire watch are your responsibility and final approved copies of all such permits must be provided to us at least three (3) days prior to your Event.
 
15.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 ensure that its guests have equivalent access to its 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.
 
16.DELIVERIES:  Arrangements for delivery of packages should be made through the catering office.  Receiving, handling and shipping charges may apply.  No COD packages will be accepted.  The Hotel policies on safe package handling are based on advice from the United States Postal Service (USPS) and the federal Centers for Disease Control and Prevention (CDC).
 
17.PROMOTIONAL CONSIDERATIONS: We have the right to review and approve any advertisements or promotional materials in connection with your function which specifically reference the name of the Hotel or a name or logo owned by a subsidiary of Hilton Worldwide, Inc., including, but not limited to: Hilton, Hilton Hotels & Resorts, Hampton Inn, Hampton Inn & Suites, Doubletree, Conrad, Homewood Suites by Hilton, Home2 Suites, Hilton Grand Vacations, Embassy Suites Hotels, Waldorf~Astoria and Waldorf~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.
 
18.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. Department 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 comply with its obligations under such applicable laws, rules or regulations.
 
19.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 the American Arbitration Association in the state and city in which the Hotel is located, 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 the state in which the Hotel is located will be the governing law, and any arbitration award will be enforceable in state or federal court.
 
20.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 master account charges must be addressed directly by you and Hotel, and the parties agree 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 submitted to arbitration in accordance with the arbitration provisions as contained in this Agreement.
 
21.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 the Hotel retains the services of a collection agency or attorney to assist in the collection of any amounts due under this Agreement, you will pay all expenses incurred by us in such collection efforts.
 
22.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 property, governmental charges or fines, penalties, and costs (including reasonable attorney’s fees) (collectively, “Claim(s)”), in any way arising out of or relating 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 Indemnified Parties for that portion of any Claim arising out of the sole negligence, gross negligence or intentional misconduct of the Hotel Indemnified Parties.
 
23.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 invalidating 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. Failure of Hotel to enforce any term or condition of this Agreement does not waive Hotel’s right to enforce that or any other term or condition at any time.
 
24.IMPOSSIBILITY: Neither party shall be responsible for failure to perform this Agreement if circumstances beyond their control, including, but not limited to; acts of God, shortage of commodities or supplies to be furnished by the Hotel, governmental authority, or declared war in the United States, make it illegal or impossible for the Hotel to hold the Event. The affected party may terminate this Agreement without liability upon providing written notice to the other party within ten (10) days of any such occurrence.  
 
25.OPTION DATES:  These arrangements are being held on a first option basis until (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 two business days, 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 (option period) we may, at our sole option and with no notice required, release this first option, or may continue to hold the arrangements.
 
26.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 an "assignment"), by operation of law or otherwise, this agreement and the obligations herein must also be assigned to and assumed by the successor organization, subject 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 and Hotel are the only parties to this Agreement.  There are no third party beneficiaries.
 
27.AMENDMENTS/CHANGES:  If this Agreement is returned signed but with changes, it shall not constitute an 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 parties 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; or
(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.

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Hilton McLean Tysons Corner | 7920 Jones Branch Dr, McLean, VA 22102