Current as of Wednesday, November 25th @ 3:00pm
CONVENTION RESUME
Event Manager: Sales Manager: ARRIVAL Kelly R. Findley Monica Allen Date Created: Master Acct Folio # DEPARTURE 11/19/09 9357
Thu, Nov 26, 2009
Sat, Nov 28, 2009
ORGANIZATION EVENT POSTED AS GROUP CONTACT ADDRESS
PHONE PRE-CON MEETING: Day: Thursday Date: November 26th Time: 9:00am Location: Riverview 2
University of Alabama Athletics University of Alabama Athletics Football Team **DO NOT POST** Mr. Bill McDonald, Director of Sports Medicine Post Office Box 870323 Tuscaloosa, AL 35487 205-348-3651, ext. FAX 205-348-9932
GROUP PROFILE & OBJECTIVE:
The University of Alabama will be playing in the Iron Bowl against the Auburn Tigers on Friday, November 27th at Jordan Hare Stadium. Kickoff is scheduled for 1:30pm & will broadcast on CBS.
Nick Saban Head Coach Mike Vollmar Assoc. Athletic Dir. Bill McDonald Dir. of Sports Medicine
GOLD KEYS: 1. Coach Saban is taken care of 2. Players are well feed and NOT bothered 3. Check In/Registration handled professionally
Team Schedule: Thursday, November 26, 2009 5:45 PM – Arrive @ Renaissance Montgomery/Check In (Main Lobby) 6:15 PM – Team Dinner – AL-AB 8:00 PM – Religious Service (Optional) Catholic Service, AL-C / Non-Denominational, AL-D 8:30 PM – Defensive Meeting, AL-C Offensive Meeting, AL-D 9:00 PM – Late Night Snack, AL-AB 10:30 PM – All Players in room 11:00 PM – Bed Check / Lights Out Friday, November 27, 2009 8:30 AM – Early Risers (Continental Breakfast) – AL-AB 9:00 AM – WAKE UP Calls 9:30 AM – Pre-Game Meal, AL-AB 10:10 AM - Defensive Meeting, AL-C Offensive Meeting, AL-D 10:45 AM – Board Buses and Depart for Auburn Stadium **NOTE: AL-E is the Training Room both days** EXPECTED TOTAL ATTENDANCE: ROOM BLOCK:
Run of House Deluxe King Room Deluxe Queen/Queen Room Executive Suite - w/king bedroom Presidential Suite 11/26/2009 0 50 100 1 1 11/27/2009 0 10 0 0 0
150
Cut Off Date: Tue, October 27, 2009 CURRENT PICK UP:
Run of House 11/25/2009 2 11/26/2009 124 11/27/2009 3 11/28/2009 1
RATES:
Room Run of House Deluxe King Room Deluxe Queen/Queen Room Executive Suite - w/king bedroom Presidential Suite Single Rate 109 109 109 0 0 Double Rate 109 109 109 0 0
All room rates are subject to Lodging Tax of 12.5% +$1.00 unless specified differently in the Tax Exempt section of this resume. MASTER ACCOUNT:
Type of Charges Master Acct. Ind. Guest Exceptions or Explanation
Room & Tax Individual Phone Charges Movie Charges
X X
See Special Attention List In room movies should be deactivated before arrival of group
Dry Cleaning or Laundry Bellman Gratuity (Porterage) Housekeeping Gratuity Business Center Bellmen / Porterage Transportation Room Service Banquet Charges Audio Visual Charges House Restaurant Exchange Lounge Pool Bar Restaurant Outlet Vouchers Gift Shops Spa Services Spa Salon Services Spa Gift Shop X X
X X X X X X Rooms service is NOT allowed for any players – exception only applies to the coaches and staff
X X X X X X X X
MASTER ACCOUNT PAYMENT ARRANGEMENTS: Direct Bill: Group has been approved for direct billing. All items on the master account will be billed following group departure. ADDITIONAL MASTER ACCOUNT INSTRUCTIONS: No one but coaches and staff can charge to master account. COMPLIMENTARY ROOM ARRANGEMENTS in the CONTRACT: Complimentary rooms are to be applied to the following guest(s): o Coach Nick Saban, Presidential Suite o Bill McDonald, Executive Suite OTHER NON-GUEST ROOM CONCESSIONS in the CONTRACT: All meeting room rental has been waived COMMISIONABLE RATES: Guest Room Rates are NOT commissionable to the group or any third party. ATTRITION CHARGES from CONTRACT: Guest Room Attrition: 162 Total Number of Room Nights in the Contract 146 Minimum number of Room Nights Required to avoid Attrition Fees $109.00 Attrition Rate Guest Room Attrition Fees = Number of Rooms Under the Minimum X Attrition Rate. Food and Beverage Attrition: $10,000.00 Food and Beverage Revenue Minimum in the Contract – exclusive of service charge and tax. F&B Attrition Fees = the difference between the actual F&B revenue and the Minimum. BILLING ADDRESS (for bill or zero-balance statement): University of Alabama Athletics Post Office Box 870323 Tuscaloosa, AL 35487 Attention: Mr. Bill McDonald
Phone: 205-348-3651, ext. E-mail Address: bmcdonald@ia.ua.edu AUTHORIZED SIGNATURES: (Name, Title, Organization)
Name Title Organization – if different
Bill McDonald Mike Vollmar
Director, Sports Medicine Associate Athletic Director Football
V.I.P. LIST: The following individuals are to be placed on the Hotel VIP List. **could be more VIP’s with group once all UA Administration and Guests that travel with the team are determined**
Name Title ARD DPD Room Type V Charge Handling (R&T, Incidentals to Master or EPO) Comments:
Room Rate Comp per contract Comp per contract
Coach Nick Saban
Head Coach
11/26
11/27
Pres. Suite
V1
SAC
Blocked in Pres Suite 1227
Coach Bill McDonald
Dir, Sports MedicineOn Site Contact Assoc. Athletic DirectorOn Site Contact UA Athletics Director Special Guest of Mal Moore
11/25
11/27
Suite Queen
V1
SRT
Coach Mike Vollmar
11/26
11/27
Dlxe King
V1
SRT
Upgrade to Exec Suite
109.00
Mal Moore
11/26
11/27
Exec Suite
V1
SRT
Pre- Blocked in Room 1243 12th floor, close to Mal Moore or Connector
109.00
Cooper Angus
11/26
11/27
King Suite
V2
SRT
109.00
* * * * * * Information for Specific Departments * * * * *
RESERVATIONS DEPARTMENT Guest Room Billing Code: o Sign Room & Tax (SRT): Room and tax charges for guest rooms is to be routed to the master account and the individual guest will be responsible for paying all other charges posted to the guest room. Please see information above in the Room Block, Rates, Billing, Payment and Special Attention List sections above. Please see Comp. Room Arrangements in the Accounting Section and block rooms accordingly. Reservations Method: Rooming List Tax Exempt Status: o Group is EXEMPT from 10% Sales Tax ONLY.
FRONT OFFICE/ BELLMAN: CHECK IN PROCEDURES: PRE-KEY, PRE REGISTERED NOTE: Once final names are confirmed, reservations will reflect as well as key packets and all rooming lists Check-In Time: 4:00 p.m. or later. Check Out Time: 12:00 p.m. or earlier Expected time of arrival: 5:30pm (buses will drop players, coaches, staff & guests in front of property) Arrival Pattern: o Group will be arriving as a group (7 Buses total) The University of Alabama will arrive via charted bus and they will all arrive at one time and will have a designated “Satellite Check In” in main lobby of hotel. The keys MUST be set out on the tables 1 hour prior to arrival. Individual key packets are needed for EVERY person that will be staying on property Check in will consist of (3) 8ft. tables – in main lobby *UA will furnish all signs* o Table 1 – Players o Table 2 – Coaches o Table 3 – Administration/Guests Provide Mike Vollmar (Associate Athletic Director of Football) with the following: o 20 copies of the Itinerary o 70 copies of the Players Rooming List (in room number order) o 6 Master Rooming Lists Please shut off all incidentals for ALL PLAYERS and nothing is routed to the MASTER account without Bill McDonald or Mike Vollmar prior approval. CHECK OUT PROCEDURES: Group check out will occur on the day of the game approximately 3 1/2 hours before game time, however this time might vary. Estimated time of departure NLT – 10:45am Departure Pattern: Expected time of departure: 10:45am sharp (front of property) o Group will be departing as a group (7 Buses to Auburn) DTS DEPARTMENT (Delighted To Serve – PBX, Guest Services) Please direct all calls to individual guest’s sleeping room although players SHOULD NOT be receiving outside calls. Team has requested that all players’ rooms be blocked from making long distance calls. WAKE UP CALLS on 11/27/09 - Time 9:00am Friday morning TRANSPORTATION: Team will arrive via 7 UA buses. Team will unload / pick up players, coaches, staff, and guests in the front of property. Parking for buses will be coned off in the rear of the property along Bibb and Molton Street. HOUSEKEEPING / PUBLIC AREAS / LAUNDRY: Please provide extra towels in the rooms to accommodate the additional guests per room Housekeeping is not permitted into any room until team is checked out Turn Down Service: o Please provide Complimentary turn-down service early evening for VIPs (on Special Attention List) Please ensure all public space and rest rooms are attended to on a regular basis. SECURITY/SAFETY: UA will travel and bring their security personnel.
UA security personnel will handle any problems in regards to the team or staff. UA will post two security officers (their own) on the 3rd & 4th floor to monitor all players – please make sure 2 chairs on each floor for officers. PARKING: Please block space on Bibb & Molton Street to accommodate UA’s 7 buses. Capt Todd Fulmer & Srgt Jessie Peoples will park their Trooper cars in round a-bout in front of property. o Capt Fulmer will be on property Wednesday night, Nov 25th and will depart Friday, Nov 27th . o Srgt Jessie Peoples will be on property when team arrives on Thursday night, Nov 26th and will depart Friday, Nov 27th. Group will just need staging area for arrival and departure; will drop off on Tallapoosa Street o Note: Arrival will be @ 5:45pm on Friday for check-in Buses will remain out front until all baggage is unloaded Buses to move to the rear of the property for parking along Bibb and Molton Street. o Note: Departure will be @ 10:45am sharp for the game Buses will wrap around building to pick up the players and staff. Buses will be in front of property and along MPAC for departure. FRIDAY: UA Trustees and Capstone Men & Women will arrive at 9:30am via (1) Executive Bus and (1) Charted Bus to follow behind team to Auburn. Please have taxi cut-out available for their arrival – group will be picking up box lunches in the main lobby the Concierge Desk. EMPLOYEES – do NOT park along Bibb Street or Molton beginning Wednesday evening. 7 buses will be arriving at 5:45pm on Thursday to unload the University of Alabama Players, Coaches, Staff, Administration and Guests. Parking can resume normal functions on Friday after 11am – once team has left the property. ENGINEERING Team is providing UA flag that will fly in place of our Renaissance Flag (Mike Eveleth has approved). Team will send flag in advance. Have flag flying no later than 4:45pm on Thursday afternoon – arrival is scheduled for 5:30pm Please have hotel lobby elevators ready for heavy usage for team, coaches, staff and guest by 5:30pm so they can unload baggage into rooms before heading down for the team dinner. BANQUETS & BANQUET SET UP: AUDIO VISUAL: KITCHEN: See Banquet Event Orders. Amenities will be delivered to Coach Saban and Mal Moore’s room by 5:30pm on Thursday night. **Executive Trustees and UA Capstone Men/Women will be arriving on property and traveling with team via (1) executive bus and (1) charted bus. Group has arranged box lunches with drinks to carry onto each bus. Emily Jamison is contact. Time of arrival is 9:30am – please have box lunches ready at the Concierge Desk. UA Gobo will shine on lobby floor on Thursday/Friday (Jason Ramsey has Gobo). ROOM SERVICE: PLAYERS are NOT allowed to order Room Service – no questions asked. Coaches and Staff are permitted and will be able to route to the master account. LOADING DOCK AND DOCKMASTER: No usage is anticipated from team. RESTAURANT INFORMATION – for House, Exchange and Pool Bar (Seasonal) NOTE: Players will be restricted from visiting these areas as they are in meetings and meals are arranged for them. The Administration/Guests traveling with the team will be on their own for all meals, anticipated # is 6065 people
SPA: No spa activity is expected from this group.
Organization: University of Alabama Athletics Post As: University of Alabama Athletics Football Team Dates: Thu, November 26, 2009 to Sat, November 28, 2009
SCHEDULE OF EVENTS
Date 11/26/2009 11/26/2009 11/26/2009 11/26/2009 11/26/2009 11/26/2009 11/26/2009 11/26/2009 11/27/2009 11/27/2009 11/27/2009 11/27/2009 11/27/2009 11/27/2009 Start Time 8:00 AM 2:00 PM 2:00 PM 2:00 PM 2:00 PM 5:30 PM 6:15 PM 9:00 PM 6:00 AM 7:00 AM 8:00 AM 8:00 AM 8:30 AM 9:30 AM End Time 5:00 PM 5:00 PM 5:00 PM 7:00 PM 10:00 PM 6:00 PM 7:00 PM 10:00 PM 11:00 AM 11:00 AM 12:00 PM 12:00 PM 9:00 AM 10:30 AM Function Space Hold Training Room Offensive Meeting Defensive Meeting Coaches Room Registration – Check In Dinner Buffet Late Night Snack Coaches Room Training Room Defenisive Meeting Offensive Meeting Early Riser Breakfast Pre-Game Meal Room Alabama AB Alabama E Alabama D Alabama C Montgomery 5 Hotel Lobby Alabama AB Alabama AB Montgomery 5 Alabama E Alabama C Alabama D Alabama AB Alabama AB Setup See Diagram Theatre-Rear Screen Theatre Style Conference Special Rounds of 6 &8 Existing Existing Set Existing Set Theatre Style Theatre Style Rounds of 6 &8 Rounds of 6 &8 Agr 36 60 120 25 150 120 90 36 10 120 60 40 120 Room Rental
This information is current as of 11/19/09
CLIENT RESPONSIBILITY FOR ITEMS IN FUNCTION ROOMS AND OTHER PUBLIC SPACE: The Client assumes responsibility for all items left in function rooms and other public space. The Hotel strongly recommends that all valuables not be left unattended. The Hotel recommends that hotel safe deposit boxes and in-room safes are used for all items of value. The Client understands that the hotel is not responsible for lost or missing items.