SAMPLE LETTER OF INTENT
All items in italics must be amended to each specific conference. All letters of intent
should be coordinated with NGB-JA.
HOTEL ADDRESS AND PHONE NUMBERS
Letter of Intent
Date Booked: DATE Market Segment: Government
Sales Manager: NAME
Account: e.g. National Guard Bureau
Post As: NAME OF CONFERENCE
Telephone: NUMBER Fax: NUMBER
Arrival / Departure Pattern
Arrival Date: DATE
Departure Date: DATE
Mon Tue Wed Thu Fri
01/06 01/07 01/08 01/09 01/10
INSERT # OF ROOMS AND CHANGE DATES
The HOTEL NAME does not guarantee specific room type availability. Request will be
accommodated to the best of the hotel’s ability.
Hotel Check –In time is after 3:00 PM on the day of arrival. Check-out is before 12 noon
on the day of departure.
Room Single Rate Double Rate
*or Prevailing Federal per diem rate
Total Roomnights: NUMBER
Comps: IF OFFERED, INSERT # OF COMPLIMENTARY
OTHER ROOM TERMS AND CONDITIONS: e.g. Hotel will provide one complimentary
Presidential Suite for the duration of the conference over and above the 1/50 ratio
Hotel will provide five upgrades to Executive Suites at the group rate for the duration of
Hotel will provide an area for use as a workshop registration area from 7-10 January
All rates are subject to the prevailing city and state taxes. Currently, taxes total 16.75%
and are subject to change. These rates are net and non-commissionable. Group is Tax
Exempt (NOTE -- FEDERAL GOVERNMENT IS NOT ALWAYS TAX EXEMPT,
HOTEL NAME’S current parking charge is $10.00 plus tax, $15.00 valet parking , plus tax per day for
registered guests. This includes in and out privileges. Rates are subject to change.
Housing Method: Individual Call-In
Reservations received after DATE will be provided on a space available basis.
When making individual reservations or confirming individual reservations, please call
800 NUMBER and ask for CONFERENCE NAME.
Individual reservations must be guaranteed for late arrival with a credit card or first
night’s deposit. Should cancellation of an individual reservation be necessary,
cancellation must occur no later than 72 hours prior to arrival date to avoid a cancellation
fee of first night’s room and tax.
Meeting Room Requirements
Date Start Time End Time Function Setup # of
Room Rental will be waived based on a pickup of at least NUMBER of the guestroom
block. Should the pickup fall below NUMBER, room rental charges will apply as shown
Guestroom pickup Room Rental
80% and above Complimentary
65% - 79% $500.00 per day
50% - 64% $1000.00 per day
less than 50% $1500.00 per day
NOTE: ABOVE PERCENTAGES AND AMOUNTS ARE NEGOTIABLE
OTHER NEGOTIATED TERMS AND CONDITIONS; E.G.
The Hotel will provide a Complimentary One-Hour Welcome reception for the group.
The Hotel will provide one Complimentary Continental Breakfast for the group.
The Hotel will provide one Complimentary Afternoon Coffee Break for the group.
The sale and service of all alcoholic beverages is regulated by the STATE DIVISION of
ALCOHOLIC BEVERAGES and TOBACCO. The hotel is responsible of such
regulations. Therefore, it is our policy that no alcoholic beverages be brought into the
hotel for any conference or function. Only food purchased from the hotel may be used
during any conference or function at the hotel.
Final guarantees are due by 11:00am, 72 business hours in advance of the scheduled
function. All food and beverage, audio visual, and room rental is subjected to local, state
and federal taxes as well as a service charge of 19%. NOTE, LOCAL AND STATE TAXES
MAY BE EXEMPT IN THIS AREA -- SEE NGB-JA.
Under no circumstances, shall the hotel be responsible for damage or loss of any
merchandise or articles brought into and/or left unattended in the hotel including but not
limited to guest rooms, meeting space, storage, public areas or parking areas.
Individual Pay Master Account Method of Payment
of Master Account
x Room/Tax Room/Tax Direct Bill
x Restaurant Restaurant Credit Card
x Incidentals Incidentals Purchase Order (AV)
Catering *** Company Check**
Audio Visual Prepayment
Cash (Catering Charges)
***BEFORE PAYING FOR ANY FOOD, CONTACT NGB-JA.
Attendees will be responsible for his/her room, tax, and incidental charges upon
checkout. To establish charging privileges, guests will be asked to provide a credit card
upon check-in. Only meeting room rental, audio/visual, equipment, business center
expenses, local telephone in general session room, and additional miscellaneous charges
will be placed on the master bill at the hotel front desk. On the afternoon of the final day
of the workshop, GOVERNMENT ORGANIZATION and the hotel will review the charges
and settle the account.
Please contact the hotel accounting department at NUMBER for any billing questions
after group departure.
CONTACT NGB-JA BEFORE ADDING ANY GOVERNMENT OBLIGATIONS TO THIS
Letter of Intent Terms
Neither party shall be responsible for any failure of performance due to acts of God,
strikes, shortages of commodities or supplies, accidents, government regulations,
restrictions upon travel, national emergencies, and any other cause which is beyond
reasonable control of the hotel or GOVERNMENT ORGANIZATION.
Once this agreement is accepted and signed, there shall be no right of termination for the
sole purpose of holding this same meeting or similar function in another facility and no
right of termination by the Hotel for the sole purpose of accommodating another group.
Because of the current world situation, the GOVERNMENT ORGANIZATION reserves
the right to cancel the conference at no cost to the United States Government. The
GOVERNMENT ORGANIZATION shall provide immediate notification to the hotel upon
a determination by the GOVERNMENT ORGANIZATION that the conference will be
cancelled for lack of funds or other operational contingencies.
INDEMNIFICATION AND HOLD HARMLESS -- Nothing in this letter of intent
shall be construed as an indemnification by one party or the other for liabilities of a party
or third persons for property loss or damage or death or personal injury arising out of and
during the performance of this letter of intent. Any liabilities or claims for property loss
or damage or for death or personal injury by a party or its agents, employees, contractors
or assigns or by third persons, arising out of and during the performance of this letter of
intent shall be determined according to applicable law.
As these arrangements meet with the Workshop Coordinator’s approval, the Workshop
Coordinator, who is NOT acting as a contracting official, initials this document on each
page. As the Workshop Coordinator is not a contracting officer for the U.S. Government,
his signature affirms the intent of GOVERNMENT ORGANIZATION to host the
CONFERENCE NAME at the HOTEL NAME on DATES.
By initialing this letter of Intent, the Workshop Coordinator indicates only that these are
the intentions of GOVERNMENT ORGANIZATION.
Any modification or supplementation of this letter of intent must be in writing and
initialed/signed by the parties concerned in order to be effective.
To guarantee rates quoted, the availability of sleeping rooms requested and all other
terms of this letter of intent, this agreement must be signed and returned to the hotel by
DATE or the rooms may be cancelled.
Hotel Representative Position Date
Workshop Coordinator Position Date
Name of Attorney NGB-JA Date