Contract for Meeting Services by raj17379

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									                 5550 North River Road • Rosemont, Illinois 60018 • Telephone (847) 678-4488 • Fax (847) 678-5710




                                                                                 January 11, 2011


Christine Clark
Chicago Area Risk Management Society
520 S. Maple Avenue
Oak Park, IL 60304


DearChristine:

Thank you for selecting Sofitel Chicago O’Hare for your function beginning on
September 23, 2003. We are certain Sofitel Chicago O’Hare’s commitment to total
guest satisfaction will ensure a most successful event.

Our responsibility is to ensure that we have met and exceeded your expectations. Therefore, this
checklist was created especially for you to note important dates on your calendar:

*Contract Due:                                                         August 29, 2003
*Food & Beverage & Meeting arrangements:                               September 9, 2003
*Final Guarantees:                                                     September 19, 2003


Please sign and return one copy of the contract to confirm your arrangements on definite
basis.

We appreciate the opportunity to serve you.

Sincerely,



Stephanie Maggio
Conference Services Manager




Please initial ______
                 5550 North River Road • Rosemont, Illinois 60018 • Telephone (847) 678-4488 • Fax (847) 678-5710




Group Name:                 Chicago Area Risk Management Society
Meeting Name:               Chicago Area Risk Management Society
Meeting Contact             Christine Clark                                               Phone: 708-660-2703
Address:                    520 S. Maple Avenue                                           Fax:   708-660-6680
                            Oak Park, IL 60304

Hotel Contact:              Stephanie Maggio

Contracted On:    January 11, 2011
___________________________________________________________________________
                            MEETING ARRANGEMENTS

The conditions outlined here will become definite upon receipt of this signed contract that is due no later
than August 29, 2003

FUNCTION SPACE:
Function space is being held for the number of attendees listed below. Please notify your sales contact
immediately if attendance changes or set-up requirements change.

              Date        Start Time      End Time      Function                 Setup            Agr     Room Rental
           9/23/2003        8:30 AM        8:30 AM      Continental              Buffet            75
                                                        Breakfast
           9/23/2003        8:00 AM         5:00 PM     Meeting                  Classroom         75           1,000.00
           9/23/2003       12:15 PM         1:15 PM     Lunch                    Buffet            75

FUNCTION PAYMENT
Credit is pending approval.

CANCELLATION POLICY
Upon receipt of your signed contract, the meeting space outlined above is reserved for your group on a
definite basis. Cancellation of the meeting would result in a loss of revenue for the hotel. If cancellation
notice is received 15 or more days prior to your meeting, you will be charged 100% of the meeting room
rental only. If notice is received 14 to 3 days prior to your function, you will be charged 100% of the meeting
room rental, as well as 50% of the expected revenue of your food & beverage function. If cancellation
notice is received 2 business days prior or less, you will be charged for 100% of the meeting room rental
and 100% of expected revenue of your food & beverage function.

PARKING PAYMENT
Parking prices are subject to change without notice
Individuals pay own self-parking ($15.00 per vehicle, per day)
Individuals pay own valet parking ($20.00 per vehicle, per day)

SPACE ASSIGNMENT/ATTENDANCE
1. Function rooms are assigned based upon the expected attendance. If attendance increases or
decreases, the Hotel reserves the right to change to room assignment to an appropriate room, and patron
will be notified of such change. The hotel commits to providing appropriate space and does not commit
specific rooms unless otherwise noted on the contract
2. The Hotel cannot guarantee to serve more than a five percent (5%) increase of persons above the
guaranteed attendance specified in advance by the Client.
3. All prices are subject to an19% service charge as well as all applicable state and local sales tax.
4. Menu prices are subject to change without notice.



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                 5550 North River Road • Rosemont, Illinois 60018 • Telephone (847) 678-4488 • Fax (847) 678-5710



5. Hot meals are not permitted in the hospitality suites.
6. No food or beverage of any kind may be brought into the hotel.

AUDIO VISUAL
At Sofitel Chicago O’Hare, it is our goal to provide you with complete meeting services. All Audio Visual
equipment will be provided by Sofitel Chicago O’Hare’s Audio Visual Department. Should you desire to hire
an outside Audio Visual company, Sofitel Chicago O’Hare’s Audio Visual department reserves the right to
have the opportunity to quote you on the required equipment. Should you choose not to use Sofitel Chicago
O’Hare’s Audio Visual services, any Audio Visual equipment brought in will be subject to a 25% surcharge
on the equivalent equipment based on current hotel pricing.

ADVERTISING
1. All advertising placed in public media (such as newspapers, radio, television, and flyers distributed to the
general public) for events held at the Sofitel Chicago O’Hare which names the Sofitel Chicago O’Hare as a
location or invites the general public to attend must be approved by us prior to release. This does not apply
to groups promoting their events through closed membership mailings, associations through newsletters
and similar media.

LABOR CHARGES
1. Hotel staff is trained to assist groups in reviewing all details well in advance to ensure a successful event.
The Hotel will make every effort to accommodate changes, which may occur. However, if changes occur
from previous arrangements, and involves much additional time and labor from Hotel staff, the group may
incur a surcharge equaling up to $150.00.
2. A small group charge of $25.00 will apply for all meal functions of less than 16 people that are not in
conjunction with a meeting.

SPECIAL SERVICES
1. Advance delivery of materials, equipment, or packages will not be accepted more than 2 days prior to
function. All deliveries must be coordinated with catering personnel prior to the Function date to ensure
acceptance. Such items are subject to maximum weight restrictions, as well as storage fees. To insure
proper receiving, please address all items as follows: NAME OF ON SITE CONTACT, MEETING NAME,
MEETING DATE. The Hotel will exercise all customary and reasonable care of receivable goods, but will
not assume any liability for loss or damage to such items. All returned items must be properly packaged
and labeled by Client. The Hotel will assist in the return of the packages but will not assume the
responsibility of the cost of shipping.

AMERICAN WITH DISABILITIES ACT
The Sofitel Chicago O’Hare will use reasonable effort to assure that such facilities will be accessible to and
useable by individuals with disabilities who may attend or participate in the client’s function.

RIGHTS OF TERMINATION FOR CAUSE
Except as otherwise provided in the Contract, neither party shall have the right to terminate their obligations
under this Contract. This Contract is, however, subject to termination for cause without liability to the
terminating party, under any of the following conditions:
The parties’ performance under this Contract is subject to acts of God, war, government regulation,
terrorism, disaster, strikes, civil disorder, curtailment of transportation facilities, or any other emergency
beyond the parties’ control, making it inadvisable, illegal or which materially affects a party’s ability to
perform its obligations under this Contract. Either party may terminate this Contract for any one or more of
such reasons upon written notice to the other party within (3) days of such occurrence or receipt of notice of
any of the above occurrences.




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                 5550 North River Road • Rosemont, Illinois 60018 • Telephone (847) 678-4488 • Fax (847) 678-5710



These terms and conditions are hereby agreed to by both parties. This contract is not valid unless
signed by a representative of the Sofitel Chicago O’Hare.

The conditions outlined here will become definite upon receipt of this signed contract, which is due
no later than August 29, 2003. Should Sofitel Chicago O’Hare not receive a signed contract by this
date, all function space and guestrooms tentatively held will be released for general sale. In the
event another organization approaches Sofitel Chicago O’Hare, requesting function space and/or
guest rooms on the dates outlined in this agreement, prior to the decision date listed above, Client
will have seventy-two (72) hours to commit on a definite basis. Should Client choose not to sign the
contract, function space and guestrooms will be released.

Group Name: Chicago Area Risk Management Society                                 September 23, 2003

Signed By: _____________________________________________                                    _______________
               Client                                                                              Date

Signed By: _____________________________________________                                    _______________
               Stephanie Maggio                                                                    Date

                                                                                                      ______________
                                                                                                      For Hotel use only




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