07-26-2007 PARK HYATT BEAVER CREEK RESORT CATERING CONTRACTPARK HYATT BEAVER CREEK RESORT
PO BOX 1595
PAKK IIYA'fT DEAVEK CAULK-
July 26, 2007
CATERING CONTRACT
AVON, CO 81620- US
Telephone: (970) 949-1234
Fax: (970) 827-6796
ALL RESERVATIONS AND AGREEMENTS are made upon, and are subject to, the rules and regulations
of the Hotel and the following conditions:
Your private function has been booked on a first option tentative basis:
GROUP NAME:
FUNCTION NAME:
CONTACT NAME:
ADDRESS:
PHONE NUMBER:
FAX NUMBER:
EMAIL ADDRESS:
TOWN OF AVON
TOWN OF AVON PARTY
CATHERINE HAYNES
GENERIC
GENERIC, CO 81620
(970) 748-4025
chaynes@avon.org
Day
Date
Function
Time
Set Up
# of guests
Room
Rental
Friday
12/7/2007
DINNER
07:00 PM -
BANQUET
300
$ 0
AND
12:00 AM
ROUNDS
DANCING
OF 10
DEFINITE BOOKING
Once you sign and return this letter, along with the required deposit of $10,000.00, your reservation will be
confirmed and considered a definite booking. This signed contract and deposit of $10,000.00are due on
7/30/2007.
MINIMUM REVENUE COMMITMENT
Based on the approximate number of guests set forth above, a minimum of $15,000.00 in combined
banquet food, beverage and meeting room rental will be spent at your function. This minimum does not
include service charges, tax(group is tax exempt but must provide tax exempt number/ertificate) or any
other miscellaneous charges incurred. Should your final count drop below the approximate number of
guests listed above, we will be happy to advise you on additional alternatives in food and beverage which
will bring you back up to the agreed upon minimum revenue figures for your function.
CANCELLATION POLICY
Either the Hotel or Group may cancel this contract without cause at any time prior to the event by paying to
the other party liquidated damages (agreed not to constitute a penalty) based on the following scale:
More than six(6) months from arrival date
$6,000.00
Less than six(6) months to one(]) month from arrival date
$9,000.00
Less than one(l) month u to arrival date
$11,250.00
Cancellations made under this provision shall be made by the canceling party to the non-canceling party by
written notice and payment of the liquidated damages due at that time.
GUARANTEE COUNTS
In arranging for private functions, the final attendance must be received by the Catering Office no later than
11:00 a.m. three (3) working days prior to the commencement of the function. This number will be
considered a guarantee, not subject to reduction, and charges will be made accordingly. Please provide the
guarantees on the following days*:
Da of Function:
Guarantee due on the recedin :
Saturday, Sunday, or Monday
Wednesday
Tuesday
Thursday
Wednesday
Friday
Thursday
Monday
Friday
Tuesday
*National Holidays are not considered working days and should be taken into consideration when
submitting guarantees.
The Hotel will be prepared to serve 5% more than the guaranteed number of attendees and cannot be
responsible for service to more than 5 % over the guarantee for groups of up to 1,000 persons. For groups
more than 1,000 persons, a maximum of 50 person overset will apply. If the guarantee is raised within the
72 hours, the 5% over set will not apply, and the guarantee then becomes the set.
TAXES
All federal and local taxes / charges which may be imposed or be applicable to this agreement and to the
service rendered by the Hotel are in addition to the prices herein agreed upon, and the Customer agrees to
pay them.
Groups that are tax exempt in the State of COLORADO must provide a copy of the Town of Avon tax
exemption certificate at the time of signing this agreement to qualify.
FOOD AND BEVERAGE
No food and beverage of any kind may be brought into the Hotel by the Customer or any of the Customer's
guests or invitees.
Special Dinner menu @ $40.00/pp + 20% Service Charge
Special Drink Ticket Pricing- (1) Ticket is valid for one call cocktail or one beer or one wine or one soda @
$5.00/per ticket + 20% Service Charge. Each guest will be give (2) Drink Tickets.
Hyatt offers the following types of alcohol beverage service:
x By the coupon: Price for alcoholic beverages is charged by the coupon.
x Cash Bar
Please check the desired type of alcohol beverage service required.
CONTINGENCY
Performance of the agreement is contingent upon the ability of the Hotel to complete same and is subject to
labor, disputes, strikes or picketing, accidents, government (federal, state, local) requisitions, restrictions
upon travel, transportation, food, beverage or supplies and other causes, whether enumerated herein or not,
which are beyond the control of the Hotel. In no event shall the Hotel be liable for the loss of profit or other
similar or dissimilar collateral of consequential damages, whether based on breach of contract, warranty or
otherwise. In no event shall the Hotel's liability be in excess of the total amount of the food and beverages
contracted heretofore.
PAYMENT
ALL LOCAL/SOCIAL EVENTS MUST BE COMPLETELY PRE-PAID 72
BUISNESS HOURS PRIOR TO THE FUNCTION.
Minimum spend of $15,000.00 +20 % Service Charge =$18,000.00
Payment Schedule:
I" Deposit of $10,000.00 is due on 7/30/07
2nd Pre-payment of $8,000.00 is due on 11/27/07
Final guarantee numbers and any additional pre-payment is due by noon on 12/02/07
$18,000.00 ISAMINIMUM ONLY. CLIENTIS RESPONSIBLE FOR ANY CHARGES ABOVE $18,000.00
Payment shall be made 72 hours advance of the function in the form of cash or certified check.
SERVICE CHARGE
A 20% Service Charge and applicable taxes shall be added to all food and beverage. 10 percent of
which is to go to service personnel and/or bartenders engaged in the function, and 10 percent is
retained by the hotel to off set employee wages and benefits.
LIABILITY
The Customer agrees to be responsible for any damage done to the function rooms or any other part of the
Hotel by the Customer, his guest, invitees, employees, independent contractors or other agents under the
Customer's control. The Hotel will not assume or accept any responsibility for damage to or loss of any
merchandise or articles left in the hotel prior to, during or following the Customer's function.
PERMITS/LICENSES
In the event that the Customer's function requires a permit or license from any governing body, local, state
or federal, the Customer is solely responsible for obtaining such license or permit at Customer's expense.
EVENT ROOM
The Hotel reserves the right to assign another room for the Customer's functions in the event the room
originally designated for such function shall be unavailable or inappropriate, in the Hotel's sole opinion.
AGREEMENT
The agreement shall be considered accepted once both parties have signed below. It is our understanding
that you are empowered by your organization to make these arrangements. A signature delivered by
facsimile or electronic means will be considered binding for both parties.
Date: Signature:
PEACH DUTY
PARK HYATT BEAVER CREEK
RESORT
Date: Signatu :
Printe '
TOWN OF ON
DR 0160 102i951
COLORADO DEPARTMENT OF REVENUE
DENVER CO 802E1-001--, CERTIFICATE OF EXEMPTION FOR COLORADO STATE SALEVUSE TAX ONLY
THIS LICENSE 15
NOT TRANSFERABLE
USE ACCOUNT NUMBER LIABILITY INFORMATION ISSUE DATE
for all ref erences
98-03947-0000 144 00" N 0901811 SEP 06 2000
I
400 BENCHMARK RD AVON CO
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CITY OF AVON
AVON CITY OF
PO BOX 975
AVON CO 81620-0975
Executive Director
Departmenr of Revenue