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Name of Facility: __________________________________ Address: ___________________________________              (Number and Street) ___________________________________    City,                                     State        Zip Website: ___________________________________ eMail Address: ___________________________________ Facility Contact: ____________________Title:___________ Phone Number: ___________________________________ Fax Number: ___________________________________ # Of Sleeping Rooms __________ Total Capacity: _________ Nearest Airport: ______________________________ Distance: _________ miles Driving Time: ___________ Check-In Time: _________ Check-Out Time: ___________ If Late Check-Out Required, Latest Time permitted: __________ Facility Operates On: Eastern ___ Central ___ Mountain ___ Pacific ___ Air Conditioning: Sleeping Rooms ______ All Indoor Space ______ Seminar Rooms ______ One Way or Two Way System: ______ Parking - Cost: Inside $_____ Outside $ _____ Self-Parking $_____ Valet Parking $ ____ Number of Parking Spaces Inside _____ Outside  _____ Self-Parking _____ Valet Parking  _____ Auto Rental: Yes ___  No ___ Company: ___________ On Premises ___ Another Location ___ Delivered ___ Transportation from Major Airport: One Extra Passenger (One-Way) Person Persons Capacity Taxi $ _______ $ _______ _______ Limousine $ _______ $ _______ _______ Bus $ _______ $ _______ _______ Public $ _______ $ _______ _______ A/C Charter with Luggage Bags $ _______ $ _______ _______ Laundry Service: One Day _______ Other: __________ Valet Service: One Day _______ Other: __________ Liquor:  List Special Rules: _________________________________ Mixer, Corkage Fees: _____________________________________ Attach Liquor Price List   Indicate size and brand of bottle used, size of drink poured; ratio of     bartenders to guests; and minimum costs, if any. Charge for bartenders: $ ____________ Brochures Available:  Yes ___   No ___  How Many ___  Cost $ _____ Promotional Glossy 8" x 10" Photographs for internal reproduction purposes attached: Yes ___ No ___ Can you supply an ample number of local/national newspapers: Yes ___  No ___ _____________________ ____   (name) (# of copies) _____________________ ____   (name) (# of copies) Sleeping Room Breakdown: Room Type Class: Total Rack Rates Excellent Good Fair FAP MAP EP Queen ____ ____ ____ _______ $_____ $_____ $_____ King-Double ____ ____ ____ _______ $_____ $_____ $_____ Double-Suite Connector ____ ____ ____ _______ $_____ $_____ $_____ Studio ____ ____ ____ _______ $_____ $_____ $_____ Parlor ____ ____ ____ _______ $_____ $_____ $_____ Junior Suite ____ ____ ____ _______ $_____ $_____ $_____ Hospitality Suite ____ ____ ____ _______ $_____ $_____ $_____ Executive Suite ____ ____ ____ _______ $_____ $_____ $_____ Guest House ____ ____ ____ _______ $_____ $_____ $_____ Rack Rates: FAP MAP EP Total # of Sleeping Rooms Available for Conference/Convention: _____ _____ _____ Run of the House Range: Single Occupancy $_____ $_____ $_____ Double Occupancy $_____ $_____ $_____ The Above Rates are: Net ______ Gross ______ Commissionable ______ Non-Commissionable______ Tax ____% Other Charges __________________________ How long a period are quoted prices honored ___________________ Complimentary Accommodations (List): _____________________ Complimentary Services (List): ______________________ Number of Days Before ___  and After ____ Conference that above rates apply Sleeping Room Features: Feature Yes No Details Radio in Sleeping Rooms ____ ____ Television in Sleeping Rooms ____ ____ Cable in Sleeping Rooms ____ ____ Premium Channels ____ ____ List: Internet Access in Rooms ____ ____ Tub & Shower in Sleeping Room ____ ____ Sleeping Room Soundproof ____ ____ Clock in Sleeping Rooms ____ ____ Self-Service Bar in Rooms ____ ____ Black-Out Drapes in Sleeping Rooms ____ ____ Are Cots available ____ ____ Cost $____ Are Cribs Available ____ ____ Cost $____ Elevators Accessing Sleeping Rooms ____ ____ Separated Wash Basin And Toilet Area ____ ____ Two Desks & Chairs in Sleeping Rooms ____ ____ Reading Lamp at each Desk ____ ____ Wattage ___ Other tables and chairs in sleeping room ____ ____ Refrigerators in Sleeping Rooms ____ ____ Other Features: Explain Differences In:   Sleeping Rooms: _______________________________________________________                    ____________________________________________________________   Location: _____________________________________________________________   Furnishings: __________________________________________________________   Other: ______________________________________________________________      __________________________________________________________________ What Guarantee will your facility provide that we will have all the sleeping rooms by classification, that we contracted to use: _____________________________________________________ ___________________________________________________________________________ Insurance (Describe): _________________________________________________________ Hotel Coverage for Theft and Injury (Describe): _____________________________________ ___________________________________________________________________________ Housekeeping Service: How often are towels and linens changed: ____________________________________________ Labor Conditions to be brought to our attention: ________________________________________ Expiration Date of Labor Contracts: ______________________________________________   -- Please Attach Copies of Labor Agreements or Contracts Name of Union Shop Steward _________________________ Phone: ___________________ Telephone Calls: Surcharge for Local Calls: Yes____ No____        Amount $_________ Surcharge for Long Distance Calls: Yes____ No____        Amount $_________ Security: Security on-Duty 24 hrs Yes _____ No _____   If No, Explain __________________________________________________________ May we Inspect your security log Yes_____ No _____ Fire Safety: State your Fire Safety Policy: ______________________________________________    _____________________________________________________________________ Please provide us with a detailed fire safety evacuation plan, clearly identifying all fire safety exits Suggested Gratuities: Blanket Yes No Amount Special List (attached) ____ ____ $ ______ Bell Staff (including doorman) ____ ____ $ ______ Waiters/Waitresses ____ ____ $ ______ Housekeepers ____ ____ $ ______ Front Desk Staff ____ ____ $ ______ Valet Parking Service ____ ____ $ ______ Concierge ____ ____ $ ______ Banquet Supervisors ____ ____ $ ______ Convention Staff ____ ____ $ ______ Telephone Operators ____ ____ $ ______ Reservations Manager ____ ____ $ ______ Other ________________ ____ ____ $ ______            ________________ ____ ____ $ ______ Will your staff accept gratuities based on our estimated value of the service after it is performed? Yes ____ No ____ Is there a contract between the banquet staff and your facility, stating gratuity policy and serving ratio? Yes ____   No ____   -- If Yes, please attach a copy of the contract. Registration of Participants: We know you are as anxious as we are to get our conference off to a good start by assigning every participant to his/her room immediately upon registering.  Do your other advance commitments guarantee that this will be possible?  Yes _____    No _____ During Heavy Check-In Periods   How Many Room Clerks ______ (can be provided)   How Many Bell Staff ______ (can be provided) Will You Provide us with Self-Addressed Reservation Cards:  Yes ___   No ___  Cost $____    -- Explain: ________________________________________________________ When are rooming lists or reservation cards due: __________________________ Do you have any Toll-Free Telephone Numbers:   Yes ____  No____   -- If Yes, please list: _______________________________________________________ Pre-registration Procedure (Describe) _________________________________________ ________________________________________________________________________ Location of Registration Area: ________________________________________________ Conference Rooms: Floor Plans Available Yes ____  (please attach, indicate posts, electrical outlets and switches) No ____ Any Charge For Use: Yes _____ (if so, please list on separate page) No ____ How Often are Conference Rooms Cleaned Daily _____   At What Time(s) _______________ How often do you provide fresh water and clean drinking glasses in conference rooms _____ at what time(s) _________ Do you provide writing pads in the meeting rooms    Yes _____  No ____ Indicate Size And Number of Pages per Pad available __________________ Do you provide pens Yes _____  No _____ ... provide sharpened pencils Yes _____  No _____ ... provide waste baskets Yes _____  No _____ What else do you include in your standard meeting room setup (Describe) ______________________________________________________________________ ______________________________________________________________________ Do you have a VIP meeting room setup   Yes ____  No ____   -- If Yes, describe ______________________________________________________ Do you have In-House sign painters        Yes ____  No ____ How many 8' x 10' exhibit booths can you accommodate ________ How many 10' x 10' exhibit booths can you accommodate ________   -- Please enclose electrical guidelines if applicable Number of Freight elevators servicing conference rooms ________ List size and weight capacitates of freight elevators _____________ We require specific room arrangements.   Please use the guide lines set forth below in filling out room capacities in the chart. Set-Up Guideline for Room Arrangements Square Feet Per Person Theatre 9 - 10 School Room 15 - 17 Hollow Square 23 - 25 Board Room 23 - 25 U-Shape 23 - 25 Banquet 11.5 - 12.5 Reception 8.5 - 9.5 Conference Room Capacities:   -- Do Not Substitute your brochure, complete as requested. Room Name Size & Ceiling Height Board Room Style Theatre Style School Room Style Hollow Square Style Banquet Room Reception _________ ______ ______ ______ ______ ______ ______ ______ _________ ______ ______ ______ ______ ______ ______ ______ _________ ______ ______ ______ ______ ______ ______ ______ _________ ______ ______ ______ ______ ______ ______ ______ _________ ______ ______ ______ ______ ______ ______ ______ _________ ______ ______ ______ ______ ______ ______ ______ _________ ______ ______ ______ ______ ______ ______ ______ _________ ______ ______ ______ ______ ______ ______ ______ Type of Room Dividers Used ____________    Thickness __________ Can the Following requirements be met in our requested conference setup  Yes ____ No ____ Request Yes No First Row 15 Feet from Stage ______ ______ Center Aisle and side aisles 6 feet wide ______ ______ Space between rows minimum 2 feet ______ ______ Chairs minimum of 18 inches wide ______ ______ Chairs have padded backs and seats ______ ______ 2 Chairs to 6 foot tables ______ ______ 3 Chairs to 8 foot tables ______ ______ Minimum 42 inches between tables ______ ______ Can Thermostats in Rooms be Set ______ ______ Windows in Rooms ______ ______ Blackout Drapes in Rooms ______ ______ Workroom location provided ______ ______     -- If Yes, Indicate Size and Location _____________________________________ List Soundproof capabilities of conference rooms ______________________________ Indicate obstructions in conference rooms ____________________________________ Audio-Visual Equipment: Standing Lecterns Lighted:  Yes _____    No _____ Microphone  Yes _____  No _____    Number Allotted: __________ Table Lecterns Lighted:       Yes _____  No _____ Microphone Yes _____ No _____    Number Allotted: _________ Item Number Size Type or Model Rental Cost Day/Week Conference Tables ______ ______ ___________ _________ Conference Arm Chairs (Swivel, Tilt, Casters) ______ ______ ___________ _________ Video Monitors ______ ______ ___________ _________ Video Cassette Recorder or Video Playback Units ______ ______ ___________ _________ Chalkboards (including chalk and erasers) ______ ______ ___________ _________ Cork Bulletin Boards on Stands ______ ______ ___________ _________ Message Boards ______ ______ ___________ _________ Paper Flip-Chart Pads with Stands ______ ______ ___________ _________ Easels ______ ______ ___________ _________ Projection Tables ______ ______ ___________ _________ Projectors:   - 16mm Movie Sound   - 35mm with Remote   - Overhead Projector ______ ______ ______ ______ ______ ______ ___________ ___________ ___________ _________ _________ _________ Microphones ______ ______ ___________ _________ Audio-Cassette Players ______ ______ ___________ _________ Stages (include height from floor) ______ ______ ___________ _________ Sound System   - Low Impedance   Yes ____  No ____   - High Impedance   Yes ____  No ____ Are Union Operators Required       Yes ____  No ____ Minimum Cost $______ Other (Describe) ________________________________________________________ If you use an outside audio-visual company, list equipment available and rental charges Company Name __________________________ Address __________________________ __________________________ Telephone __________________________  Fax: ______________________ Contact __________________________ eMail Address __________________________  Website: ___________________ Food and Beverage Requirements: Public restaurants and Private Banquet Rooms: Name Hours Capacity Bkfst. Lunch Dinner ____________________ __________ _______ ______ ______ ______ ____________________ __________ _______ ______ ______ ______ ____________________ __________ _______ ______ ______ ______ ____________________ __________ _______ ______ ______ ______ ____________________ __________ _______ ______ ______ ______ ____________________ __________ _______ ______ ______ ______ ____________________ __________ _______ ______ ______ ______ ____________________ __________ _______ ______ ______ ______ Is Liquor Service Permitted in the Above Rooms? (Explain) __________________________ Special Dietary Foods Available        Yes ____    No ____ Outdoor Meal Arrangements Available Yes ____    No ____ Special Printed Menu Plans Available Yes ____    No ____ Package Meal Plans Available Yes ____    No ____   (Describe) _________________________________________________   -- Attach restaurant and banquet menus and prices   -- Attach Wine list(s) and prices How long a time period are food, beverage and service price quotes honored ___________ Day Guest Charges _______________ Room Service Charges _______________ Re-Serviceable Items to be Billed on Consumption   Yes ____   No ____ Can The Following Conditions Be Met: Yes No 72 Inch Round Table to seat a maximum of 8 people ______ ______ 60 Inch Round Table to seat a maximum of 6 people ______ ______ One Server for every 12 people banquet style ______ ______ At Coffee breaks, one attendant for every 50 people. ______ ______ Comments: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Accounting: (Billing and Payment Policy) If a Two-Folio system is requested ...    Master account for all group functions, sleeping rooms and related tax; individuals    to pay personal charges unless otherwise indicated on registration list.        ...  Can you invoice in this manner    Yes ____   No _____ Yes No Express Checkout Available ______ ______ Explain Procedure   _________________________________________ Credit Cards Allowed ______ ______ Type Accepted (List) ________________________________________ Personal Checks Allowed for Payment ______ ______ Person Checks Cashed ______ ______   -- To What Amount   _______________________________________ International Currency Accepted ______ ______ No Show Billing Policy ______ ______ State your Cancellation Policy for sleeping rooms _________________________________ _________________________________________________________________________ Shipping Procedure: Best Method               Air ______         Train ______       Truck ______ Best Carrier ______________________________      Phone # ______________________ Time Allowance __________________________ Storage Facility (Describe) ___________________________________________________ Proper Way of Addressing Shipments   __________________________ __________________________ __________________________ Can you package and ship material to be returned      Yes _____   No _____ If Yes, what costs will be billed (List)  _______________________________________ Recommended contractors for pipe and drape exhibitions Company Name __________________________ Address __________________________ __________________________ Telephone __________________________  Fax: ______________________ Contact __________________________ eMail Address __________________________  Website: ___________________ Special Features available to Guests (Describe) Shopping Tours ____________________________________________________ Sightseeing Tours ____________________________________________________ Restaurants ____________________________________________________ Off-Site Restaurants ____________________________________________________ Entertainment ____________________________________________________ Historical Sites ____________________________________________________ Facility Specialties ____________________________________________________ Local Attractions ____________________________________________________ Spouse Program Ideas ____________________________________________________ Other ____________________________________________________ Recreation on Premises: Basketball Yes _____ No _____ Cost $______ Nearby Location ________________________________ Bicycles Yes _____ No _____ Cost $______ Nearby Location ________________________________ Billiards Yes _____ No _____ Cost $______ Nearby Location ________________________________ Exercise Room Yes _____ No _____ Cost $______ Nearby Location ________________________________ Features ______________________________________ Golf Yes _____ No _____ Nearby Location ________________________________ Tournament Play Avail. Yes _____   No _____ Blocks of Starting Times Available Yes _____   No _____ Greens Fees Yes _____   No _____ Cost $______ Carts Yes _____   No _____ Cost $______ Caddies Yes _____   No _____ Cost $______ Club Rental Yes _____   No _____ Cost $______   *Number Sets Avail.     Right Handed ____ Left Handed ____ Bag Storage Yes _____   No _____ Cost $______ Putting Green Yes _____   No _____ Cost $______ Transportation Yes _____   No _____ Cost $______ Fishing Yes _____ No _____ Cost $______ Nearby Location ________________________________ Boat Rental Yes _____   No _____ Cost $______ Tackle Yes _____   No _____ Cost $______ Transportation Yes _____   No _____ Cost $______ License Required Yes _____   No _____ Cost $______