starwoodstandardhotelcontract.docx

starwoodstandardhotelcontract.docx

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starwoodstandardhotelcontract

INSTRUCTIONS

Pleaseusetrackchangeswhenalteringthisdocument

Thiscontractispasswordprotectedtoallowfortrackchangesbutnotforacceptanceofthechange.Inorderforchangestobeaccepted,pleaseforwardthecontracttoconference-contracts@ieee.orgordean.d’anna@

Textinred

i）areconsideredTERMSofSALEandaretobenegotiatedatproperty

ii）mustbereplacedwithappropriatenames,datesorotherinformationbeforesigningthis

Agreement

TextingreenisprovidedmerelytoassistinunderstandingandshouldberemovedbeforesigningthisAgreement

Textinblueprovidesalternativeclauses.Ifalternativeclauseisnotutilized,removebeforesigningthisAgreement

DeletethisboxbeforesigningtheAgreement

HOTELAGREEMENT

THISAGREEMENTismadethisXXdayofMonth,Year,byandbetweenTheInstituteofElectricalandElectronicsEngineersIncorporated,aNewYorknot-for-profitcorporation（“IEEE”）,onbehalfoftheIEEEOrganizationalUnit/ConferenceCommittee（hereinafterreferredtoasthe“Group”）andHotelName（the“Hotel”）locatedatHotel/PropertyAddressinconnectionwithIEEEConference/MeetingTitle&Acronym（the“Meeting”）beginningBeginningDay,Month,andYearandrunninguntilEndingDay,MonthandYear（“TheMeetingDates”）

MEETINGCONTACT:

TITLE:

ORGANIZATION:

ADDRESS:

CITY,STATE,ZIP:

PHONE:

FAX:

E-MAIL:

IntheeventtheMEETINGCONTACTaboveisunreachable,pleasecontact:

IEEECONTRACTADMINISTRATION

445HOESLANE

PISCATAWAY,NJ08855

+1732.562.5396

contracts@ieee.org

HOTELCONTACT:

TITLE:

ORGANIZATION:

ADDRESS:

CITY,STATE,ZIP:

PHONE:

FAX:

E-MAIL:

ARTICLEI

GuestRoomAccommodations

1.1ThisAgreementappliestothefollowingblockofrooms（the“RoomBlock”）.TheHotelshall,onaregularbasis,advisetheGroupofthenumberofroomsreservedintheblockandthenumberavailable.

Date

DayofWeek

Month/Year

DayofWeek

Month/Year

DayofWeek

Month/Year

DayofWeek

Month/Year

DayofWeek

Month/Year

DayofWeek

Month/Year

Single/Double

Occupancy

#of

Rooms

#of

Rooms

#of

Rooms

#of

Rooms

#of

Rooms

#of

Rooms

TotalRoomNights:

XX

1.2TheGroupmayincreasetheRoomBlockbyuptoXXpercent（XX%）,onaspaceavailablebasis,attheGroupRateasdefinedbelow.SuchincreaseshallbeconfirmedinwritingandsignedbytheHotelandGroup.InnocaseshalltheRoomBlockbereducedexceptinwritingsignedbytheGroupandtheHotel

1.3AllroomsusedbypersonsattendingorworkingatthemeetingshallbecountedintheRoomBlockonacumulativebasis.Theseinclude,butarenotlimitedto:

allpersonswho,forwhateverreason,donotreceivetheGrouprate（e.g.latereservations,corporaterates,governmentrates,etc.）;andallpersons“walked.”

1.4TheHotelagreestocontacttheGrouptoreviewtheRoomBlockcommitmentonor

before（the“RoomBlockReview”）:

*IfyouarecontractingforaconferencethatoccursannuallyandthisAgreementisforfouryearsout,youwillwanttoreviewtheroomblockaftereachyearpriortothecontractyear.

Day,Month,Year

30daysafter（YEAR）conference*

Day,Month,Year

30daysafter（YEAR）conference

Day,Month,Year

30daysafter（YEAR）conference

Day,Month,Year

6monthspriortoconference

1.5UponeachRoomBlockReview,thepartiesmayuponmutualagreementincreaseordecreasetheRoomBlockbaseduponroomavailabilityattheGrouprateandsubjecttothetermsoftheAttritionprovisionaswellasmakecorrespondingchangestotheScheduleofEvents.SuchchangestotheAgreementshallbeconfirmedinwritingandsignedbytheHotelandtheGroup.

1.6BaggageStorage:

Baggagewillbestoredatnochargeforearlyarrivalsandlatedepartures.

ARTICLEII

GroupRoomRates

2.1TheHotelconfirmsthefollowingspecialrunofthehouseratesfortheGroup（the“GroupRate”）.

Ifhotelwillnotconfirmagrouproomrateyouwillneedaformulafordeterminingtheratebasedonthecurrentroomrate.Theformulashouldbetoday’srate+annualincreasenottoexceed____%/year.Ratetobeconfirmedinwritingoneyearbeforethedateoftheconference.

Single/Double

$XX.00

Suites

$XX.00

Government

$XX.00

AdditionalPerson

$XX.00

StaffRate

$XX.00

2.2TheGroupRatecoversallguestsleepingroomcosts,includingservicefees,butisexclusiveofapplicablesales/roomtax,currentlyXXpercent（XX%）.Housekeepingandothergratuitieswillbeatguestdiscretion.

2.3RateProtection:

Choosetheappropriateoptionforyourproperty

OptionOne:

AslongasGroup’seventwillutilizeatleastXXpercent（___%）ofhotel’savailableinventory,theHotelrepresentsandwarrantsthattheGroupRateshallbethelowestratesofferedtoanyguestduringthemeetingperiod,withtheexceptionofgovernmentrates,aircrewratesandnegotiatedcorporatediscounts.ShouldtheRoomBlockbereducedorpickupfallbelow75%ofthetotalroomnightscommittedinparagraph1.1,Hotelwillhavetheright,atitsoption,toofferratestootherguestsatlowerthantheGroupRate.

OptionTwoforsmallermeetings:

HotelrepresentsandwarrantsthattheGroupRateshallbethelowestgroupratesofferedbyHotelduringthesameperiodtogroupsofsimilarsizeandrevenueforHotel（+or–10%）astheMeeting.

OptionThree:

（IEEE’sproposedalternateclause）TheHotelrepresentsandwarrantsthattheGroupRateshallbethelowestrateofferedtoguestsduringthemeetingperiod,withtheexceptionofgovernmentrates,aircrewratesandnegotiatedcorporatediscounts.ShouldlowerratesbeofferedbytheHotel（excludingtheabove-referencedcategories）,theGroupRateshallbeadjustedtothelowerrate.

2.4RateExtension:

TheGroupRateshallbeofferedforaperiodofthree（3）daysbeforeandthree（3）daysaftertheMeetingDates,subjecttoavailabilityofroomsatthetimeofreservationtoaccommodatethosewhowishtoextendtheirvisits.

2.5RateApplication:

TheGroupRateshallapplyfortheentiredurationofeachguest'sstay.

2.6Commissionable/Non-Commissionable（CHOOSETHEAPPLICABLEOPTION）

OptionOne:

TheGroupRate（exceptforStaffrooms）quotedbyHotelshallbecommissionableto（insertnameofagent）,（the“AgentofRecord”）.Commissionsshallbepaidattherateoftenpercent（10%）oftheguestroomrate（notincludingtaxoranyapplicablerebate）forallroomsactuallyusedintheRoomBlockandpaidforbyGrouporitsattendeesoverthemeetingdates.Commissionwillnotbepaidoncomplimentary,staffroomsorotherspecialratedrooms.CommissionwillbecalculatedontheGroupRatelessanyapplicablerebateandtaxes.ShouldtheAgentofRecordchange,Hotelwillnotpayanyadditionalcommission.HotelwillnotpaycommissiononroomsthatareusedbyyourattendeesthatarenotreservedaspartoftheRoomBlock.CommissionsshallbepaidtotheAgentofRecord,nolaterthanthirty（30）daysafterthepaymentinfulloftheMasterAccount.NocommissionswillbepaidoncancellationfeesorattritionfeescollectedundertheCancellationorAttritionclausesbelow.

OptionTwoGroupRatesarenet,non-commissionablerates.

2.7Rebates（REQUIREDONLYIFAREBATEOFANYKINDISINCLUDED）

TheGroupRatereflectsarebatepayabletotheGroupof_______dollars（$XX）foreachoccupiedroomnightpaidforattheGroupRatetohelpoffsetthecostof___________theGroupisprovidingtothemembersofGroup.NorebatewillbepaidforstaffroomsorforroomsreservedoutsidetheRoomBlock.PaymentorcreditforanyrebateshallonlybemadeaftersatisfactorysettlementofGroup’sMasterAccount.

（NOTE:

REBATESREQUIREAPPROVALOFTHEDIRECTOROFSALESANDMARKETINGANDGENERALMANAGER）

2.8Disclosure:

GroupagreesthatitwilldisclosetoallmembersofGroupandattendees,the

typeandamountofallautomaticandmandatorycharges[e.g.,resortcharges,servicecharges,etc]thatwillbechargedtotheattendeesbytheHotelunderthisAgreementandtheearlydeparturefeethatmaybechargedtoattendeesunderthisAgreement.GrouphassoleresponsibilityfordeterminingwhetheritisnecessarytodisclosetomembersofGroup,attendeesoranythirdparties,anyothertermsofthisAgreementorthetermsofanyotherrelationshipbetweentheGroupandtheHotelorStarwoodHotels&ResortsWorldwide,Inc.oritsaffiliates,includingthataportionoftheGroupRateisbeingpaidasacommissionorrebateorthattheGroupmayhavereceivedormayreceiveanyotherbenefitsfromHotelorStarwoodHotels&ResortsWorldwide,Inc.oritsaffiliates.

2.9Content:

TotheextentthatGroupprovidesanycontenttoHotel,includingpromotional

brochures,flyers,logos,pictures,musicandmeetingschedules（collectively,the“Content”）foranyreason,includingfordistributionattheMeetingorforinclusiononaStarGroupswebsite,Groupherebywarrantsthatithasallrights,permissions,andlicensesnecessarytoprovidetheContenttoHotelforitsintendeduse.Groupfurtherwarrantsthatithasallrights,permissions,andlicensesnecessarytodisplayorperformallContentusedbyGroupatitsevent.WithrespecttoanyContent,Hotelshallhaveanon-exclusiveroyalty-freelicensetousetheContentfortheperiodbeginningonthedateofthisAgreementuntil___________.AnysuchusebyHotelshallbesubjecttoIEEE’spriorreviewandwrittenapproval.

2.10GroupData:

TotheextentGroupprovidesanyinformationtoHotel,includingGroup's

contactinformationandpersonallyidentifiableinformationofGroup'smembersandmeetingattendees（collectively,the"GroupData"）foranyreason,Groupherebyrep