Loading...
LETTER OF AGREEMENT TO ROOM BLOCKtnnWook A SALAMANDEReGOLF & SPA RESORT LETTER OF AGREEMENT BETWEEN Innisbrook Golf & Spa Resort - and City of Clearwater Athletics May 17, 2017 Caleb Peterson Recreation Supervisor City of Clearwater Athletics 800 Phillies Drive Clearwater, FL 33755 Office: 727 - 562 -4802 ext. 2904 Cell: 727 - 288 -6261 Caleb.Peterson@MyClearwater.com RE: Gold Umpires Block ASA /USA Softball Tournament July 15 - July 23, 2017 City of Clearwater Athletics ( "Group ") and Innisbrook, a Salamander Golf & Spa Resort agree as follows: These arrangements will be a definite commitment upon signing of this agreement (the "Contract ") by both parties. Between now and May 19, 2017, unless both parties have agreed upon and fully executed this agreement, should another organization request the dates and be in a position to confirm immediately, we will advise you and you will have three (3) business days to confirm on a definite basis. If this Contract is not fully executed by May 19, 2017, the room block may be automatically released and/ or moved to a second option basis. GUEST ROOM ACCOMMODATIONS This Contract applies to the following block of rooms. TOTAL GUESTROOM NIGHT COMMITMENT: 300 Room Type Day Sat Sun Mon Tues Wed Thu Fri Sat Date 7/15/17 7/16/17 7/17/17 7/18/17 7/19/17 7/20/17 7/21/17 7/22/17 Deluxe Guestroom Agreed 20 40 40 40 40 40 40 40 Total Agreed 20 40 40 40 40 40 40 40 CUT -OFF DATE The "cut -off date" for accepting reservations into this guest room block is June 15,2017. Reservation requests received after 5:00 p.m. local time at the Resort on the cut -off date will be accepted at Resort's prevailing rate, based on availability. Failure to reserve guest rooms before the cut -off date will not impact the enforceability of the Attrition or Cancellation clauses. 1 Initials Guest Initials RATES We are pleased to confirm the following special Non- Commissionable Group rates: RATES Day Sat Sun Mon Tue Wed Thu Fri Sat Date 7/15/17 7/16/17 7/17/17 7/18/17 7/19/17 7/20/17 7/21/17 7/22/17 Deluxe Guestroom $109.00 $109.00 $109.00 $109.00 $109.00 $109.00 $109.00 $109.00 Total $109.00 $109.00 $109.00 $109.00 $109.00 $109.00 $109.00 $109.00 The $109.00 rate quoted is exclusive of applicable state and local taxes, currently at 13 %. The resort fee of $20.00 per room, per night, is included in the $109.00 rate. Room rates are based on single or double occupancy. NON - COMMISSIONABLE The Group guestroom rates quoted shall be on a net, non- commissionable. RESORT SERVICE CHARGE The Resort Fee is included in the $109.00 rate.The Resort Service Charge includes self parking; use of the fitness center; in -room Internet access; on property shuttle transportation; in -room newspaper delivery; local and toll free phone calls; in -room coffee service; use of the nature preserve; use of the miniature golf, volleyball, basketball, and six swimming pools; scheduled beach shuttle transportation; and 24 -hour gated security for $20.00 per room per day plus applicable taxes. ATTENDANT, BELLMAN AND ADDITIONAL GRATUITIES A suggested additional charge of $3.00 per room, per night for attendant gratuity and a one -time round trip porterage charge of $8.00 per attendee will be at the discretion of each individual guest. Group will recommend these charges in promotional and registration materials for the event. Additional staff gratuities may be added to your Group master account after submitting a written request to your Convention Services Manager. Requests in advance are suggested at least 4 days prior to pay out. All cash requests will be considered on a case by case basis. EARLY DEPARTURE FEE In the event that a guest who has reserved a guest room within your block checks out prior to the guest's reserved checkout date, an early departure fee of one night's stay will be charged to that guest's individual account. Guests wishing to avoid this fee must advise the Resort at or before check -in of any change in the scheduled length of stay. The Resort will inform members of your Group of this fee upon check -in. The Resort will deduct any early departure fees that are collected from any amount you may owe as sleeping room attrition. GUEST ROOM ATTRITION Resort is relying on, and Group agrees to provide, a minimum dollar amount of guest room revenue (exclusive of food and beverage charges, meeting room rentals, and other non -room charges) which shall be equal to the number of room nights set forth in the Guest Room Accommodation chart times Group's average room rate (exclusive of taxes). As specified in this agreement, the Group agrees to provide a minimum of $26,160 in guest room revenue. The Resort will allow the Group to release up to 20% of the contracted room block without penalty up to thirty (30) days prior to the first arrival date. Accommodations not released are guaranteed by the Group and Innisbrook will guarantee availability of those accommodations to the Group. The Resort and Group agree that the payment described above is a reasonable estimate of the Resort's damage resulting from non -use of the room. 2 Initials Guest Initials ADDITIONAL CONCESSIONS Resort will provide the following additional concessions. Resort will offer a special room rate of $109 for a Deluxe Guest Room with two queen beds. The $109 room rate is inclusive of the $20 resort fee per room per night. The Resort will provide 1 complimentary guestroom per every 50 guestrooms actualized. The Resort will host a complimentary one -hour Opening Night Reception, Friday, July 21St, 2017 beginning at 10:OOpm, at the Resort for the Umpires including beer, wine and appetizers. Resort offers complimentary parking and complimentary shuttle service throughout the resort on demand 24/7. Resort offers complimentary high -speed wireless internet in all accommodations and meeting spaces. Resort offers complimentary recreational opportunities that include use of six pools, fitness center, basketball hoops, miniature golf, indoor and outdoor shuffleboard and fishing in Lake Innisbrook. ROOM AND RELATED CHARGES Group will pay for room charges. Individuals will pay for incidentals. HOUSING BY INDIVIDUAL AND HOUSING LIST Individuals have the availability to make their own reservations directly with the Resort's reservation office or at 1 (800) 492 -6899 (if dialing in the United States, Hawaii or Mexico). Please inform your attendees to request the Group rate for your program. This will ensure that they are charged properly and the Group's guestroom block credited. A website dedicated to your Group can be set up to make reservations for this option. Group will also provide a housing list. ON LINE RESERVATIONS Resort is pleased to offer Groups a customized website reservation system for this event. This allows Group attendees to book their reservations on the Internet with links to Group's website. This service is provident at no charge to the Group or individual attendees. If Group would like to utilize on -line reservations, Group contact may request this service from Sales Manager. GUEST ROOM DEPOSIT A deposit equal to one night's stay is required to hold each individual's reservation. Such deposit shall serve to confirm the reservation for the date (s) indicated, and, upon check -in, shall be applied to the first night of the reserved stay. The deposit paid by individuals is refundable if notice is received at least seventy-two (72) hours prior to arrival and cancellation number is obtained. All deposits shall be charged at the time the reservation is made. BILLING ARRANGEMENTS A master account will be set up for the Group covering its charges. The estimated amount of the master account must be paid in advance in accordance with the deposit schedule set forth below unless direct billing has been established or a Credit Card is used (See Credit Card Billing). Direct billing requests will be reviewed in accordance with the Resort's normal approval process. Should the Resort determine after establishing Direct Billing or a deposit schedule that your credit status has changed, the Resort will have the option to require payment of all estimated master account charges no later than fourteen (14) days before arrival. The Group shall review all charges billed to the master account to ensure accurate billing. Payment of all direct billing must be made within thirty (30) days of receipt of a reconciled invoice from the Resort. In the event any charges are disputed, all undisputed charges will be paid within thirty (30) days. Should payment not be received within specified time, a 2% (of total invoice) late fee will be assessed to Master bill for each additional thirty (30) days. CREDIT CARD BILLING Subject to the terms and conditions of this Agreement, Resort will accept Credit Card Payments for all Transactions. Resort shall honor without discrimination valid Cards properly tendered for use. For purposes of this Contract, "Card" means a credit card issued pursuant to the rules and regulations (the "Rules ") of American Express, Discover, MasterCard, VISA, or any "Card" for which Resort provides Card processing. Payment by credit card must be made within ten (10) days of receipt of a reconciled invoice from the Resort. 3 Initials Guest Initials GROUP DEPOSIT Your deposit schedule is as follows: Deposit Type Due Date Amount Due Initial Deposit 6/15/2017 4,360.00 WIRELESS INFORMATION Innisbrook Resort offers complimentary wireless High -Speed Internet access in all meeting space areas and guestroom accommodations. GOLF COMMITMENT Guests will be responsible for their own golf tee times and charges. Based on your program of events golf has not been contracted at this time and no tee times have been reserved. Please contact your sales manager for any golf associated with your program. All golf will be subject to availability. RECREATION Tennis and other recreation arrangements will be made by a separate Contract. No prices or times are guaranteed unless stated as such in a recreation Contract. AIRPORT TRANSPORTATION The Resort Contracts airport shuttle service to and from Tampa International Airport at a discounted rate per person roundtrip. Children under 3 are complimentary with parent. Please ask your attendees to call 800 - 258 -3826 to arrange shuttle at least 24 hours in advance. Airport shuttle fees are subject to change without notice. CANCELLATION The Resort estimates that the Minimum Revenue it will receive from this event if it is held as agreed pursuant to this Contract is as follows: Minimum Guest Room Revenue: $26,160.00 Minimum Food and Beverage Revenue: $ Estimated Other Revenue: $ Total: $26,160.00 If Group elects to cancel this Contract for any reason other than a termination for cause or pursuant to the FORCE MAJEURE clause of this Contract, Group agrees to provide written notice to the Resort accompanied by the payment indicated in the following scale: From day of contract signing to arrival date = 100% of minimum revenue - $26,160.00 If such payment does not accompany the Group's cancellation notice, the amount owed by the Group shall be determined in accordance with the scale above by using the date the payment is actually made by the Group to the Resort, rather than the date Group provided notice of cancellation to the Resort. The option to cancel is agreed by the parties to constitute the exercise of a Contractual option and not a default. The parties further agree that the amounts set forth above are reasonable estimates of the damages that would be incurred by the Resort. FORCE MAJEURE The performance of this Agreement by either party is subject to Acts of God, government authority, disaster, or other emergencies, any of which make it illegal or impossible to provide the facilities and /or services for your meeting. It is provided that this Agreement may be terminated for any one or more of such reasons by written notice from one party to the other without liability. 4 Initials Guest Initials INSURANCE The Resort and the Group shall obtain and maintain and provide evidence of insurance upon request in amounts sufficient to provide coverage for any liabilities which may reasonably arise out of or result from the respective obligations pursuant to this Contract. AMERICANS WITH DISABILITIES ACT Both the Group and the Resort shall be responsible for compliance with the public accommodation requirements of the Americans with Disabilities Act as defined by law. The Resort shall provide, to the extent required by the Act, such auxiliary aids and /or services as may be reasonably requested by Group for use in sleeping rooms and public areas of the Resort, provided that Group gives reasonable advance written notice to the Resort of such needs. Group shall be responsible for the cost of any auxiliary aids and services (including engagement of and payment to specialized service providers, such as sign language interpreters), necessary for use in the meeting space used by the Group, other than those types and quantities typically maintained by the Resort. ARBITRATION /DISPUTE RESOLUTION /ATTORNEY'S FEES Any controversy, claim or dispute arising out of or relating to this Agreement, shall be resolved through binding arbitration conducted in accordance with the rules of the American Arbitration Association or JAMS in the State in which the Resort is located. The law of the State in which the Resort is located will be the governing law. The arbitration award will be enforceable in any state or federal court. In any arbitration or court proceeding, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs. In addition, Group shall be responsible for payment of attorneys' fees and interest associated with the Resort's efforts to collect monies owed under the terms of this Agreement. COMPLIANCE WITH LAWS Group agrees to comply with all applicable U.S. federal, state and local laws governing the agreement and event, including any rules, regulations or requests of the U.S. Department of Homeland Security. NOTICE Any notice required or permitted by the terms of this Contract must be in writing. Notice may be sent via facsimile transmission and will be considered effective as of the date and time of the facsimile confirmation of transmission. WAIVER If either party agrees to waive its right to enforce any term of this Contract, it does not waive its right to enforce any other terms of this Contract. 5 Initials Guest Initials /A''''° SIGNATURE This Contract constitutes the entire agreement between the parties and may not be amended or changed unless done so in writing signed by the Resort and the Group. Oral modifications to this written Contract, even of allowed by local law, will not be considered binding. The undersigned represent that they are authorized to sign and enter into this Contract. Notice may be sent via facsimile transmission and will be considered effective as of the date and time of the facsimile confirmation of transmission. For Salamander, Innisbrook, LLC dba Innisbrook For City of Clearwater - Athletics Golf & Spa Resort By: By: Name: Doug Schmidt Name: Kevin Dunbar Title: Director of National Accounts Date: By: Name: Bill McKay Title: Director - Parks & Recreation Date: By L ' Name: William Horne Title: Director of Sales & Marketing Title: City Manager Date: Date: ( ( (1 6 Initials Guest Initials Chase, Susan From: Ayo, Ellen Sent: Wednesday, March 27, 2024 11:06 AM To: Chase, Susan Subject: RE: Another one Hey Susan, I checked with Mike Lockwood on this and he said this was a one and done event. It was before we switched over to Munis so there is no way of looking it up. He did check through some of his files but did not find anything pertaining to this. I am sorry. Ellen Ellen C. Ayo Staff Assistant 11 Parks & Recreation Administration (727)444-8304 From: Chase, Susan <Susan.Chase@myClearwater.com> Sent:Wednesday, March 27, 2024 9:49 AM To:Ayo, Ellen <EIIen.Ayo@myClearwater.com> Subject:Another one Ellen, This was sent to Caleb Peterson for the other party's signature (I see he is not with Parks and Rec anymore). Do you think you could look into this one as well? Thanks, Susan Chase Documents and Records Specialist Please Note: Florida has a very broad Public Records Law. Most written communications to or from City Officials and employees regarding City business are public records available to the public and media upon request. Your email communications, including your email address,may therefore be subject to public disclosure,unless otherwise exempt by the Public Records Law. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. 1