Embassy Suites Raleigh Crabtree Meeting & Event Resource

BANQUET EQUIPMENTItems in our banquet inventory are for your use at no additional charge. Any equipment requested not ininventory, which have associated costs, will be passed on to your group.Please note the hotel does not carry the following items:standing cocktail tables, serpentine tables, 72 inch rounds, chivari chairs, staging, house/patched soundFor more information on banquet equipment, please see your Catering/Event Manager.Back to Resource InformationBANQUET MENU SELECTIONWe request that banquet menus, room arrangements, and other details pertinent to your convention besubmitted to your Catering/Event Manager 14 days prior to your conference date. We are happy tocustom design menu proposals for your group and assist in selecting the proper menu items and programarrangements to ensure a successful event.Specialty and theme parties may be designed to meet your particular needs. Special meal requests canbe accommodated. Please advise your Catering/Event Manager in advance with any special dietaryrequirements.Back to Resource InformationSTANDARD TERMS & CONDITIONS1.2.3.4.5.MEETING INFORMATION: There is a 13.50 per person, per daycatering minimum with the rental of each meeting space for 4 or morehours. There is a 6.75 per person, per day catering minimum withthe rental of each meeting space for less than 4 hours. Outside foodand beverage cannot be brought into meeting space. Should youship boxes to the Hotel for your meeting, they must be addressed tothe attention of Courtney Scholl and marked with the name and dateof your event and the appropriate group contact name. Please shipthem no more than 2 days prior to the start of your meeting; if theHotel is required to receive and store boxes more than 2 days prior tothe start of your meeting, an additional fee will be assessed. TheHotel reserves the right to assign meeting space based on the finalprogram. Meeting room telephones will be in use in house at alltimes. If you require local and/or long distance service, please notifyyour sales manager. All phone call (local and long distance) chargeswill be automatically billed to your account. The phones need toremain operational to allow client(s) the ability to contact our staff fornecessary meeting needs.OUTSIDE FOOD AND BEVERAGE: Due to state law, you may notbring to the Hotel alcoholic beverages. You must obtain priorapproval from us before you bring in any food or non-alcoholicbeverages from outside sources. Failure to do so could result inpenalties and/or fees.RESERVATIONS: Reservations will be made by: Rooming List nolater than April 7, 2010. After that date, you agree that we may offerunused rooms held in your block to other customers to reduce ourlosses and your obligations under the performance clause.Reservations requested by your attendees after this date will beaccepted based upon availability. Individual reservations must becancelled 24 hours prior to arrival.COMMISSION/THIRD PARTY PAYMENTS: The Hotel will pay NAfor each revenue room night reserved as part of the establishedgroup block at the special group rates contained in this agreement tofor the purpose of commission. Any change in the recipient of thispayment after the contract is signed will require written notification,signed by both you and the recipient. Payment will be made afterreceipt by the Hotel of full payment for the function. You will take fullresponsibility for determining whether disclosure of payments isrequired and for making disclosure of all such payments, and defendand indemnify Hotel in any claims arising out of or related todisclosure.CANCELLATION & PERFORMANCE: The rates offered by us arebased in part upon the total gross revenue anticipated by us fromyour agreement to use and pay for the rooms and meeting spacelisted on the previous page. You agree and understand that in theevent of a cancellation or lack of full performance by you, our actual6.7.damages would be difficult to determine. Therefore, you have agreedto pay reasonable liquidated damages to the Hotel for cancellation orlack of performance as described in this paragraph. Cancellationdamages will be calculated as a percentage, based on the date ofcancellation listed below, of total anticipated gross revenues from allcontracted sleeping rooms, food and beverage and meeting roomrental listed on the previous page.Date of CancellationPercentage owedDATE OF SIGNING TO 90 DAYS IN ADVANCE10%89 DAYS TO 60 DAYS IN ADVANCE25%59 TO 30 DAYS IN ADVANCE40%29 DAYS OR LESS IN ADVANCE OF EVENT60%IF THE EVENT IS HELD, BUT THE HOTEL DOES NOT REALIZETHE TOTAL REVENUE ANTICIPATED FROM YOUR EVENT, YOUAGREE TO PAY PERFORMANCE DAMAGES. THE DAMAGESOWED WILL BE THE AMOUNT NECESSARY FOR THE HOTEL TORECEIVE NO LESS THAN 80% OF THE TOTAL ANTICIPATEDREVENUE FROM YOUR EVENT.PAYMENT IN ADVANCE: UNLESS YOU HAVE ESTABLISHEDCREDIT IN ADVANCE WITH US, YOU WILL PAY THE ENTIRECONTRACT PRICE IN CASH OR BY CERTIFIED CHECK ATLEAST THREE DAYS PRIOR TO YOUR FUNCTION OR BYPERSONAL BANK CHECK TWO WEEKS PRIOR TO YOURFUNCTION. IF YOU HAVE ESTABLISHED CREDIT, PAYMENT INFULL WILL BE DUE WITHIN THIRTY (30) DAYS OF YOURFUNCTION. IF YOU PREFER, ALL CHARGES CAN BE PAID BYCREDIT CARD.HILTON ACCEPTS AMERICAN EXPRESS,DINERS CLUB, DISCOVER CARD, JCB INTERNATIONAL,MASTER CARD, AND VISA.IF CREDIT HAS NOT BEENAPPROVED FOR YOUR FUNCTION, YOU WILL PROVIDE USWITH THE CREDIT CARD TO WHICH ALL ESTIMATED MASTERACCOUNT CHARGES WILL BE CHARGED NO LATER THANTHREE DAYS PRIOR TO EVENT.IF CREDIT HAS BEENAPPROVED, YOU WILL PROVIDE US WITH YOUR CREDIT CARDINFORMATION AT THE TIME OF YOUR FUNCTION.INDIVIDUALS MAY PAY THEIR OWN CHARGES BY CASH,CHECK, OR CREDIT CARD.SECURITY: WE HAVE NO INSURANCE FOR AND ARE NOTRESPONSIBLE FOR ANY LOSS OR DAMAGE TO YOURPROPERTY. IF REQUIRED, IN OUR SOLE JUDGMENT, INORDER TO MAINTAIN ADEQUATE SECURITY MEASURES INLIGHT OF THE SIZE AND/OR NATURE OF YOUR FUNCTION,YOU WILL PROVIDE, AT YOUR EXPENSE, SECURITYPERSONNEL SUPPLIED BY A REPUTABLE LICENSED GUARDOR SECURITY AGENCY DOING BUSINESS IN THE CITY ORCOUNTY IN WHICH WE ARE LOCATED, WHICH AGENCY WILL12

8.9.10.11.12.BE SUBJECT TO OUR PRIOR APPROVAL. SUCH SECURITYPERSONNEL MAY NOT CARRY WEAPONS. FOR THE SAFETYOF PERSONS AND PROPERTY, NO FIREWORKS ORINCENDIARY DEVICES MAY BE USED INDOORS AT THE HOTEL.GROUP AGREES TO COMPLY WITH ALL APPLICABLE FEDERAL,STATE, AND LOCAL LAWS INCLUDING HEALTH AND SAFETYCODES AND FEDERAL ANTI-TERRORISM LAWS ANDREGULATIONS INCLUDING ALL PROVISIONS OF THE PATRIOTACT AND REGULATIONS OF THE U.S. DEPARTMENT OFHOMELAND SECURITY AND THE OFFICE OF FOREIGN ASSETSCONTROL AND THE PROVISIONS OF 29 CFR PART 470. GROUPAGREES TO COOPERATE WITH HOTEL AND ANY RELEVANTGOVERNMENTAL AUTHORITY TO ENSURE COMPLIANCE WITHSUCH LAWS.INDEMNIFICATION & INSURANCE: TO THE EXTENT PERMITTEDBY LAW, YOU AGREE TO PROTECT, INDEMNIFY, DEFEND ANDHOLD HARMLESS THE HOTEL AND HILTON HOTELSCORPORATION, AND THEIR RESPECTIVE EMPLOYEES ANDAGENTS AGAINST ALL CLAIMS, LOSSES OR DAMAGES TOPERSONS OR PROPERTY, GOVERNMENTAL CHARGES ORFINES, AND COSTS (INCLUDING REASONABLE ATTORNEY'SFEES), ARISING OUT OF OR CONNECTED WITH YOURFUNCTION, EXCEPT THOSE CLAIMS ARISING OUT OF THESOLE NEGLIGENCE OR WILLFUL MISCONDUCT OF THE HOTEL.YOU REPRESENT AND WARRANT THAT YOUR ACTIVITIESCONDUCTED AT THE HOTEL AND IN CONNECTION WITH THEFUNCTION SHALL NOT INFRINGE THE PATENT, COPYRIGHT ORTRADEMARK RIGHTS OR VIOLATE RIGHTS OF PRIVACY ORPUBLICITY OF ANY THIRD PARTY. YOU FURTHER AGREE TOOBTAIN AND KEEP IN FORCE GENERAL LIABILITY INSURANCECOVERING THE EVENT DESCRIBED IN THIS CONTRACT WITHLIMITS OF NOT LESS THAN 1,000,000 PER OCCURRENCE ANDTO PROVIDE THE HOTEL WITH A CERTIFICATE OF INSURANCENAMING HOTEL AND HILTON HOTELS CORPORATION AS ANADDITIONAL INSURED FOR YOUR EVENT.AUXILIARY AIDS: THE HOTEL REPRESENTS AND YOUACKNOWLEDGE THAT THE HOTEL FACILITIES BEING RENTEDFOR YOU INCLUDING GUEST ROOMS, COMMON AREAS ANDTRANSPORTATION SERVICES WILL BE IN COMPLIANCE WITHOUR PUBLIC ACCOMMODATION REQUIREMENTS UNDER THEAMERICANS WITH DISABILITIES ACT. YOU AGREE THAT ONEWEEK IN ADVANCE YOU WILL FURNISH TO US A LIST OF ANYAUXILIARY AIDS NEEDED BY YOUR ATTENDEES IN MEETINGOR FUNCTION SPACE. YOU AGREE TO PAY ALL CHARGESASSOCIATED WITH THE PROVISION OF SUCH AIDS. WHENYOUR ATTENDEES MAKE ROOM RESERVATIONS, PLEASE ASKTHEM TO NOTIFY US OF THEIR AUXILIARY AID NEEDS SO THATWE MAY NOTIFY YOU AS TO THE NAMES OF BUSINESSESWITH WHICH YOU MAY CONTRACT TO OBTAIN THOSE AIDS.PROMOTIONAL CONSIDERATIONS: WE HAVE THE RIGHT TOREVIEWAND APPROVE ANY ADVERTISEMENTS ORPROMOTIONAL MATERIALS IN CONNECTION WITH YOURFUNCTION THAT SPECIFICALLY REFERENCE ANY NAME ORLOGO OF THE HILTON FAMILY OF HOTEL BRANDS.ARBITRATION: THE PARTIES AGREE THAT ANY DISPUTE INANY WAY ARISING OUT OF OR RELATING TO THIS CONTRACT,OTHER THAN DISPUTES INVOLVING PATENTS, TRADEMARKS,TRADE DRESS, COPYRIGHTS, TRADE SECRETS, TION, AND/OR INFRINGEMENT OF INTELLECTUALPROPERTY RIGHTS, WILL BE RESOLVED BY ARBITRATIONBEFORE JAMS/ENDISPUTE OR THE AMERICAN ARBITRATIONASSOCIATION, PURSUANT TO THE ORGANIZATION’S RULES INTHE STATE AND CITY IN WHICH THE HOTEL IS LOCATED ANDPURSUANT TO THAT STATE’S LAW AS THE GOVERNING LAW.THE PARTIES AGREE THAT ANY ARBITRATION AWARD WILL BEENFORCEABLE IN STATE OR FEDERAL COURT.THEPREVAILING PARTY IN ANY ARBITRATION OR COURTPROCEEDING WILL BE ENTITLED TO AN AWARD OF ITSREASONABLE COSTS AND ATTORNEY FEES AND PRE ANDPOST JUDGMENT INTEREST.FORCE MAJEURE: Neither party shall be responsible for failure toperform this contract if circumstances beyond their control, including,but not limited to; acts of God, shortage of commodities or supplies tobe furnished by the Hotel, governmental authority, or declared war inthe United States that makes it illegal or impossible for the hotel tohold the event.13

Back to Resource InformationBELL SERVICESPorterage service is available for group luggage assistance. The current rate is 6 perperson, and is subject to change. Arrival and departure times should be scheduled withyour Catering/Event manager.Back to Resource InformationBILLINGShould you require a master account for billing purposes, please complete and return ourcredit application. Upon approval, master accounts will be assigned per yourinstructions. Please be sure to advise your Catering/Event Manager in advance for anyspecific instructions on how you would like your bill organized. We recommend on-sitedaily review with the Group Billing Coordinator.Back to Resource InformationBOX LUNCHESBox lunches are available through the catering department. We can help you create yourown customized lunch. If you wish to order box lunches for your group, yourCatering/Event Manager will arrange the order for you and provide delivery to yourspecified location on the property.Back to Resource InformationBUSINESS CENTERFor large quick printing or copying jobs, we recommend calling:FedEx Office6820 Glenwood AveRaleigh, NC 27612Phone: (919) 787-8636Fax: (919) 787-8437E-mail: usa1547@fedex.comBack to Resource InformationBUS/BUS COMPANIESHarrison Global318 North Dixon AveCary, NC 27513919-439-2024Back to Resource Information

CAR RENTAL AGENCIESFollowing are the three Hilton Embassy Suites Raleigh Crabtree preferred companies,their locations, and contact numbers.Hertz Rent-A-Car 800-654-3011919-840-4875Location: RDU International AirportAvis Rent-A-Car 800-321-3712Local phone number: 919-840-4750Locations:RDU International AirportBudget Rent-A-Car 800-527-0700Local phone number: 919-840-4781Locations:RDU International AirportBack to Resource Information*CASH PAID OUTSCash refunds are only given if original amount was paid in cash.Back to Resource Information*CASH PAYING GUESTSIn the event a hotel guest does not have a major credit card to secure his/her room, theEmbassy Suites Raleigh Crabtree will require full payment in advance for room and taxcharges. In addition, there will be a 30 per day refundable deposit for incidentalcharges. If the guest does not wish to establish credit for incidental charges, the guestroom phone will be restricted to room-to-room calls. All room folio charges from theFood and Beverage outlets and movie charges will also be restricted.Back to Resource InformationCELEBRITY/DIGNITARY VISITSRest assured your celebrities or dignitaries will be treated with the utmost confidentiality.Your Catering/Event Manager is happy to work with you to accommodate any needs youhave.Back to Resource Information*CHECK CASHING PRIVILEGESHotel guests may cash checks up to 50 at the Front Desk. The check must be imprintedwith the guest’s name and address and made out to Embassy Suites Raleigh Crabtree.Identification may be required.Back to Resource Information15

CHECK-IN AND CHECKOUTHotel check-in is 3:00 p.m., and checkout is 12:00 p.m. (All guests arriving before3:00 p.m. will be accommodated as rooms become available. Our Guest ServiceDepartment can arrange to check luggage for those guests arriving early when rooms arenot available and for guests attending functions on departure day.)Early DepartureYour guests will have the opportunity to confirm their departure date at check-in. Oncethis departure date has been confirmed, there will be a 50 early departure fee assessedin the event the guest departs prior to their confirmed departure date.Late DepartureLate checkouts are available upon request and subject to availability. Please contact theFront Desk directly to discuss availability and associated fees.Zip CheckoutWith zip checkout, your room folio is provided at your door early in the morning of yourdeparture. Simply verify the charges, use the television remote or dial extension0 to check-out. Please leave your keys in the room. If you are not departing the hotelimmediately, luggage storage can be arranged at the bellman’s desk.COFFEE MAKEREach suite comes equipped with a coffee pod that brews two individual cups of RainForest Alliance French Roast coffee. Starbucks coffee is served in our restaurant and forour banquet events.Back to Resource InformationCOMMUNITY OUTREACHInsert hotel specific text.Back to Resource InformationCONVENTION CENTER CITY Mandatory if the center is within 20 miles of your hotel.Raleigh Convention Center500 South Salisbury StreetRaleigh, NC 27601(919) 996-8500www.raleighconvention.com15 minutesApproximate Taxi Cost 2016

Back to Resource InformationCREDIT CARDSThe Embassy Suites Raleigh Crabtree accepts most major credit cards including Visa,Mastercard, American Express, Diners Club, Discover, JCBBack to Resource InformationCREDIT POLICYUnless you have established credit in advance with us, you will pay the entire contractprice in cash or by certified check at least three business days prior to your function or bypersonal bank check two weeks prior to your function. If you would like to establishcredit, please contact your Catering/Event Manager.Back to Resource InformationDANCE FLOORInsert hotel specific text.Back to Resource InformationDECORATIONSPlease contact your Catering/Event Manager for a description of items available as wellas complete party package menus. We are happy to suggest ideas on novel favors,souvenir menus, printed programs, creative ice carvings, theme food presentations, androom accent decor and specialty linens.We are not responsible for any loss or damage to property belonging to you or yourattendees and do not maintain insurance covering it. All displays and/or decorations willbe subject to our written approval and we reserve the right to contract and charge forhotel staff to provide the labor for any installations or removals of such.Back to Resource Information*DEPOSITSRequired group Cash Deposits are outlined in your sales contract. Cash Deposits may bemade at anytime throughout your stay and placed to your master account balance.Full pre-payment of room and tax is required for guests not wishing to utilize a creditcard upon check-in.Back to Resource InformationDIAGRAMSDiagrams are available on our website or contact your Catering/Event Manager.17

Back to Resource InformationDIETARY REQUIREMENTSOur Chef will provide meals for your attendees with special dietary requirements. Pleaseadvise your Catering/Event Manager if a special meal is required.Back to Resource InformationDIRECTIONS TO THE HOTELFrom RDU International Airport:Directions: I-40 E, take exit 289-Wade Ave. From Wade Ave, take exit for Edwards Mill Rd. Turnleft at end of exit ramp. Stay straight on Edwards Mill for 4.5 miles. Hotel is on right after crossingGlenwood Ave (opposite Circuit City).www.raleighcrabtree.embassysuites.comBack to Resource InformationDOCTORS ON CALLUrgent Care Facilities:NextCare6801 Pleasant Pines Drive919-788-0099Accent Urgent Care2406 Blue Ridge Rd, Ste 190919-789-4322Rex Hospital4420 Lake Boone Trail919-783-3100Back to Resource InformationDRUG STORESRite Aid5631 Creedmoor Road919-782-7330CVS6840 Glenwood Ave.919-781-860418

Walgreens6901 Glenwood Ave.919-420-7737Back to Resource InformationDRY-CLEANING – SEE LAUNDRY/VALETGuest self service laundry facilities are available on the 9th floor of the hotel. Same daydry cleaning service is available Monday-Friday. Garments should be brought to thefront desk by 8:30 a.m. and will be delivered to your suite between 6:00-8:00 p.m. thesame evening. Garments dropped off after 8:30 a.m. will be returned the following daybetween 6:00-8:00 p.m.Please note that there is no service on the following Holidays: Memorial Day, July 4,Labor Day, Thanksgiving, Christmas and New Year’s.Back to Resource InformationeEVENTSHilton Family’s online booking channel for small groups and meetings.Back to Resource InformationELECTRICALThe Engineering Department provides assistance with all your mechanical and electricalneeds. Please contact your Catering/Event Manager if you require an electrical servicesrequest form to secure additional power and/or labor services. All requests for powerrequirements are to be communicate

Embassy Suites Raleigh- Crabtree Hotel in North Carolina! Our newly-renovated all-suite hotel is centrally located in the heart of Raleigh at Crabtree Valley, often considered shopping central. Our hotel is near many Raleigh NC attractions, making us the premier destination fo