Meeting & Event Resource GuideOur goal is to be the Best to Do Business With. There are various stages when weinteract with you, the customer. They are: solicitation and marketing, sales and booking,pre-planning, on-site and post-event. Through each of these stages, we focus on thefollowing touch points: creativity, consistency, communication, flexibility and image.To aid you in the planning process, we have compiled the following hotel information. Itis a pleasure to assist you with coordinating the many details that are necessary formaking the perfect meeting, convention or event a success. Please note that all pricing issubject to change.We look forward to supporting you in planning a successful event.Hilton New York1335 Avenue of the AmericasNew York, NY 10019www.Hilton.com
Table of ContentsGeneral Information Hotel OverviewResource Information Hotel specifics listed alphabeticallyForms Credit Card Authorization Credit Application Exhibit Booth Menu Gourmet Boxed Luncheons Exhibitor Booth Hospitality Order Form Internet/Phone Form Cleaning Services Request Form List of Official Vendors Production & AV RegulationsFor all other forms, please contact your Catering/Events Manager.
GENERAL INFORMATIONThe Hilton New York is a sophisticated hotel conveniently located in the midst of business andmedia centers in New York City, at West 53rd Street and Avenue of the Americas (SixthAvenue).Hilton New York hotel guestrooms are spacious and stylish with a comfortable work area, highspeed internet access (wired and wireless), multiple-line phones, voicemail and data port, alarmclock radio with MP3 connection and complimentary newspaper Monday through Friday.Luxurious marble baths and hair dryers are also provided.The Hilton New York hotel restaurants are New York Marketplace and the Etrusca Ristorante fora delightful fusion of Italian and American cuisine. For signature cocktails and lighter fare, enjoyBridges and the Lobby Lounge. Our Atrium Fitness Center has 8,000 square feet dedicated tohealth and wellness.The Hilton New York is just moments from such famous landmarks as Radio City Music Hall,Museum of Modern Art (MOMA), Fifth Avenue shopping, Central Park, Rockefeller Center,Carnegie Hall, Lincoln Center, Broadway and Times Square. The Hilton New York hotel.forwell-appointed guestrooms and impeccable service.And, did you know that the Hilton New York hotel now provides guests with the opportunity tocheck themselves in or out via self-service, easy to use touch-screen kiosk terminals? Thesekiosks are located in the main lobby of the Hilton New York hotel and will provide you with analternative to the traditional front desk registration experience. Available from 7:00AM 10:30PM, the kiosks may be used for to check in or check-out, or as a private check-in solutionfor large groups. We know your time is valuable - try our kiosks upon your departure or at thebeginning of your next stay at the Hilton hotel - and never wait in line again!
RESOURCE INFORMATIONAdvertising OpportunitiesAffiliatesAirline InformationAmenitiesAmericans with Disabilities Act (ADA)Audio/VisualAutomated Teller MachinesBaby-Sitting ServicesBalloonsBanksBanquet Beverage SelectionBanquet EquipmentBanquet Menu SelectionBanquet Terms and ConditionsBell ServicesBillingBox LunchesBusiness CenterBus/Bus CompaniesCar Rental AgenciesCash Paid OutsCash Paying GuestsCelebrity/ Dignitary VisitsChanging Facilities/Day UseCheck Cashing PrivilegesCheck-In and CheckoutCoat Check ServicesCoffee MakerCommunity OutreachConciergeConvention CenterCorkageCredit CardsCredit PolicyCurrency ExchangeDance FloorDecorationsDestination Management Companies (DMC)DepositsDiagramsDietary RequirementsDirections to the HotelDoctors on CallDressing/Green Rooms
Drug StoresDry CleaningeEventsElectricalElevatorsEmergency ProceduresEntertainmentEnvironmental CommitmentExecutive Meeting PackagesExhibitsFax MachinesFax NumbersFire CodesFitness CenterFlagsFloral/FloristFood DonationsFreight ElevatorGeneral ManagerGift IdeasGratuitiesGroup Reservations Identification Program (GRIP)Group Check-In, Arrival and DeparturesGuest List ManagerGuest RoomsGuest Room DeliveriesGuest Service HotlineHospitality DesksHospitality Suites FunctionsHotel Facts/HistoryHotel MapHousekeepingIn Conjunction With (ICW’s)IndemnificationIn-Room DiningInterpretation/Translation ServicesInternet ServicesKey CardsKey Hotel ContactsKiosksKosherLaborLimousine ServicesLinen SelectionLiquor LawsLoad-In/Load Outs (Production, Decor, & Staging)5
Loading DockLocal InformationLost and FoundLuggage StorageManager on Duty (MOD)Mail ServicesMassage TherapyMaster AccountsMedical Facilities/ServicesMeeting Room CapacitiesMeeting Room DeliveriesMeeting Room RentalMeeting Room Set StandardMusic/MusiciansOffice Equipment/SuppliesPackage RoomParkingPersonalized On-Line Group Page (POG)Pets (policies)PianosPost-Convention MeetingPost Event ReportPosting of EventsPre-Convention MeetingPrinting ServicesProduction GuidelinesProduction Crew MealsPublic istration AssistanceReservations (RAPID!)Restaurants/LoungesRestaurant sRooming Codes/Rooming ListsSafes/Safety Deposit BoxesSecurityShipping and ReceivingShoe ShineShoppingSignage/BannersSite Inspection/Pre-planning6
SmokingSound SystemSpaSpecial Meal lephones/TelecommunicationsTheme PartiesTours/SightseeingTrash RemovalTuxedo/FormalwearVoice MailWeatherWheelchairsWired PaymentWorship ServicesZip-Out Checkout7
ADVERTISING OPPORTUNITIESThe hotel offers groups and their affiliate’s opportunities to sponsor/advertise during the specified datesof the meeting/exhibit. Your Event manager will provide detailed information and can discuss otherideas not listed below: Logo products, e.g., keycards, cocktail napkins, to go lunch boxes, etc.Elevator ChannelVideo ChannelPlasma ScreensBanners/SignageBack to Resource InformationAFFILIATESGroups meeting in conjunction with a conference, but not part of the official convention program whorequire meeting space will work directly with our Event Services Department. All meeting space, ifavailable, will be at the hotel’s normal prevailing room rental rates and will be subject to the hotel’sstandard contract terms and conditions.A listing of all affiliates should be sent to the hotel no later than 90 days prior to the actual event, so thatthey can be individually contacted by the Catering/Event Services Department to set up food, beverageand billing arrangements.Back to Resource InformationAIRLINE INFORMATIONAirlineAero MexicoAir CanadaAir FranceAir IndiaAir JamaicaAir New ZealandAir TranAlaska AirlinesAll Nippon AirwaysAmerican AirlinesAmerica West AirlinesAustrian AirlinesBritish AirwaysContinental AirlinesDeltaFrontierJapan AirlinesJet BlueKLM Royal Dutch AirlinesKorean 31-800-538-25831-800-447-47471-800-438-5000
LufthansaMidwest AirlinesNorthwest (Domestic)Northwest (International)QantasSingapore AirlinesSouthwest AirlinesUnited AirlinesUS AirVarigVirgin 800-862-8621Airport InformationThe nearest airports are:LaGuardia Airport located 15 miles, approximately 45 minutes – 1 hour from the Hilton New YorkNewark Airport located 15 miles, approximately 1 hour(s) from the Hilton New YorkJohn F. Kennedy Airport located 25 miles, approximately 1 hour(s) from the Hilton New YorkYou may hire a car or take the Greyline Shuttle Busses to/ from LaGuardia, Newark, and KennedyAirport.Back to Resource InformationAMENITIESThe Room Service department is happy to service your group gift and amenity needs. Please ask yourCatering/Event Manager for a Copy of our new Amenity Catalog.All amenity pricing excludes state sales tax, gratuity, and delivery fee. Room service gratuity iscurrently 8.753%. For a standard delivery, the fee is 3.00.*Taxes, Gratuities, and Delivery fees are subject to change.Back to Resource InformationAMERICANS WITH DISABILITIES (ADA)The Hotel represents that the Hotel facilities being rented or reserved by you including guest rooms,common areas and transportation services are, and will be, in substantial compliance with applicablepublic accommodation obligations under the Americans with Disabilities Act. You agree that one weekin advance of your event; you will furnish to us a list of any auxiliary aids needed by your attendees inmeeting or function space. You agree that you will be responsible for the procurement and payment ofall charges for any and all auxiliary aids. We will, upon your request, furnish you with the names ofbusinesses you can contact to obtain these aids. You also agree to be responsible for compliance withthe ADA in the set up and conduct of meetings for your event.Back to Resource Information9
AUDIO/VISUALPresentation Services, our audiovisual company, brings many years of experience in the field of audiovisual to your meeting at the Hilton New York. Patrick Faw may be reached by dialing 212.261.5795 orby email [email protected] to Resource InformationAUTOMATED TELLER MACHINESThere is an ATM conveniently located Lobby level across from the parking cashier, and on the LobbyLevel next to the luggage check.There are also ATM locations in New York at all major bank locations (For specific locations please seeBank section below)Back to Resource InformationBABY-SITTING SERVICESPlease check with the Concierge for Baby Sitting ServicesBack to Resource InformationBALLOONSThere is a clean up fee for the use of helium balloons. All helium tanks must be in an approved safetystand or cart. There must be prior written approval for the use of all displays and/or decorationsproposed by guest.Balloon Bouquets43rd Between 9th and 10th AvenueNew York, NY212.265.5252Hot air balloon rides can be arranged throughFirefly Innovations 718-868-1000Garden State Balloons 908-439-3320Back to Resource InformationBANKSBank of America 25 W. 51st Street, 212.586.0830Bank of New York 51 W. 51st street, 212.408.4348Chase 1370 Avenue of the Americas (6th Ave) 212.262.2422Citibank 640 5th Avenue, 212.541.8650Commerce Bank 1350 Avenue of the Americas, 212.918.4100Deutche Bank 1325 Avenue of the Americas (6th Ave) 212.246.8732First Republic 645 5th Avenue, 212.355.1076HSBC 666 5th AvenueNorth Fork Bank 101W. 57th Street, 212.956.207510
Sun Trust Bank 711 5th Avenue #16, 212.583.2600Wachovia 1345 Avenue of the Americas, 212.424.2400Washington Mutual 1379 6th Avenue, 212.586.2810Wells Fargo Bank 40 W. 57th Street, 212.265.1039Back to Resource InformationBANQUET BEVERAGE SELECTIONThe Hilton New York offers a choice of standard and premium beverages on banquet bars. Thefollowing is a list of beverages currently offered by our beverage department for banquets. As theavailability of some of the items vary, this list may or may not be complete and is subject to change.Specialty items are available upon request.Deluxe Brands Vodka: Svedka, Finlandia Gin: Beefeater Bourbon/Whisky: Jim Bean, Canadian ClubScotch: Johnnie Walker Red, Dewar’s Rum: Bacardi Silver Tequila: Sauza Gold Brandy: KorbelWines: Beringer Tunnel of Elms Cabernet and Chardonnay, Glass Mountain Merlot Beers: Budweiser,Miller Light, Sam Adams, HeinekenPremium Brands Vodka: Ketel One, Finlandia Gin: Bombay Sapphire Bourbon/Whisky: JackDaniels, Canadian Club Scotch: Johnnie Walker Black, Chivas Regal Rum: Bacardi Silver Tequila:Jose Cuervo Gold Brandy: Korbel Wines: Penfolds Rawson Retreat Cabernet and Chardonnay,Beringer Founders Estate Merlot Beers: Budweiser, Amstel Light, Sam Adams, HeinekenCordials Amaretto Di Saronno, Bailey’s Irish Cream, Kahlua, Sambuca Romana, Martell VS,Drambuie, Grand Marnier, Remy Martin VSOPBeer Domestic: Budweiser, Miller Lite, Bud Lite, O’ Douls Imported: Heineken, Bass, Foster’s,Corona, Amstel Lite, Sam AdamsWine Please refer to current wine list in menuNon-Alcoholic Beverages Premium Assorted Soft Drinks: Starbuck’s Frappuccino, Arizona IcedTea, Assorted Snapples, Stewart’s Brand Soda, red Bull. Airforce Nutrisoda: Wild Berry Citron,Mandarin Mint, Mango Peach, Black Cherry Apple, Tangerine Lime, Pomegranate Blackberry, PinkGrapefruit Guava. Standard Assorted Soft Drinks: Coke, Diet Coke, Sprite, Dr. Pepper, andMountain Dew. Mineral Water, Bottled Fruit JuicesSake Gekkeikan Gold, Gekkeikan HaikuMartini Bar Classic Martini, Apple, Strawberry, Cosmopolitan, Chocolate, Sake Martini, French,CassiniAll banquet bars serve wines by the glass, domestic and imported beers, soft drinks, juices, mineralwater, and non-alcoholic beers and wines (with the exception of the Martini Bar). Blended drinks andchampagne by the glass are available upon request.Back to Resource Information11
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 or has very limited inventory of the following items:High Boy TablesTable Skirting*List is subject to change.For 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 30 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 BANQUET TERMS AND CONDITIONS1.ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: The function space assignedindicates the space is tentatively being held and will be held on a definite basis upon signing of theBanquet Event Order (“BEO”). The terms and conditions of any group sales or catering sales agreementpreviously signed regarding this event remain in force and the BEO is intended to provide specificfunction/event information in support of the original agreement. If for any reason the function spacereserved is not available for your event, you agree that we may substitute space of appropriate size andcomparable quality for your event. If you plan to print or publish the assigned space, please contact usfirst to confirm the room assignment.2.GUARANTEE OF ANTICIPATED REVENUE: At least 72 hours (3 business days) beforeyour event, you must inform us, in writing, of the exact number of people who will attend your event.The arrangements set forth on the reserve side of your BEO will serve as the final arrangements for yourevent. The services, products, fees, etc. as noted will be provided at the time of your event and you willbe charged based on the event guarantee that you give us or the number of people indicated at the timeyou signed the sales agreement or the BEO, whichever is greater. We will not undertake to serve morethan 3% more than this guaranteed minimum.3.LABOR CHARGE: If the guaranteed number for your event is less than 20 persons, we willadd a 200 labor charge to your account. This will be used to cover our costs of the event and will notbe distributed as a service charge or gratuity to our employees working at your event.4.OVERTIME: You agree to begin your event promptly at the scheduled start time and agree tohave your guests, invitees and other persons vacate the designated event space at the end time indicated12
on the final BEO. You further agree to reimburse us for any overtime wage payments or other expenseincurred by us because of your failure to comply with these regulations.5.GRATUITY & SERVICE CHARGE: 18% of the food and beverage total plus applicable stateor local tax will be added to your account as a gratuity and fully distributed to servers, and whereapplicable, bussers and/or bartenders assigned to the Event. 3% of the food and beverage total, plus anyapplicable state or local tax, will be added to your account as a service charge. This service charge is nota gratuity and is the property of the Hotel to cover discretionary costs of the Event.6.PRICE INCREASES: There may be increases in prices due to unforeseen changes in marketconditions at the time of your event. We will communicate these increases to you in advance. We willrequire written confirmation that you agree to pay these increased prices. Alternatively, we, at ouroption, may in such event make reasonable substitutions in menus and you agree to accept suchsubstitutions.7.SET UP CHARGES. Should extensive meeting room set-ups or elaborate staging be required,there will be a set-up charge to cover Hotel costs and additional labor. If equipment is necessary thatexceeds Hotel’s inventory, then you agree to pay for the cost of renting this additional equipment. Youagree to indemnify us for any damage caused to any Hotel property as a result of drayage related to yourevent, whether caused by you, your agents, employees, or contractors.8.OUTSIDE FOOD AND BEVERAGE: Due to state law, you may not bring into the Hotelalcoholic beverages. You must obtain prior approval from us before you bring in any food or nonalcoholic beverages from outside sources. A Hold Harmless Agreement and Liability Insurance arerequired if food or beverage products not purchased and served by Hotel staff are brought in forconsumption by your guests. Service fees will apply to any outside food or beverage served in ourfunction space regardless if Hotel labor is required.9.AUXILIARY AIDS: The Hotel facilities being rented for you including guest rooms, commonareas and transportation services will be in compliance with our public accommodation requirementsunder the Americans with Disabilities Act. You agree that you will furnish to us a list of any auxiliaryaids needed by your attendees in meeting or function space at least two weeks prior to your event. Youagree to pay all charges associated with the provision of such aids by the Hotel.10.PROMOTIONAL CONSIDERATIONS: We have the right to review and approve anyadvertisements or promotional materials in connection with your function which specifically referencethe Hilton name or logo. Hilton does not offer or accept any terms or conditions which providecommissions, rebates, HHonors points or other forms of compensation related to revenue for food,beverage, room or equipment rental.11.CANCELLATION: You may cancel this Agreement only upon giving written notice to us.The parties agree and understand that in the event of a cancellation, our actual damages would bedifficult to determine. Therefore, you agree to pay the liquidated damages outlined in your salesagreement, if any, or the guarantee amount as set forth in paragraph 2, whichever is greater. As productsand services must be purchased and scheduled in advance, notification seven (7) business days or lessbefore the event will require all charges (including labor and service fees, rentals and applicable taxes)for the final guarantee or contracted number of guests will be charged. Additional damages may beowed for cancellation of your sleeping room contract.12.CONDUCT OF EVENT: Group agrees to comply with all applicable federal, state and locallaws including health and safety codes and federal anti-terrorism laws and regulations includingcompliance with the provisions of 29 CFR part 470, and our rules, copies of whi
Catering/Event Manager for a Copy of our new Amenity Catalog. All amenity pricing excludes state sales tax, gratuity, and delivery fee. Room service gratuity is currently 8.753%. For a standard delivery, the fee is 3.00. *Taxes, Gratuities, and Delivery fees are subject to change. Back