Download the PTC'12 Suite and Converted Guest Room Agreement

Pacific Telecommunications CouncilPTC’12 Suite/Converted Guest Room AgreementBelow is a summary of the minimum spending requirements needed to reserve a hotel suite orconverted guest room at the Hilton Hawaiian Village Beach Resort & Spa during PTC’12 (15 - 18January 2012). Please read this agreement carefully.1. Hotel SuiteTo be eligible to reserve a hotel suite for hospitality, office, or meeting purposes, you are required tospend a minimum amount on one or more of the Eligible PTC items listed in #4 below.The applicable minimum spending requirement depends on the type of suite rented. To avoid anyconfusion, please be sure to re-confirm the suite type with the Hilton once your room number isassigned.Minimum Spending RequirementType of Suite: PTC Member Non-MemberParlor only US$3,000 US$4,500Parlor plus one bedroom US$4,000 US$5,500Parlor plus two bedrooms US$5,000 US$6,500Note: This minimum spend requirement must be met for each reserved suite and is in addition tothe rates charged by the Hilton. Suites in the Ali’i tower are also subject to these spendingrequirements if used for meetings, even though conversions are not available.2. Converting a Standard Guest RoomTo be eligible to reserve a standard guest room in the hotel and to convert it for hospitality, office, ormeeting purposes, you are required to spend a minimum of US$2,000 (US$1,000 for PTC members)on one or more of the eligible PTC items listed in #4 below. This spending minimum must be met foreach reserved room to be converted and is in addition to the rates charged by the Hilton.3. Conversion DeadlinesPlease be aware that the Hilton’s fees for room/suite conversion will double if not ordered by 9December 2011.4. Eligible PTC ItemsEligible PTC items include: sponsorships, conference/networker/meeting system/one-dayregistrations, advertising, exhibit booths/conference cubicles, suite signage (i.e., kiosk or doorbanner), and meeting tables. (Ineligible items do not count toward the minimum spendingrequirement. These include: aloha shirts, reception tickets, meeting and function rooms, andmembership dues. All payments to the Hilton are also ineligible.)Note – if you wish to become a PTC’12 sponsor, please sign a sponsorship contract as soon aspossible, since sponsorships are very much in demand and availability is limited. Failure to obtain thesponsorship of your choice does not exempt you from the minimum spending requirement.5. Room and Suite RatesPTC has negotiated standard guest room and suite rates with the Hilton Hawaiian Village BeachResort & Spa, the official conference hotel of PTC’12. Negotiated hotel room/suite rates are availableonly to PTC’12 full conference/networker/one-day registered delegates, sponsors (Diamond,Platinum, and Gold), exhibitors, and cubicle renters (up to six (6) cubicle staff). The special room rateapplies only to one sleeping room per person. All non-registered persons are subject to a surchargeof US$25.00 per night.Pacific Telecommunications CouncilPTC’12 Suite / Converted Guest Room AgreementPage 1 of 2

(Note: this increased rate will supersede any lower rates confirmed by the Hilton.)6. Suite SignageKiosk directory listings and door banners will once again be available for purchase. Please indicatebelow whether you are interested, and we will follow up with the appropriate agreement forms.[ ] I am interested in kiosk and/or door banner signage. [ ] I am not interested in any signage.7. Furniture and Set-Up RequirementsPlease note PTC is not responsible for furniture and set-up requirements. Please work directly withthe Hilton for these arrangements.8. Payment GuaranteeAgreements/contracts for each of the selected eligible PTC items (listed in #4 above) must bereceived by PTC and paid in accordance with the deadlines stated on the individual contracts. If theminimum required spending amount per suite is not met by 16 December 2011, the balance will bepaid to PTC using the credit card information listed below:Credit card #: ___________________________ Visa/MasterCard/American ExpressExp. date: ____________________ Security code: ___________________Name on card: ________________________________________________Billing address: _______________________________________________Authorized signature: __________________________________________9. Exception to Minimum Spending RequirementA suite may be reserved for personal use without meeting PTC’s minimum spending requirement if itis agreed that the suite will not be used for business meetings or hospitality functions. This agreementwill be secured in writing via the Personal Usage Exemption form (available upon request).10. AgreementI have read and agree to the requirements listed above and am authorized to sign this agreement onbehalf of the company listed below.______________________________Signature______________________________Name (please print)______________________________Date______________________________Company Name_______________________________________________________________Company Address______________________________Contact Phone #______________________________E-MailPacific Telecommunications CouncilPTC’12 Suite / Converted Guest Room AgreementPage 2 of 2