R2008-74 AUTHORIZING AGREEMENT DECATUR CONFERENCE CENTER AND HOTEL

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function. If additional requests are made within 24 hours,these will be added to your original guarantee,not substituted. A minimum$3.00 per person surcharge will be added to all meal functions requested outside the minimum or maximum service requirements noted in the banquet menus. Guarantees: The Hotel will confirm all food and beverage prices no later than 30 days before the first meeting date. , The Group shall confirm all menu arrangements(Banquet Event Orders)in writing no later than 30 days before the first meeting date. If such confirmation is not received by that date,the Group's requested menu selections may not be available. The Group agrees to give initial guest counts for meal functions one week prior to the first meeting I date.A guaranteed number is required for the number of ersons attendin our function b noon three workin P gY Y g da s rior to the fir y p st funchon date. This number will be considered a guaranteed number of guests,not subject to reduction. If no guarantee is received the original expected number of guests will be considered the guarantee. If attendance is less than 100%of the guaranteed number of Guests,the Group shall nonetheless be liable for food and beverage charges for 100%of the guaranteed number and will be charged for the guaranteed number or the number of guests in attendance, whichever is greater. We prepare for up to 5%over the guarantee for groups under 600 or 3%for groups over 600. If attendance exceeds the number guaranteed,the Hotel will make every reasonable attempt to accommodate the additional Guests,the costs of which shall be borne by the Group. Packages and Shipping: It is advised to call you Sales Representative prior to shipping.In the event you will be shipping materials to the hotel prior to your event,please label the packages with your Sales Representative's name, your name,and the name and date of your meeting. Advise your Sales Representative of the shipper's name and arrival date. Materials shipped and received prior to 72 hours of your event may incur storage charges. Cartage fees will apply for large package shipments and for any package shipments over ten pieces. Limited space is available for secured storage. Return shipment of packages is the responsibility of the Guest and must be arranged through your Sales Representative. Appropriate charges will apply. Audio-Visual Equipment: In order to better serve our customers,the Decatur Conference Center and Hotel has contracted with an outside audio/visual contractor to provide any audio/visual equipment needs in our meeting and banquet rooms. Our contract with the outside contractor will provide each meal function with one(1) complimentary standard microphone. PLEASE NOTE: Although we do encourage you to use the services of our outside contractor,you may use your own microphone and sound system or another outside contractor. However,if you do choose to furnish your own audio/visual equipment, it may not be plugged into the hotel sound system due to the sensitivity and the possible damage involved when crossing two systems unless you pay a$50 service charge and sign a waiver assuming responsibility for any damages that might be incurred. If any additional audio-visual equipment is required for the Meeting,the Hotel will,upon request, assist the Group in arranging for such equipment from outside vendors. Payments for any such additional equipment shall be the Group's sole responsibility. Should anangements for outside AV equipment be made to be used inside the 72 hour guarantee required,a service charge(Minimum of$50.00)will apply.A 19%Service Charge will be applied to all audio visual charges. Signs Decorations and Advertising:The Decatur Conference Center and Hotel does not pernut the affixing of anything to the walls,floors,or ceilings of the function rooms with nails, staples,tape or any other substance. The hotel will hang a maximum of two banners at no charge. Additional banners will be hung at a charge of$15 per banner. For planning purposes the group shall provide to the hotel copies of all mailings and other publicity when such materials are published. Management must approve any advertisement or sign listing the name,location, or phone number of the Decatur Conference Center and Hotel. All signs and decorations must be of professional quality and have management approval through your Sales Representative. Confetti style decorations,glitter, rice,feathers or any other items that require extensive clean up are prohibited: A minimum$1001abor fee will apply for excessive refuse and clean up. Security: The hotel employs a security staff 24 hours a day and requires security officers for certain events. Your Sales Representative will inform you of all security needs and can arrange for your special needs. Only hotel- approved security officers may be used and are available at a rate of$25.00 per hour. Accommodations for Persons with Disabilities: As required by the Americans with Disabilities Act,the Hotel has a limited supply of guest rooms that are accessible to,and assistance equipment and aids for,persons with 3