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RESERVATIONS
For events with guestroom blocks, the meeting room may be reserved on a definite basis upon confirmation of your room block. Tentative reservations for meetings or catered events may be made up to six months prior to the event. Events with guestroom blocks take precedence. A credit card is required as a guarantee upon confirmation of the meeting.
BILLING AND DEPOSITS
Billing arrangements for all events must be made in accordance with Hotel policies. Our Accounting Department must authorize all requests for direct billing prior to the event. Upon booking a meeting facility, a credit card will be required to hold the meeting room. Should catering be required for your event, a deposit of 25% of the total estimated bill, or a minimum of $250 is required upon signing of the event policy agreement. An additional 25% at 90 days prior to the event, and an additional 25% thirty days out. Final payment is due in full 7days prior to the event. The following forms of payment are accepted: Cash, Credit Card and Certified Checks.
CANCELLATION
Once a contract is validated, for social events involving catering (weddings, reunions, showers, etc.) there is a three-day cancellation period at which time your deposit is refundable. Cancellation of any event must be made at least 160 days prior to the event in order to avoid forfeiture for the cost of food (if any) ordered for the event, deposit is lost at this time. In the event of cancellation within 30 days of the original event date, the deposit and any monies paid, shall
be non-refundable. Cancellation for a meeting facility only (no catering services) will require a seven day cancellation period.
FOOD
All food items must be supplied and prepared by the Hotel. Menu selections, room requirements and all other arrangements must be received three weeks prior to the function. These menus are suggested for your consideration, or if you prefer, our Sales Department will be pleased to custom design a menu to your desire.
BEVERAGE
The Hampton Inn Daytona Speedway, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the State of Florida Division of Alcoholic Beverages and Tobacco regulations. It is a policy, therefore, that all-alcoholic beverage must be supplied and served by the hotel. Alcoholic beverages may not be brought into the meeting facility from outside sources. The Hampton Inn Daytona Speedway strictly adheres to all state and federal laws pertaining to the sales and service of alcoholic beverages, including sales to minors and intoxicated persons.
GUARANTEES
Please notify the Sales Office by 12 Noon (3) days preceding your event with a guaranteed number of guests for expected attendance. The hotel will prepare and set up for 5% over this number. Guarantees for functions held on Sunday and Monday must be received by noon the preceding Thursday. Guarantees for functions held on Tuesday must be received by 12 Noon the preceding Friday. Should your guarantee not be received within the specified time, the approximate number initially submitted by you will then become the guarantee. Your guarantee is the minimum charge, or if there are meals served above the guarantee, this number will be charged.
SET-UP FEES
Function rooms are assigned according to the anticipated guaranteed number of guests. If there are fluctuations in the number of attendees, the hotel reserves the right to reassign the banquet function space accordingly. The hotel reserves the right to charge an additional set up fee for meetings with extraordinary set up requirements.
AUDIO-VISUAL EQUIPMENT
Audio-Visual equipment is available upon request at an additional charge.
LIABILITY
The Hampton Inn Daytona Speedway reserves the right to inspect and control all private functions. Liability for damage to the premises will be charged accordingly. The Hotel cannot assume responsibility for personal property and equipment brought into the meeting facilities.
SERVICE CHARGE AND TAX
In addition to the charges set forth elsewhere in this Agreement, the patron agrees to pay separately any and all federal, state, municipal or area taxes imposed on or applicable to the Event of the Agreement. Service charges equal to (20%) twenty percent of the charge to patron hereunder for food and beverages will be added to the account. In addition a 6.5% state sales tax will be added for Food, Audio-Visual and Room Rental Charges and a 7.09% sales tax for Beverage Charges. In the State of Florida, the service charge is taxable. Should your group or Association have tax-exempt status, the hotel requires a copy of your Florida State Department of Revenue Tax Exemption form 7 days prior to your event, before we can deduct tax from your function.
PROPERTY PROTECTION
Nothing may be nailed, tacked, taped or otherwise attached to the wall, doors, pillars, furniture or any other part of the building. The Meeting Planner or Function Contact will be held liable for any damage incurred by himself, his agents or guests.
LABOR FEES
All displays or banners proposed by the client are subject to prior approval by Hampton Management for each event date. In addition, a $2.00 per package fee will be charged for boxes shipped to the hotel, handled and delivered by hotel staff. For large crates and boxes over 15 pounds, additional fees may apply. These charges will be added to the group’s master account.
EXCUSED NON-PERFORMANCE
The Hampton Inn Daytona Speedway shall be excused from performing any obligations under this agreement if such performance is presented, delayed or hindered by an act of God, fire, flood or explosion, strikes, labor disputes and including, but not limited to, inability to procure labor, equipment materials, or surplus, or any other causes beyond Hampton Inn Daytona Speedway’s reasonable control. If food or services originally specified cannot be furnished for any reason due to such circumstances, the Hampton Inn Daytona Speedway has sole discretion to substitute other food, and services may be substituted at prices ordinarily charged for them, but not in excess of the prices originally agreed upon.
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