(this is the copy of the letter I received from Holiday Inn)
Thank you for your continued patronage of Holiday Inn Midtown – 57th Street. We are currently holding the following sleeping room arrangements for arrivals Thursday May 13, 2010 and departures on Sunday May 16, 2010 on a tentative basis, pending receipt of a signed copy of this agreement:
SLEEPING ROOMS 2010GROUP CODE: XWC
INDIVIDUAL ARRIVALS & DEPARTURES
$15.00 each additional guest. To the rates ADD 14.25% State tax and $3.50 Occupancy tax. Taxes are subject to change. Rates and taxes are per room, per night. Rates are based on existing bedding. Rollaway beds are $15.00 each per night, plus taxes, limited to one per room and subject to availability. Maximum number of persons allowed to occupy a room is four. This is to include adults and children of any age.
RESERVATION PROCEDURE CUT OFF DATE: The above block of rooms is set aside and guaranteed to your participants until April 23, 2010. Specific room types are on a run-of-the-house availability basis. It is understood that your participants will call the Hotel reservations department directly at 212.581.8100 or 800.231.0405 to secure their reservations. In order to receive the group rate, all callers must identify themselves as participants of the Watch Collectors group code TBA Later. All reservations must be secured by a credit card or one night’s prepayment at the time of booking. Credit Cards taken for reservations are only for guarantee of the reservation and credit card numbers for guarantee are not valid for payment unless the valid card holder presents said card at registration. After the cut-off date, any rooms remaining in the block will be released for general sale. Reservations made beyond this date, will be subject to space and rate availability.
METHOD OF PAYMENT: All reservations must be secured by a credit card or check at the time of booking. Credit cards are only for purpose of guarantee for the reservation and credit cards for guarantee are not valid for payment unless the valid card holder presents said card at registration.
May 13-16, 2010
It is understood that all persons will be responsible for his or her payment of Hotel accommodations and incidental charges. Be advised that the Hotel accepts MasterCard, JCB, Discover, Visa, and American Express credit cards at registration. Checks of attendees are only accepted more than three weeks before arrival. To avoid "No Show" billing of first night’s room and taxes, cancellation must be made before 6pm on day of arrival. Disputes over cancellation will require cancellation number and date and time of cancellation.
For your participants to have access to out-going telephone, view our pay movies or to charge Hotel services to their room, they must make credit arrangements with the front desk (a credit card imprint or a cash deposit of $50.00 for each day of their stay). Guests must review their charges the day of check-out, and settle payment at the Front Desk.
PORTERAGE: Union agreements require that any group arriving with eight (8) people or more simultaneously, via the same shared means of transportation, is subject to a mandatory porterage charge of $6.48 per bag, round trip. This charge must be paid before registration. Porterage is subject to change without notice. "Round trip" indicates one move in and one move out by the Bellmen and Doormen.
CHECK IN/CHECK OUT TIMES: Our check-in time is 4:00PM and our check-out time is Noon. The Hotel cannot guarantee that rooms will be available should your group arrive prior to this designated check-in time. Naturally, we will make every attempt to accommodate your early arrival or late departure requests.
MATERIAL SHIPMENTS/DISTRIBUTION: Any materials needed to be shipped to Hotel for your meeting/event must be sure to include in the address: c/o Catering Department and shipped to our Receiving Area, 423 West 56th Street, NYC, NY 10019. This receiving area is open from 10:00am to 4:00pm Monday through Friday. Any materials which you wish to have distributed to your participants sleeping rooms are shipped to the same address above but marked c/o Front Desk Manager. There is a charge for distributing items to rooms and that is $1.00 (one dollar) per room or per person (which ever is higher) and must be prepaid prior to receipt of said items.
Thank you again for choosing Holiday Inn MIDTOWN- 57th Street. If these arrangements meet with your approval, please sign where indicated and return copy to my attention We look forward to welcoming your guests to the Holiday Inn MIDTOWN-57th Street and making your event a success.
Denise Mondrey - Brunson
Senior Sales Manager