Sheraton Boston Hotel

39 Dalton Street
Boston, Massachusetts 02199
This is an Agreement between the Wedding Planners of the North East (WPNE) and
the Sheraton Boston Hotel.
Group WPNE Sally Lou May Co-Presidents Secretary at WPNE Philadelphia, PA
Phone: (555)-123-4567 ext. 89
Email: slmay@wpne.com
Hotel

Sheraton Boston, Donna Dean, Senior Sales Manager

Program:

WPNE 2016 Convention

Dates:

October 6, 2016-October 10, 2016

Section I. GUEST ROOMS

GUEST ROOM BLOCK & RATES
The Hotel agrees that it will provide a block of guest rooms at the confirmed rates
as follows:
Wed.
Thurs.
Fri. 10/7 Sat. 10/8 Sun.
Mon.
10/5
10/6
10/9
10/10
Rate
3
210
405
480
10
3
Rooms
Suite Rate
2
10
20
20
15
2
Total
5
220
425
500
25
5
Rooms
Per
Night
Room Rates:
Group: $200 Single / Double occupancy
Suite: $400 Single /Double occupancy
Approximate Total Cumulative Guestroom Total: 1,180
Room rates include complimentary guest room/ hotel lobby internet
access.
Promotional Rates
The Boston Sheraton will give advance notice to WPNE of any promotional rates
offered on the same dates as WPNEs room block and will not offer any group rates
lower than $200 during October 5-10, 2016.
Guest Room Commitment
The guest room commitment stated is based upon most recent histories and/or
agreed-upon growth rate. However, due to the uncertainty of the economic climate
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in November, 2015, the Sheraton Hotel Boston agrees to set up the review dates
listed below to review with the group and mutually decide to increase or reduce the
amount of guestrooms blocked for the October, 2016 event without WPNE incurring
any penalties:
April 4, 2016 = reduce/add guestrooms at negotiated group rate by 10%
August 31, 2016 = reduce/add guestrooms at negotiated group rate by 10%
At these times and upon mutual written agreement, the guestroom commitment
and meeting space may be modified by 10% each date. Any modification will not
affect either partys obligation under this agreement unless a written amendment to
this agreement is agreed upon by both parties.
The hotel requires 75% of the total rooms blocked, be actualized. The room block
count will be assessed at the conclusion of the conference and percentage of
performance will be determined at the time. If less than 75% of the room block was
actualized the group will be charged for the difference.
Complimentary Rooms
The Group will receive one (1) complimentary guest room night for every 25
occupied, revenue-producing guest room nights on a cumulative basis (total room
nights utilized dived by 25), including those convention attendee reservations made
outside the block. The Hotel will credit complimentary guess room nights to the
Groups Master Account.
In addition, the Hotel will provide two (2) complimentary sleeping rooms
for the WPNE staffarriving 10/6/16 and departing 10/10/16.
Reservation Method

Reservations may be made by individuals directly with the Hotel by call-ins,

reservation card or form, via the Internet, or other channels available to
groups.
Hotel agrees to send at no charge, confirmation of reservations and/or
reservation charges to the registered guests within seven days of receipt of
such information.
The room block and reservation procedure(s) will be loaded into the central
reservation systems of both the Hotel and, if applicable, the chain with which
Hotel is affiliated with ten days of either the execution of this Contract or the
determination of final rates, which is later.
Name changes to room reservation may be made prior to arrival at no
charge.

The room block will be coded and cross-referenced as the WPNE 2016
Convention.
The Boston Sheraton will create a complimentary customized reservation link that
will allow attendees to make their hotel reservations. This hotel reservation link can
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be linked to the convention website. Please advise the hotel when you will be
sending out convention registration materials to ensure time to create the website
and obtain approval from WPNE. Approximately 2-3 weeks prior to schedule mailing
date is recommended.
Guests will not be individual be responsible for payment of their own rooms and
taxes. The Group will pay the hotel from their reservation revenue which will be
connected to the Master account. Guests will be individually responsible for
incidental charges.

Room Cancellation Policy

Cancellations must be made prior to 6:00pm on the day of arrival. If the reservation
is no longer required and is not cancelled prior to this time, the reservation will be
released and charged a guaranteed no-show of one nights room and tax charges to
the credit card on file.
Check In/Check Out
The Hotels check in time is 3:00 PM and the check-out time is 11:00 AM. Early
check-in is based on availability. Luggage storage will be available for early arrival
or late departure. Any individuals needing late check outs must check with the
front desk for availability; some charges will apply. VIPs will be given priority for
early check-ins and late check-outs. The Hotel agrees to adequately staff the front
desk/bell station during high check-in and check-out periods.
Taxes
All rooms rates and other amounts due under this Agreement are quoted exclusive
of applicable occupancy taxes, currently 6% occupancy and 8% state local sales tax
for a total of 14%; these are subject to change and group will be charged current
applicable tax at time of check-in. As required by the Office of the Comptroller,
package plan rates must be promoted inclusive of the tax and it will be properly
credited as long as the attendee provides the appropriate tax-exempt form(s) along
with the reservation at check-in. WPNE is a tax-exempt organization and will
forward the tax exemption documentation accordingly with the directed bill
application to establish a Master Account.
Dishonored Reservations/Relocation
If Hotel is unable to provide a sleeping room to a Group attendee holding an
accepted and/or confirmed reservation, Hotel will, at its own expense, provide the
following to each attendee not accommodated at the Hotel:
a) Arrangements for accommodations at a comparable nearby hotel and
payment for every night that the attendee cannot be accommodated at the
original Hotel

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b) Two (2) complimentary five-minute long-distance phone calls to provide

notice to other of their relocation
c) Complimentary transportation (or the cost of transportation) between the
new hotel and the headquarters hotel until the guest can be accommodated
at the headquarters hotel
d) Priority reservations for the first available room at Hotel the next night
e) A letter of apology to the guest in which the Hotel accepts responsibility for
the overbooking situation and an in-room amenity upon return for his/her
inconvenience.
The Hotel will credit the Group for all room nights and room revenue from
dishonored reservation for purposes of calculating any material term of this
Contract such as room block performance.
Rooms outside the block
At the Groups request, Hotels in house guest list will be compared with Groups
registration list. Any guest room occupied by an individual on Groups registration
list, but not coded to Group within Hotels system, will be credited to the Groups
pickup, regardless of room rate or reservation method (including internet
distribution channels and government rates). Hotel may either compare the lists
along with a representative to do so independently. The Group agrees to maintain
the confidentiality of such list.
Reports
The Hotel will send a complete per-night room pick-up report of all registrants under
the conference block of rooms on a weekly basis beginning 12 weeks prior to the
event. The reports will be sent to the designee(s) of the Group. Other reports that
will be requested will include individual cancellation and daily-no show reports onsite, as well as information that will be required for our post-convention repost such
as the final single/double room ration, % of government rooms utilized, total value
of room nights and total value of food and beverage.
Section II. Group Credit
Payment Procedure/Credit
We understand that the billing requirements for both the attended
arranged as follows:
Group Responsible for
Room and Incidenta Group
Master Account to
Tax
ls
Function
include

Individuals Responsible
Room and Incidenta Group
for:
Tax
ls
Function

Master Account to paid

Direct bill Credit
Other
by
(upon
Card

arrival)

WPNE & Boston Sheraton for 2016

and WPNE will be

Other

Other

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The Hotel has supplied the Group with a credit application which must be returned
to the Hotel within in 30 days. The Hotel will notify the Group in writing within 15
business days of approval or rejection of credit.
All sponsored group functions shall be charged to the Master Account. Prior to
conference, the Group will determine a designee who will be the only person
authorized to approve expenditures. The Hotel will not post any charges without
this authorization. The Hotel will supply the Group with all charged incurred on daily
basis beginning the first day of the conference.
Only those charges to the Master Account having complete supporting
documentation (e.g., authorized guest room folios, if applicable, food and beverage
banquet checks, A/V equipment rental, Business Center charges) will be considered
valid. The Master Account will be paid by direct billing within 30 days of receipt of
final invoice for all costs not in dispute. Any item in dispute will be resolved
expediently, and then paid within 30 days of receipt of resolved invoice. Upon
resolution of any disputed charges, the Hotel shall re-bill such remaining charges to
the Group. Payment of these agreed upon charges shall be paid within thirty (30)
days of receipt of the Statement and no interest charges shall be assessed
providing payment is made within thirty (30) days. If payment is nor received thirty
(30) days after receipt of all final, revised invoices, finance charges not to exceed
one and one-half percent (1.5%) per month or the maximum allowed by law,
whichever is less, will be applied to the unpaid, undisputed balance, commencing
on the date of receipt.
Section III. Group Meeting Space
Convention Services Department
The Hotel agrees to assign a primary liaison person from the Convention Services
Department to this convention. This person will be responsive to the needs of the
convention and will assist in coordinating all aspects of the convention.
Meeting Room Rental
Based on the group agreeing to the minimum food and beverage revenue
commitment, we will waive the board room rental fees.
Section IV. Food & Beverage
Food & Beverage Service Charges
Food, beverage, and service charges will confirmed six months prior to the
convention, by Friday, February 12, 2016. Definite menu selections should be made
at least six weeks prior to the function.
Meal guarantees must be five to the Hotel five (5) working days prior to the
function. The Hotel will set and be prepared to serve five percent (5%) over the
guaranteed number. Guarantees may not be reduced after being confirmed and

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increases may be accepted upon availability. If no guarantee is providing, the

planned attendance figure wills serve as the guarantee. All food and beverage
functions are subject to a service charge.
The Hotel agrees that custom menus can be accommodated, and that all prices are
negotiable.
The Hotel recognizes the current budget of the Group and will
accommodate it by providing appropriate food and beverage selections with the
Groups budget. The Group recognizes the Hotel may be required to substitute
normal brands to make this accommodation, but will not compromise taste or
appearance of food and beverage.
The Hotel anticipates that the Group will guarantee approximately $1,000
(exclusive of service charge) in combined food and beverage revenue.
Food & Beverage Policies
Due to licensing requirements and quality control issues, all food and beverage to
be served on Hotel property must be supplied and prepared by the Hotel. Hotel
shall adhere to all federal and state laws regarding the sale and service of alcoholic
beverages.
Section V. Group Convention Needs
Guest Parking
The Hotel will provide free parking for all convention attendees.
Signs, Banners, and Displays
No signs, banners, or displays shall be erected or displayed in any part of the Hotel
without prior approval. It is further agreed that no sign, banner, or display shall be
affixed to any part of the Hotel. The Hotel will provide standing sign holders and
easels on an availability basis.
Security
Arrangements for security must be approved by the Convention Services Manager.
The Hotel may or require security guards at cost to the Group without the Groups
prior written approval. The Hotel does not provide 24 hour security services.
Section VI. Hotel Assistance to Group
Collective Bargaining
The Hotel is a non-union hotel.
Conflict of Interest
The Hotel agrees to notify the Group of the request of any group to be in house from
October 6-10, 2016 that may share common space with convention attendees. The

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Hotel will be sensitive to and consider the concerns of the Group prior to conforming
these groups if a conflict of interest may exist. The Group will submit a list of
groups that would be of concern to the program, if necessary.
Renovation
The Hotel has no plans to do renovations during the conference that would directly
impact the convention or comfort of its attendees. If the Hotel does decide to do
renovations during the convention and the guests are disturbed, the Hotel will
provide reasonable compensation of 10% of the Master Account(s) of the Group(s)
or guest(s) affected.
In the event that Hotel may be undergoing any construction or renovation during
the meeting dates that would affect the Groups room block of function space, the
Hotel shall promptly notify the Group, and the Group shall have the right to cancel
this Letter of Agreement without liability upon written notice to their Hotel if, in the
Groups reasonable judgement, such construction or renovation is likely to
unreasonably affect the use of the facilities or the quality of service to be provided
under this Letter of Agreement.
Insurance
The Hotel and the Group shall each obtain and maintain insurance in amounts
sufficient to provide coverage for any liabilities which may reasonably arise out of or
result from any activities conducted at the Hotel. Evidence of such insurance shall
be provided to the other party at the request of such party.
Section VI. Resolution of Contractual Issues

Arbitration/Dispute Resolution/Attorney Fees

Any controversy, claim, or dispute arising out of or relating to this Agreement, shall
at the option of the Hotel be settled through non-binding mediation or binding
arbitration conducted in accordance with the rule of the American Arbitration
Association or through an action brought in any court of competent jurisdiction in
the State in which the Hotel is located for trial and determination by such court
sitting without a jury, under the law of such State in either case. In connection with
any such litigation, including appellate proceedings, the prevailing party shall be
entitled to recover reasonable attorneys fees and costs.
In addition, Group shall be responsible for payment of reasonable attorneys fees
and interest associated with the Ho9tels effort to collect monies owed under the
terms of this Agreement, if deemed by arbitrator. The parties consent to the
exclusive jurisdiction of a court of competent jurisdiction in the State in which the
Hotel is located and to service of process outside the State in which the Hotel is
located pursuant to the applicable requirements of such court in nay matter so
submitted to it and THE PARTIES EACH EXPRESSLY WAIVE THE RIGHT TO A TRIAL BY
JURY. Any judgement or award rendered by the arbitration as referenced above may

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be entered in any court in the State in which the Hotel is located having jurisdiction
thereof or in any court having jurisdiction over the party against whom judgement is
sought to be enforced. Neither party shall under any circumstances be responsible
for indirect, consequential or punitive damages.
Charges Added After Contract Execution
Group and/or individual Group attendees will not be liable for any additional charges
such an energy surcharges, resort fees, or any other charges that are added to the
individual or Group guest room folio (charges) other than those specified in the
Contract unless Group agrees to such changes in wiring or unless such changes are
in the form of an additional tax, city ordinance or state or federal law.
Changes, Additions, Stipulations, or Lining Out
Any changes, additions, stipulations or deletions including corrective lining out by
either Hotel or the Group will not be considered agreed to or binding on the other
unless such modifications have been initiated or otherwise approved in writing by
the other.
Notice
Any cancellation or termination notice required or permitted by the terms of this
agreement should be made in writing. Notice must be delivered through one of the
following methods in order to be deemed given:
1) Certified Mail, return receipt requested
2) Registered Mail, return receipt requested
3) Overnight Delivery, with a signature signifying receipt
All notices must be addressed to the person named on the first page of this
agreement as that partys contact/representative. The notice shall be deemed
effective as of the date shown on the receipt signifying delivery of such notice to
the party to whom it is addressed.
Headings
The headings and numbers appearing in this agreement have been inserted as a
matter of convenience. If there is any conflict between the headings and numbers
and the text, the text will control.
Waiver
If one party agrees to waive its right to enforce any term of this agreement, it does
not waive its right to enforce such term or any or all other terms of this agreement
at any other time.
Section VIII. Termination of Contract
Rights of Termination for Cause

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Except as otherwise provided in the Agreement, neither party shall have the right to
terminate their obligations under this Agreement. This Agreement is, however,
subject to termination for cause without liability to either terminating party, under
any of the following conditions:
a. The parties performance under this Agreement is subject to acts of God, war,
fire, flood, inability to obtain supplies, curtailment of transportation,
government regulation or lack of government funding which curtails the
programs funded by and activities of this conference, terrorism, disaster,
labor dispute (including strikes, slow-downs, lock-outs), civil disorder,
curtailment of transportation facilities, a ruling in any case by the highest
court of the state in which the conference is taking place that the Group
determines to be negatively discriminatory to any individual or group on the
grounds of race, sex, national origin, religion, or sexual orientation, or other
similar causes beyond the control of the parties making it inadvisable, illegal
or impossible to hold the conference or provide the facility, or any other
emergency beyond the parties control, making it illegal or which materially
affects a partys ability to perform its obligations under this Agreement.
Either party may terminate this Agreement for any one or more of such other
reasons upon written notice to the other party with three (3) days of such
occurrence or receipt of notice of any of the above occurrences without
penalty.
b. In the event that either party shall make a voluntary or involuntary
assignment for the benefit of creditors or enter into bankruptcy proceedings,
become insolvent or subject to foreclosure, or take any other action for the
benefit of creditors or relief of debtors prior to the date of the Groups
meeting, the other party shall have the right to cancel this agreement
without liability upon written notice to the other.
c. The Hotel shall promptly notify the Group if there is a change in the
management company which operated the Hotel prior to the meeting, and
the Group shall have the right to terminate this Agreement without liability
upon written notice to the hotel.
d. The phrase without liability whenever used in this Agreement
shall be deemed to include a refund by the Hotel of all deposits and
prepayments made within sixty days of the notice of termination.
Cancellation by the Group
In the event that the Group cancels the Program, the Group acknowledges that the
Hotel may incur damages in the form of costs of attempting to resell the Room
Block and/or Function Space and possibly lost profits. The Hotel and Group agree
that it is difficult to calculate the amount of such damages that it is more likely that
the Hotel will incur damages if the Program is cancelled on short notice. The parties
desire to agree on a reasonable cancellation payment to be paid by the Group in the
event of a cancellation by the Group. If the Group cancels with the Hotel, the Group
shall pay a cancellation charge to the Hotel of $350.00 which reflects a 35% profit
margin on the $1,000 minimum food and beverage revenue committed. The total
cancellation charge to the Hotel will be based upon the following scale:

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Date of Cancellation

Cancellation Charge:
75% of Total Minimum Room Revenue (300 rooms x
$200= $60,000)

Date of signature to 365

days prior
From 364 days to 180 day
prior
From 179 days to 90 days
prior
From 89 days to 30 days
prior
From 29 days to 0 days
prior

& F&B Profit of $1,000.00).

$60,000.00 +$1,000.00 = $61,000.00
No cancellation charge
25% or $15,250.00
50% or $30,500.00
75% or $45,750.00
100% or $61,000.00

The cancellation charge will be considered liquidated damages, not a penalty, and
Group will only be charged for rooms that are not resold and remain available for
sale. Prior to the billing for the cancellation charge, Hotel must submit to the Group
a copy of the city ledger or daily occupancy report documenting that the rooms
were nor resold and were available for sale. If the Hotel is able to resell the guest
rooms and/or meeting space, this revenue will be credited to the Master Account
toward liquidated damages. The Group will not be responsible for any of the
canceled guest rooms that hotel is able to resell. Hotel agrees that after receipt of
the cancellation charge it will not seek additional cancellation damages.
If the Group is willing to reschedule the event within 25 months of the originally
scheduled date, by November 14, 2018. Of equal or greater value, the liquidated
charges received will be applied to the future event.
Cancellation by the Hotel
In the event that the Hotel cancels the Program, the Hotel acknowledges that the
Group will incur damages in the form of costs of attempting to relocate the event.
The Hotel and Group agree that it is difficult to calculate the amount of such
damages and that it is more likely that Group will incur significant damages if the
Program in cancelled on short notice. The parties desire to agree on a reasonable
cancellation payment to be paid to the Group in the event of a cancellation by the
Hotel. The Group believes its expenses and may include such expenses as loss of
local funding, costs associated with new site selection, printing of conference
materials, lost revenue of planning meetings.
The parties agree to the following fee for damages to the Group upon cancellation
of the Program by the Hotel:
If the Hotel cancels with the Group, the Hotel will pay the Group the following:
Date of Cancellation Prior to
Arrival
Date of signature to 365 days
prior

No cancellation charge

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From
prior
From
From
From

364 days to 180 days

$6,100.00

179 days to 90 days prior

89 days to 30 days prior
29 days to 0 days prior

$12,200.00
$18,300.00
$24,400.00

Payment is due within 30 days of the time of cancellation.

Section IX. Contract Acceptance
Addenda
If there are any terms and conditions contained in any attachment to this
agreement hereto which are inconsistent with the terms and conditions contained in
the body of this agreement, the terms and conditions of this agreement shall
prevail.
Option Date
Prior to execution by both parties, this document represents an offer by the Hotel.
Unless the Hotel otherwise notifies the Group at any time prior to the Groups
execution of this Agreement, the outlined format and dates will be held by the Hotel
for the Group on a first-option basis until Monday, November 7, 2015. The Hotel
and the Group have agreed to and have executed this Agreement by their
authorized representatives as of the dates indicated above.
Acceptance
This contract, with exhibits attached constitutes the entire agreement between the
parties and may not be amended or changed unless done so in writing signed by
Hotel and Group.
The undersigned represent that they are authorized to sign and enter into this
agreement.
If a fax transmittal is used by either party, then the fox copy shall serve as an
original until an actual original is executed and received by both parties.
Accepted and Agreed to:
By the Groups
Authorized Representative

WPNE & Boston Sheraton for 2016

By the Hotels
Authorized Representative

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Sally Lou May

Co-Presidents Secreatary at WPNE

Donna Dean
Senior Sales Manager at Boston Sheraton

Date: September 10, 2015

WPNE & Boston Sheraton for 2016

Date: September 10, 2015

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