Document Summary

This is a Group and Event Agreement dated August 1, 2025, between The Board of Regents of the University of Nebraska (Group Contact: Erin Bohling) and Embassy Suites by Hilton Madison Downtown (Hotel Contact: Alyssa Shaughnessy). The agreement covers accommodations and event services for the Huskers Softball event at the hotel located at 231 S. Pinckney Street, Madison, Wisconsin 53703.

The contract specifies room inventory of 30 guest rooms across two room types (1 King Bed 2 Room Suite and 2 Queen Beds 2 Room Suite) at $169.00 per room per night across three dates: Thursday, April 9, 2026 (9 rooms); Friday, April 10, 2026 (7 rooms); and Saturday, April 11, 2026 (16 rooms), generating $11,661.00 in sleeping room revenue. The total contracted revenue is $11,661.00 with complimentary meeting room rental (Hamilton Ballroom) for four scheduled activities/recreation sessions. Food and beverage pricing is to be determined at 90 days prior to the event. The agreement includes an attrition clause requiring 80% minimum room occupancy; if actual usage falls below this threshold, the University of Nebraska must pay liquidated damages equal to 80% of the revenue commitment minus actual revenue. Cancellation damages are tiered: 40% of contracted revenue if cancelled 90+ days prior, 60% if cancelled 30-89 days prior, and 80% if cancelled 29 days or less prior to arrival. All reservations require credit card guarantees, with a cutoff date of March 10, 2026, for final rooming lists and a 72-hour cancellation policy. The agreement includes complimentary amenities such as daily breakfast, evening reception, 24-hour fitness center and business center access, and complimentary Wi-Fi for one guest room. Additional charges apply for parking, setup fees, audio-visual equipment, and any modifications to agreed-upon services.