GATEWAY HOTEL.pdf

This is a hotel and conference services agreement dated November 17, 2025, between Gateway Hotel and Conference Center (located in Ames, Iowa) and the University of Nebraska Cross Country program, represented by Seth Dorsey, Deputy Athletic Director-CFO. The agreement governs the University of Nebraska Cross Country NCAA Midwest Championship scheduled for November 11-13, 2026. The contract is contingent upon execution and return by November 27, 2025, with provisions allowing the hotel to release function space if not executed by that deadline.

The contract specifies overnight guest room requirements of 30 total rooms (15 rooms on November 11, 2026, and 15 rooms on November 12, 2026) at $189.00 per room for both Double/Queen (DBQ) and Executive (EXKG) room types, with complimentary hot breakfast, meeting space, WiFi, and parking included. A late checkout fee of $30 per room applies after 3:00 PM. The agreement includes complimentary meeting space in the Harvest Room for three separate meetings (9 hours total) at no charge. Event catering is estimated at $0.00 in food and beverage costs with room rental at $0.00, subject to finalization through a Sales Coordinator. Additional charges apply for audio-visual equipment rental, with specific pricing for ceiling-mounted LCD projectors ($100-$300), wireless microphones ($60 each), and vendor display tables ($30-$45 per day). A 24% service charge is applied to all food, beverage, room rental, and audio-visual charges, with 7% sales tax on applicable items. The cut-off date for room block guarantees is October 28, 2026. The University of Nebraska Cross Country is financially liable for the guaranteed number of rooms (30), actual rooming list, or actual occupancy, whichever is greater. Cancellation penalties range from 25% of total value (181+ days prior) to 100% of total value (less than 31 days prior), with no penalty for cancellations more than one year in advance. Room rates are commissionable at 7% to Anthony Travel (IATA 15517445), with the commission not reflected in increased rates charged to the group.