Hotel_Attendance_Charge_Detail_(Rev1_15_14).pdf

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Requirement for managing/collecting

“HOTEL CONFERENCE ATTENDANCE CHARGE”

Described below the requirement for food, snacks, and beverages to be included separately with the room charge of attendees detailed as

“Hotel Conference Attendance Charge” and will be at the agreed “per attendee rate”.

The purpose of this requirement is to facilitate and ensure the participation of attendees by having the selected facility provide food and non alcoholic beverages during required meeting hours. All cost will be billed to the attendees as noted below.

The selected facility will collect a “Hotel Conference Attendance Charge,” from each attendee that represents a pro rata portion of food, snacks, and beverages. The “Hotel Conference Attendance Charge” will be comprised of the total food and non alcoholic beverage cost broken down on a per-person/per-day basis.

Conference Service Requirement

1) March 3rd Opening Assembly (time/location per Service Schedule below): The opening reception menu must include hot and cold snack for approximately 100 people. Snacks can be a combination of egg rolls, grilled peppers, crab cakes, coconut shrimp, buffalo wings, pot stickers, bruschetta, olives, ribs, chicken tenders, vegetables, or spring rolls, etc. Water, fountain drinks, iced tea, coffee, and hot tea should also be included.

2) Lunch (time/location per Service Schedule below): All lunches menus must be a hot buffet style lunch. A typical menu for a hot buffet style lunch should include any combination of a grilled or baked entree (beef, chicken, or fish), soup and salad, pasta, bread/rolls and butter, vegetables, rice, beans, and cheeses. Water, fountain drinks, iced tea, coffee, and hot tea should also be included. Served in locations noted in the requirement document.

3) Snack Breaks: All snack breaks must have an assortment of light finger foods to include fresh fruit, trail mix, an assortment of pastries, chips, pretzels, or a variation there of. Water, freshly brewed coffee with cream and sugar, and hot tea should also be included, with fountain drinks for afternoon breaks. Served in locations noted in the requirement document.

4) Dinner (time/location per Service Schedule below): The Summary Dinner menu must be a hot served or buffet style dinner for approximately 100 people. A typical menu for the hot buffet dinner should include a hot entree (beef, fish, chicken, etc), pasta, soup and salad, bread/rolls and butter, vegetables, and starches, etc. There must also be a choice of dessert.

Water, fountain drinks, iced tea, coffee, and hot tea should also be included.

Conference Service Schedule

All requirements listed above support the following agenda (broken down by items, rooms, and services per day):

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(** Note; some guests may check in on the 2nd; exact travel itineraries will be provided 72 hours prior to arrival.)

Monday March 3rd (majority of guests arrive):

• March 3rd Opening Assembly (7:00-9:00 PM) in location noted in the requirement document.

• Snacks and beverages. Water, fountain drinks, iced tea, coffee, and hot tea should also be included.

• A third party may request and pay for bar services in conjunction with this requirement.

Tuesday March 4th:

• Lunch served in a room capable of supporting 80 (12:00 - 1:00 PM) noted in the requirement document.

• Snack station(s) with coffee, tea, and water and small selection of finger foods at one/two central location(s) to the 7 meeting rooms noted in the requirement document; once at 10:30

– 10:40AM and once at 3:30 – 3:50PM.

Wednesday March 5th:

• Lunch served in a room capable of supporting 80 (12:00 - 1:00 PM) noted in the requirement document.

• Snack station(s) with coffee, tea, and water and small selection of finger foods at one location to the main conference room (11:10 – 11:20 AM) noted in the requirement document.

• Dinner/ball room to host served or buffet style meal for 100 guests (7:30 – 9:30 PM) noted in the requirement document.

• A third party may request and pay for bar services in conjunction with this requirement.