Signed Courtesy Block Agreeement- The Office of Executive Inspector General Program - Club Quarters Hotel Chicago Central Loop.pdf

08/13/2025

Denita Davis, Administrative Accounting Assistant Office of Executive Inspector General Office of Executive Inspector General West Washington Street Chicago, Illinois 60602 312.814.0031 Denita.Davis@Illinois.gov

RE: OEIG All Staff Training

Dear Denita, Thank you for choosing Club Quarters Hotel Chicago Central Loop located at 111 West Adams Street Chicago, Illinois 60603, to host the OEIG All Staff Training for the dates of 10/14/2025 - 10/16/2025. Attached is the Contract outlining the specifications of your Event.

Please initial each page, sign and date the signature page, complete the secure credit card authorization link to guarantee the room block, and return to my attention with the first deposit by August 20 2025 in order to confirm these arrangements. If you have any questions regarding this Contract, please contact me directly.

Thank you again for selecting Club Quarters Hotel Chicago Central Loop. We are delighted to welcome your Event to our Hotel.

Best regards, Wilmer Moreno Membership Sales Manager

(312) 601- 3504 WMoreno@clubquarters.com

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Group Representative Initials: ______

Hotel Representative Initials: ______

HOTEL AGREEMENT

08/13/2025

Club Quarters Hotel Chicago Central Loop 111 West Adams Street Chicago, Illinois 60603

Hotel Telephone: +1 312-214-6400

This document, when signed by Shared Mutual Services, LLC with respect to the known hotel as Club Quarters Hotel Chicago Central Loop (“Hotel;” also referred to as “we” and “us”) and Office of Executive Inspector General (“Group;” also referred to as “you” and

“your”), shall constitute a binding agreement between Hotel and Group (the “Contract”).

EVENT NAME: OEIG All Staff Training

CONTACT, TITLE: Denita Davis, Administrative Accounting Assistant Office of Executive Inspector General

ADDRESS West Washington Street Chicago, Illinois 60602

TELEPHONE: 312.814.0031

EMAIL: Denita.Davis@Illinois.gov

DATES OF EVENT: 10/14/2025 - 10/16/2025

Once this Contract is signed and accepted, Hotel will remove from its inventory and consider sold to Group for Group's use room nights pursuant to the arrival and departure pattern and at the rates, set forth below. The Room Nights, Function Space and any ancillary services to be provided pursuant to this Contract are referred to collectively as the “Event”.

GUEST ROOM BLOCK/RATE/DESCRIPTIONS

Daily Room Block

Club Quarters Hotel Chicago Central Loop

Tue 10/14/2025 Wed 10/15/2025

Club Room Queen Bed 15 @ $230.00 14 @ $230.00

Total Room Nights: 29 Your contracted Group Rates will be honored for the dates in the above Guest Room Block based upon single/double occupancy.

Additional rooms will not be added automatically at the above Group Rate once the Guest Room Block is fully utilized or the Cut-Off date has passed. Once the Guest Room Block is fully utilized or the Cut-Off date, Monday, September 8, 2025, has passed, the Group Rate will be subject to currently available rates.

The maximum number of people per guest room is two (2) unless otherwise specified. The contracted rates are subject to applicable lodging, state and local taxes in effect at the time of check in, currently State Hotel Tax 11.9%, City Hotel Tax 4.5%, Hotel Accommodation Tax 1%, total hotel tax 17.4%. Current State Sales Tax, in Chicago, is 11.75%.

CUT OFF DATE AND METHOD OF RESERVATIONS

CUT OFF DATE: Thirty (30) days prior to Group’s arrival date or by Monday, September 8, 2025, all room nights which have not been reserved as described above will be deemed to be room nights which Group will not use and rooms will be returned to Hotel's general inventory. Reservation requests from Group’s attendees received less than thirty (30) days prior to Group’s arrival date or after Monday, September 15, 2025 will be accepted on a space available basis, at the rate available at that time. Should such requests be accepted, such room nights will be credited to Group’s block for purposes of any calculation of attrition owing to Hotel.

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METHOD OF RESERVATIONS – ROOMING LIST : In order to assign individuals to specific rooms, room reservations will be required.

A rooming list is required and must be provided to Hotel thirty (30) days prior to Group's arrival date or no later than Monday, September 8, 2025. This list should include attendee name, requested type of room, bed type (one or two), check-in and check-out dates and VIP status. Any requests for special room arrangements should be indicated on the rooming list.

CHECK-IN / CHECK-OUT (time zone of Hotel): Check-In time is 3:00 pm on arrival day and Check-Out time is 12:00 pm on departure day. Hotel would appreciate receiving flight arrival times for Group, if available. Any attendee wishing special consideration for late checkout should inquire at the front desk on the day of departure, as it is not guaranteed. Luggage storage for early arriving or late departing guests will be available on a complimentary basis.

ROOM BLOCK EXPECTATION: At this time, Hotel is holding 29 room nights for Group's use over the contracted dates, which will generate total revenues of $6,670.00 (“Room Night Revenue”).

All revenue figures are exclusive of applicable lodging, state and local taxes.

GUEST ROOM CHARGES

MASTER ACCOUNT: Only room and tax charges by the Group’s attendees will be applied to the Group's Master Account. In order to be able to access the other amenities and services of the Hotel, each attendee must present a valid credit card upon check-in, on which an amount of sufficient pre-authorization can be obtained to cover the anticipated use of incidental amenities and services, and Hotel requires each attendee’s home/business address and e-mail address. Should any attendee not settle his or her account in full upon departure, Group is responsible for those charges and those charges will be applied to the Master Account or to the credit card on file for guarantee.

INDIVIDUAL CANCELLATION:

INDIVIDUAL CANCELLATION: Individual cancellations 72 hours prior to arrival will be charged one night's room and tax and may result in attrition which will be calculated at the conclusion of the event and will be billed to the payment method on file for the reservation.

EARLY DEPARTURE: Group's attendees who check out prior to the scheduled check out date will be billed an early departure fee equivalent to one night’s room rate and applicable lodging, state and local taxes to the credit card on file or form of guarantee.

NO SHOWS: Group's attendees scheduled to arrive but who fail to (no show) will be billed for the first night’s room rate and applicable lodging, state and local taxes to the credit card on file or form of guarantee. Any remaining nights will be automatically cancelled and guest rooms will be subject to availability and rates at time of rebooking.

PAYMENT PROCEDURES

DIRECT BILL - MASTER ACCOUNT: The enclosed Direct Bill application must be completed and returned to Hotel along with the signed agreement so that Hotel may attempt to approve credit for the Event. While the Direct Bill application is in progress, Hotel will require a credit card authorization or deposit as guarantee until such time as the Direct Bill application has been approved. In the event Direct Bill is not approved, pre-payment of Group’s total estimated Master Account will be due prior to Group’s arrival. Failure to make the appropriate pre-payment on a timely basis will be considered a cancellation by Group and the cancellation provisions of this Contract shall apply.

A final bill will be mailed or emailed to Group within10 days of Group’s departure or cancellation. Payments for the master account can only be made by check or wire transfer; credit cards are not accepted. Group shall pay all Master Account charges within 10 days of the billing date. Any late payment will bear interest at the rate of 1.5% per month, compounded monthly, if permissible by law, otherwise the highest rate permissible by law. Should Hotel, in its sole discretion, deem collection action necessary in regard to outstanding balances hereunder, all costs associated with that collection action, including attorney’s fees, shall be posted to Group’s Master Account.

OUTSIDE CONTRACTORS: If Group finds it necessary to use outside services, vendors, companies, agencies or individuals hired by or on behalf of Group (“Contractors”) shall be subject to prior written approval of Hotel, fees may apply. Hotel reserves the right to advance approval of all specifications including electrical requirements, from all Contractors. Group’s contracts with its Contractors must specify that such Contractor and Group indemnify and hold Hotel, the owning entity of the hotel under this Contract, Club Quarters Management Company, LLC, Shared Operating Services, LLC, each of their direct and indirect affiliates, and each of their respective officers, directors, members, managers, partners, successors, assigns and agents harmless from any and all damages or liabilities which may arise by such Contractors and shall comply with the Hotels indemnification and insurance requirements then in effect prior to being granted access to the Hotel.

The use and occupancy of the facilities by the Contractor shall not disrupt other guests and members of the Hotel. All Contractors must comply with any requirements Hotel deems appropriate regarding use of Function Space, facilities and Hotel services and may require the use of Hotel technicians, billed at the prevailing rates, who will work with the Contractor and oversee the set-up, operation and breakdown of any equipment.

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SECURITY: Hotel will not assume responsibility for the damage or loss of any merchandise or articles left in the Hotel prior to, during or following the Event. Damage, loss or theft is the sole responsibility of the Group and their attendees..

HOTEL POLICIES: Group acknowledges that the trademarks, service marks and graphics branding the Hotel (the "Marks") are proprietary intellectual property licensed to or owned by an affiliate of the Hotel and may not be used by Group without the prior written consent of the owner of the Marks. All electrical services and utilities, including phone and riggings, must be contracted for through Hotel. Signs and banners are not allowed in the Hotel’s public areas without prior written approval. In regard to Group’s Function Space, all signs must be professionally printed and their placement and posting pre-approved by Hotel. Nothing shall be posted, nailed, screwed or otherwise attached to walls, floors, or other parts of the building or furniture.

OPTION DATE: The rates, room nights, and any ancillary services outlined in this Contract are valid until August 20, 2025. If the signed Contract is not returned by this date, the guest room block, arrival and departure pattern, rates, and ancillary services will be subject to change based on availability. Inventory will be held only upon receipt of the signed Contract.

ACCEPTANCE: This Contract shall be deemed accepted only after it has been signed by a representative of Group and thereafter signed by a representative of Hotel. Acceptance may be made by digital transmission and this Contract may be executed in one or more counterparts, each of which shall be deemed to be an original and all of which shall be deemed to be the same agreement.

GROUP: Office of Executive Inspector General HOTEL: Shared Mutual Services, LLC with respect to the hotel known as Club Quarters Hotel Chicago Central Loop

PRINT NAME: Ogo Akpan PRINT NAME: Wilmer Moreno

PRINT TITLE: Chief Fiscal Officer/Chicago Operations Manager PRINT TITLE: Membership Sales Manager

SIGNATURE: _______________________________ SIGNATURE: ____________________________

DATE: ________ DATE: __________

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