Thursday, June 29, 2017
Jodi Elliot
Hudson Area Swim Association (HASA) Room Block
755 Highlander Court
Hudson, WI 54016
651-341-3299
Dear Ms. Elliot,
Thank you for selecting the Homewood Suites by Hilton® Coralville – Iowa River Landing for your upcoming Hudson Area Swim Association (HASA) room block. It will be our pleasure to provide your group with award winning hospitality and the following amenities:
xSpacious suites with fully equipped kitchens
xComplimentary Suite Start® hot breakfast daily and Welcome Home® reception featuring dinner and drinks Monday-Thursday evenings
xComplimentary high-speed Internet access xHeated indoor pool and hot tub x24-hour fitness center x Hilton Honors Points & Miles® x Complimentary parking
I have outlined your requirements below:
Arrival Date: Thursday, June 21, 2018 Departure Date: Sunday, June 24, 2018
Sleeping Rooms
Suite Type / Rate* / 06/21/2018 / 06/22/2018 / 06/23/2018Thursday / Friday / Saturday
Studio Suite (1K) / $139 / 4 / 4 / 4
1 Bedroom Suite (2Q) / $149 / 8 / 8 / 8
Total Room Nights / 12 / 12 / 12
* Rates are subject to 13.59% state and local tax and fees.
Block Details
Method of Reservation / Hotel Direct1-319-338-3410 (Mention group name)
Personalized Group Web Page
The Group Contact has access to build a Personalized Web Page for the block.
Please log on to the Meetings & Events portion of the Homewood Suites Coralville–Iowa River Landingwebsite and click the Personalized Web Pagelink to get started. Once the page is approved, you will be sent a reservation link.
Guest List Manager
See rooms reserved in the block and make group reservations. Sign up by going to logging on with your HHonors account information.
Cut-off Date / Four weeks prior to arrival, Thursday, May 24, 2018.
After this date, remaining rooms will be made available for sale at the regular rate. If the block fills prior to the cut-off date, the hotel will re-evaluate the block to determine if additional rooms can be added to the block. However, there is no guarantee that the rooms will be added.
Payment & Guarantee / Individuals are responsible for all payment of room, tax and incidental charges unless otherwise arranged. We will require a credit card number or a deposit of one night’s room and tax to guarantee each of the rooms. Please note more than 2 adults, 18 and over, in each room adds $10 per person.
Guest Cancellation Policy / Please make sure your guests make changes or cancellations at least 24 hours prior to arrival. After that date, a cancellation charge of the first night’s room and tax will be charged to the cancelled reservations.
Check-in/Check-out / Check-in time is 3:00 pm CST. Check-out time is 11:00 am CST.
Agreement Terms / THIS AGREEMENT is between Hudson Area Swim Association (HASA) Room Block (referred to as the “Group”) and the Homewood Suites by Hilton Coralville –Iowa River Landing (the “Hotel”) located at 921 E. 2nd Street, Coralville, IA 52241.
To confirm rates quoted and the availability of rooms requested, please sign this agreement by Thursday, July 6, 2017, or the requested inventory will be released.
Billing Arrangements / Master Account charges shall be paid within thirty (30) days after receipt of a complete and accurate final bill. If any portion of the final billing is in question, the
Group shall advise the Hotel’s accounting department of the specific item(s). The portion(s) of the final billing that is/are unclear or in question will be “suspended” for 30 days, during which time the Hotel shall fully research the charge(s) and provide full documentation and proper back-up. The final billing, excluding contested charges, shall be paid within 30 days of receipt.
Room Block Attrition / If Group’s actual usage slips below 80% of the original Room Block Commitment, Group agrees to pay eighty percent of the average group room rate for each room night below the 80%. This amount shall be calculated by multiplying (.8) times the Group rate(s), exclusive of taxes, for each room night below eighty percent (80%) of the original or adjusted Room Block. Such charges shall be added without tax, to, and payable as part of, the Master Account. The Hotel shall undertake all efforts to resell any unused room nights in the Room Block and shall credit those sales against any attrition charges.
Block Cancellation Policy / In the event that the Group terminates this Agreement other than for Cause, the Group shall pay, within 30 days of notice of cancellation, in lieu of any other amounts due hereunder or otherwise in respect of this Agreement, liquidated damages (damages are defined as “lost profit” not 100 percent of the revenue) determined as 100% of lost profit.
These liquidated damages are inclusive of all applicable state and local taxes. Maximum damage is based on the number of sleeping rooms multiplied by 80% of the confirmed Group rate.
Rights of Termination for Cause / Except as otherwise provided in this 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 the terminating party, under any of the conditions below.
Force Majeure: The performance of this Agreement is subject to acts of God, government authority, disaster, war, acts of terrorism, or other cause beyond the parties’ control, which make it inadvisable, commercially impracticable, illegal or impossible to perform as originally contracted under this Agreement. It is provided that this Agreement may be terminated for any one or more of such reasons by written notice from one party to the other without liability.
Indemnification / Both Group and Hotel shall indemnify, defend and hold harmless each other’s officers, directors, employees and agents, from any and all claims, actions, causes of action, demands or liabilities of whatsoever kind and nature including judgments, interest, attorneys' fees, and all other costs, fees, expenses and charges which the Hotel, its officers, directors, employees, and agents, may incur but only in proportion to and to the extent such liability, loss, damage or claims are caused by or result from the Group’s negligence or misconduct. The terms of this provision shall survive the termination or expiration of this Agreement.
Claims & Disputes/
Arbitration / In the event of any controversy or claim arising out of or relating to this Agreement, or the breach, termination or validity of it, the parties shall first attempt to resolve the matter over a period of at least 30 days before resorting to arbitration except that equitable remedies may be sought immediately. Any controversy or claim arising out of or relating to this Agreement, or the breach thereof, shall be settled by arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. Each party shall be responsible for their own attorney fees. The law of the state in which the Hotel is located shall be the governing law, without regard to such jurisdiction’s conflict of law principles.
If the terms of this agreement meet your approval, please sign below and return to me via email or fax no later than Thursday, July 6, 2017 to guarantee availability. If you have any questions or need to make a change please let me know. Thank you for allowing us to be your hotel of choice. We look forward to welcoming you and your group!
Kind regards,
Brenda Greteman
Brenda Greteman ______
Director of Sales Client Signature Date
Phone 319-338-3410 Ext 706
Fax 319-338-3411