Gang,

Below, I've inserted the initial proposal based on the dates that are in less demand at L'auberge.  These are dates for discussion purposes only, but do reflect a lesser rate as this time period in August equates to a lesser room rate. In a separate PDF, the sale rep sent fees for AV equipment, meals, etc. and I'm to check with another facility relative to their options.

These rates only apply until Aug. 31st and I'm not sure why she did not include a Saturday night allthough I suspect the room rate may be more on a Saturday.

Is there any interest in offering registration/sessions on Thursday afternoon or should we have registration and sessions on Friday and 1/2 day on Saturday.

Dear Ms. Hopkins:

Following is the proposal from L’Auberge du Lac Casino Resort to host the 2009 Real Estate Bloggers Convention.

Based on our understanding of your meeting requirements, we are pleased to offer the following guestroom and meeting room rates:

Guest Room Requirements:

Guest Room Rates

Based on the above room requirements, we are pleased to offer the following group rate. If the room block decreases, the rate is subject to change.

The above rates represent our group rates and are subject to a 13% sales and innkeepers tax. If your organization is tax exempt, a valid certificate must be on file with the hotel prior to the group's arrival. In order for rates to be tax exempt, payment must be made by either a government check or by a government issued purchase order.

The Group guestroom rates quoted by the Hotel shall be on a net, non-commissionable basis.

 Check-In/Check-Out

The Hotel's check-in time is 4:00 P.M. and the check-out time is 11:00 A.M. Early check-in is based on a "space available" basis and is not guaranteed. Individuals staying in their rooms beyond check-out time will be billed one (1) additional night's stay. Late check-out is provided based on availability, although some charges may apply. If guests do not check into their rooms by 10:00 P.M. on the date of arrival, the rooms will be considered canceled.

Cut-Off Date

The Group cut-off date is July 30, 2009. Rooms not reserved by this date will be released back to the reservations department for general sale on a first-come, first-served basis, and at prevailing rates.  For repeat groups, we will monitor the group’s actual guest room usage based on history from your prior group.

The Hotel reserves the right to make any room block adjustments based on the actual pick-up of guest rooms.

 Complimentary Rooms

Group will receive one (1) complimentary guestroom night for every fifty (50) occupied, revenue-producing guestrooms on a cumulative basis (total room nights utilized divided by [50]. Unused complimentary guestrooms will have no monetary value.  Group may choose to receive one (1) complimentary suite room night for every four complimentary guestroom nights earned.

Function/Meeting Space

Below is a listing of all space that has been requested by the Group.  The Hotel reserves the right to assign and change all function/meeting space to best accommodate the size and needs of each function.  The Group must obtain final approval from the Hotel before publishing room names.

Food and Beverage

A minimum of $3,500.00 in banquet food and beverage is required for the above requested space by the Group.  The guaranteed amount does not include room rental, audio-visual or electrical requests, taxes, service charges, labor fees or other miscellaneous charges.

Audio-Visual

On-site audio-visual rental and services are available through L’Auberge du Lac. Adequate advance notice is required to fulfill special requests.  Please contact the Convention Services Manager for arrangements.

Golf

All arrangements will be coordinated through the sales office for special group rates. 

Group Monday-Thursday Golf rate: $79.00 per golfer.  The price includes green fees, cart fee, and range balls. Minimum of 24 golfers required.  Rates are subject to change based on group size.

Group/Tournament Administration Fee: There is a tournament fee of $10.00 per person.  The tournament fee includes event scoreboards, cart name signs and event rule sheets.

Shipping and Packages

Handling of all luggage, golf bags or amenity delivery to sleeping rooms, golf clubhouse and/or meeting facilities will be charged a $3.00 per person fee per day of service. In the event the Group will be shipping packages to the Hotel, the Group must notify the Convention Services Manager at least one week in advance.  Packages may be delivered to the Hotel no earlier than five (5) business days prior to the start of the event.  Items that require a large amount of storage space may be subject to holding and storage fees.  A handling fee of $3.00 per package will be added to the master account.  The Hotel accepts no responsibility or liability for the delivery, security or condition of the packages. 

Guest Parking

The Hotel is pleased to offer complimentary valet and self-parking throughout the event. Bus parking is also available.

Billing Arrangements

The group will be responsible for payment of all Food & Beverage and Audio Visual Charges, which will be posted to the Master account and paid by company check or credit card.

Each individual guest will be responsible for Room, Tax and Incidental charges. At check-in, the guest must leave a valid credit card or cash deposit of $100.00 per day with the Hotel. Each guest must also provide at check-in a valid picture ID either by a driver's license, state issued ID or passport. 

The above meeting space and guestrooms are currently being held until 8/31/2008 12:00:00 AM then a signed contract will be required to confirm arrangements.

Best Regards,

Tiffany Sensat-Woodhouse

Tiffany Sensat-Woodhouse

Sales Manager

L’Auberge du Lac Casino Resort