Meeting & Event Resource Guide
Our goal at the Hilton Austin is to be The Best to Do Business With! Let us partner with you on every aspect of your conference, including solicitation and marketing, sales and booking, pre-planning, on-site and post-event. Through each of these areas, we will focus on the touch points of creativity, consistency, communication, flexibility and image.
To aid you in the planning process, we have compiled the following hotel information as well as information about our amazing city of Austin, Texas: “The Live Music Capital of the World!”
Please allow the team of Event Management Professionals at the Hilton Austin to support and guide you in planning your next meeting, conference or convention. It will be our pleasure to assist you with coordinating the many details necessary for making it a resounding success!
We appreciate your business and look forward to welcoming you and your colleagues to Austin!
Hilton Austin 500 East 4th Street Austin, Texas 78701 www.Hilton.com www.austin.hilton.com
The elegant Hilton Austin welcomes you to a world of luxury, specifically designed for both business and pleasure. Our AAA Four Diamond hotel was inspired by the majestic beauty of the Texas Hill Country and provides an elegant atmosphere for meetings, sales presentations and high-profile events. Located across the street from the Austin Convention Center and in the heart of Austin’s entertainment, dining and unique shopping districts, your group will be positioned to have a productive experience while enjoying the unique excitement of this vibrant city.
Along with state-of-the-art presentation technology and internet connectivity, our 60,000 square feet of flexible function space elevates every event to its greatest potential. Our creative and uniquely seasonal banquet menus, created by our world-renowned Diamond Chef, repeatedly receive rave reviews from our guests. Whether you are planning an executive banquet or entertaining VIP clients, our talented team will help set the stage for an impressive experience that caters to your every need.
The hotel features 800 spacious, beautifully appointed guest rooms and suites. Our unsurpassed service and modern amenities provide the discerning traveler with a superior level of convenience and comfort. Unwind each night in the comfort of your Texas-sized guest room or suite appointed with our luxurious Hilton Serenity BedsTM, a spacious work desk and high speed Internet access. Our Executive Level Rooms are perfect for travelers who desire enhanced service as well as access to our Executive Lounge.
When you are in the mood for a distinctive dining experience, your choices include everything from an award-winning steakhouse, to home-style comfort foods in our tavern, and fresh-baked pastries and Starbucks® coffee in our coffee shop. In 2009, we made an exciting addition in our signature restaurant Finn & Porter; we now offer two state of the art private dining rooms, seating between eight and twenty- four people.
The Tower Health Club & Spa is the perfect place to maintain your workout routine, enjoy a refreshing dip in our 48-foot salt water lap pool or hot-tub, which overlooks Austin’s spectacular skyline, or pamper yourself with one of our numerous Spa body treatments.
For unrivaled events in the heart of everything that is Austin, plus the comfort and amenities that allow you to unwind after a productive day, there is no better setting than the award-winning Hilton Austin hotel.
On behalf of our entire staff, we look forward to welcoming you to Austin. Please feel free to contact me if I may be of any assistance.
Sincerely,
Leslie A. Pchola General Manager Hilton Austin
2 Table of Contents
General Information Hotel Overview Guest Room Diagrams with Specifications Suite Information and Descriptions Dining Information with Restaurant Descriptions
Forms Your Catering or Event Manager will provide you with all the forms needed to have a successful event at the Hilton Austin. You may contact your Catering or Event Manager for any questions. We appreciate your promptness in returning all orders and documents within the requested time frame.
Amenity Request Form Audio-Visual Form Catering Menus - Seasonal Credit Application and Bank Authorization Credit Card Authorization Electrical Form Hold Harmless for all Vendors including Outside Audio Visual Companies Internet and Telephone Order Form POG Request (Personalized Online Group Page) Production Guidelines RAPID! (Reservations Automated Processing Input and Delivery) Rigging Guidelines Resume Questionnaire Spa Brochure UPS Store Shipping Form
GENERAL INFORMATION
The Hilton Austin hotel is located in downtown Austin, Texas, and is the only Austin hotel located adjacent to the Austin Convention Center. The Hilton Austin is also one block from Austin’s famous Sixth Street Nightlife and a short stroll to the entertainment, shopping and dining in the Warehouse Entertainment District and 2nd Street District. Our downtown location is also convenient to many attractions such as the Capitol Building, Bob Bullock Texas State History Museum and the LBJ Presidential Library. We are only seven miles from Austin Bergstrom International Airport.
The Hilton Austin features 800 rooms, each equipped with a spacious work desk with two phones (each with two lines), voicemail, and a data port offering high-speed wireless internet service. A hospitality center in each room includes a mini-bar and coffeemaker. Iron/ironing board and hair dryer are also standard in all rooms.
3 The UPS Store in the hotel offers copying and faxing services, and you may connect to the Business Center's printer directly from your room. Our Concierge Service is eager to assist you with your needs. At the Hilton Austin our food and beverage amenities and services include two restaurants, a coffee shop with free wireless internet, a lobby bar and 24-hour room service.
The Hilton Austin's Tower Health Club and Spa can provide you with personal trainers, and features a full assortment of exercise equipment. Spa services include massages, manicures, pedicures, facials, body wraps and a variety of special treatments. A 48-foot outdoor heated salt water lap pool and hot tub are also available.
The Hilton Austin is perfect for meetings and other events, with its 60,000 square feet of flexible and technologically-advanced event space. The Austin Grand Ballroom has 28,000 square feet of event space and the Governor's Ballroom has 16,000 square feet. The ballrooms are on separate floors and each is divisible into five smaller event areas. Combined with our 11 additional and separate meeting rooms, there are 32 possible configurations of meeting space. This versatility of space and the simplicity of the layout make the Hilton Austin hotel ideal for both planners and event attendees.
POINTS OF INTEREST
State Capitol - 10 Blocks Largest capitol building in the nation
Historic Sixth Street District - 1 Block Live music, entertainment, restaurants and clubs
Bob Bullock Texas State History Museum - 14 Blocks History museum of Texas with IMAX Theater
Congress Avenue Bats - 8 Blocks 1.5 million Urban bats make nightly flights Spring through Fall
University of Texas - 10 Blocks Largest university in the nation - Home of the Texas Longhorns
Zilker Park - 2 Miles - Austin’s largest park
4 RESOURCE INFORMATION:
Advertising Opportunities Affiliates Airline Information Amenities Americans with Disabilities Act (ADA) Audio/Visual Automated Teller Machines Baby-Sitting Services Balloons Banks Banquet Beverage Selection Banquet Equipment Banquet Menu Selection Banquet Terms and Conditions Bell Services Billing Boarding Passes Boxed Meals To Go Bus/Bus Companies Car Rental Agencies Cash Paid Outs Cash Paying Guests Celebrity/ Dignitary Visits Check Cashing Privileges Check-In and Checkout Coat Check Services Coffee Maker Concierge Convention Center Credit Cards Credit Policy Dance Floor Destination Management Companies (DMC) Deposits Diagrams Dietary Requirements Directions to the Hotel Displays/ Decorations
5 Drug Stores Dry Cleaning eEvents Electrical Elevators Emergency Procedures Environmental Commitment Executive Chef Executive Level Accommodations Exhibits Fax Machines Fax Numbers Fire Codes and Fire Safety Fitness Center Flags Floral/Florist Food Donations Freight Elevator Furniture Rental General Manager Gift Certificates Gift Ideas Green Initiatives Gratuities Group Reservations Identification Program (GRIP) Group Check-In, Arrival and Departures Guest List Manager Guest Rooms Guest Room Deliveries Guest Service Hotline Hair Salon HHonors Floor Hospitality Desks Hospitality Suites Functions Hotel Facts/History Housekeeping In Conjunction With (ICWs) Indemnification In-Room Dining Insurance
6 Internet Services Key Cards Key Hotel Contacts Kiosks Kosher Labor Laundry/Valet Limousine Services Linen Selection Liquor Laws Load-In/Load Outs (Production, Decor, & Staging) Loading Dock Local Information Lost and Found Luggage Storage Manager on Duty (MOD) Mail Services Massage Therapy Master Accounts Medical Facilities/Services Meeting Packages Meeting Room Capacities Meeting Room Deliveries Meeting Room Rental Meeting Room Set Standard Music/Musicians Newspapers/Publications Office Equipment/Supplies Packages / Deliveries Parking Personalized Group Web Page Pets (policies) Photography Pianos Pools Post-Convention Meeting Post Event Report Posting of Events Pre-Convention Meeting Printing Services Public Transportation Radios/Pagers/Nextels Recycling Registration Desks Reservations (RAPID!) Restaurants/Lounges
7 Restaurant Reservations Restrooms Resumes Rigging Robes Ropes/Stanchions Rooming Codes/Rooming Lists Safes/Safety Deposit Boxes Seasonal Menus Security Shipping and Receiving Shopping Signage/Banners Site Inspection/Pre-planning Smoking Sound System Spa Special Meal Requests Storage Suites Sustainability Initiatives Taxes Taxicabs Team Member Recognition Telephones/Telecommunications Theme Parties Tours/Sightseeing Trash Removal Turndown Service Tuxedo/Formalwear UPS Store Voice Mail Weather Wheelchairs Wired Payment Worship Services Zip-Out Checkout
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ADVERTISING OPPORTUNITIES The hotel offers all groups and affiliates opportunities to sponsor and advertise during the specified dates of the meeting/exhibit. Your Event or Catering Manager will provide detailed information and can discuss other ideas not listed below:
. Logo Products such as keycards, cocktail napkins, etc. . Video Channels . Plasma Screens in Lobby and on Meeting Floors . Banners/Signage
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AFFILIATES Groups meeting in conjunction with a conference, but not part of the official convention program who require meeting space will work directly with your Event Representative. Based on the group’s approval, all meeting space, if available, will be at the hotel’s normal prevailing room rental rates and will be subject to the hotel’s standard contract terms and conditions.
A listing of all approved affiliates should be sent to the hotel no later than 90 days prior to the actual event, so that each may be individually contacted by the Event Services Department to set up food, beverage and billing arrangements.
See also: In Conjunction With (ICW)
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AIRLINE INFORMATION Airline Nationwide Aero Mexico 1-800-237-6639 American Airlines 1-800-433-7300 Continental Airlines 1-800-525-0280 Delta 1-800-221-1212 Express-Jet 1-888-958-9538 Frontier 1-800-432-1359 Jet Blue 1-800-538-2583 Northwest (Domestic) 1-800-225-2525 Northwest (International) 1-800-447-4747 Southwest Airlines 1-800-435-9792 United Airlines 1-800-521-0810 US Air 1-800-428-4322
Airport Information The nearest airport is the Austin-Bergstrom International Airport, ABIA, located 7.5 miles, approximately 15 minutes, from the Hilton Austin Hotel. Austin-Bergstrom International Airport is the 46th largest airport in North America, serving 8.2 million
9 projected total passengers in 2006. The medium hub enjoys 135 departures a day to all major hub airports and a significant number of point to point services.
AIRLINE INFORMATION (CONT’D) With 40 nonstop destinations, and 80 direct (same plane) destinations, conference attendees enjoy easy access to/from the capital of Texas. All major American airlines serve the city of Austin, (AUS); Air Canada, American, Continental, Delta, Frontier, JetBlue, Northwest, Southwest, United, US Airways and vivaAerobus.
For added convenience to conference attendees, an on-line flight guide is provided on the airport's web site: http://timetables.oag.com/aus/ featuring all connecting, direct and nonstop service to AUS as loaded by the Official Airline Guide (OAG).
http://www.ci.austin.tx.us/austinairport/default.htm
Though you cannot make advance reservations, Capital Metro is a great way to travel to and from Austin-Bergstrom International Airport for only 50 cents! The Hilton Austin is their second stop on their route from the airport.
From the Airport Austin Bergstrom International (Lower Level) at Exit #3 Baggage Claim
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To make a reserved trip to and from the Hilton Austin Hotel we recommend SuperShuttle Transportation Systems. Approximate Fare is $13 per person one way and $25 roundtrip. Discounts will be offered to any medium to large size groups who make advance arrangements. Please contact your Catering/Event Manager for details.
SuperShuttle Austin PO Box 6170, Austin, TX 78762 (512) 258-3826 or (800) BLUE VAN http://www.supershuttle.com/htm/cities/aus.htm
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AMENITIES Our Room Service Department looks forward to taking care of all your group gift and amenity needs. Advise your Catering/Event Manager of your specific preferences or budgeting guidelines.
10 All amenity pricing excludes state sales tax, gratuity, and delivery fee. Room service gratuity is currently 18%. For a standard delivery, the fee is $3.00.
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AMERICANS WITH DISABILITIES (ADA) The Hotel represents that the Hotel facilities being rented or reserved by you including guest rooms, common areas and transportation services are, and will be, in substantial compliance with applicable public accommodation obligations under the Americans with Disabilities Act. You agree that one week in advance of your event you will furnish us with a list of any auxiliary aids needed by your attendees in meeting or function space. You agree that you will be responsible for the procurement and payment of all charges for any and all auxiliary aids. We will, upon your request, furnish you with the names of businesses you may contact to obtain these aids. You also agree to be responsible for compliance with the ADA in the set up and conduct of meetings for your event.
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AUDIO/VISUAL Presentation Services is the Hilton Austin’s designated on-site audio-visual provider. Andres Salas, Director of Sales, is available for all your technology needs. He may be reached direct at (512) 682-2883, or by e-mail at [email protected]. Be sure to contact our AV Sales Representative well in advance to ensure that we have a full understanding of the scope of your event. All rigging must be executed by our in-house PSAV production team. Power support, internet services and banner hanging are executed by the Hotel.
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AUTOMATED TELLER MACHINES There is an ATM conveniently located in the lobby, next to the concierge desk, accessible 24 hours a day 7 days a week. There are also ATM locations in Austin at all major bank locations.
See also: Banks
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BABY-SITTING SERVICES The following childcare companies are licensed, bonded, insured and CPR trained. Parents should arrange directly with the company selected. None of these agencies are affiliated with the hotel, and as such, the hotel is not responsible for the services rendered by these agencies.
11 The fees for babysitting services vary by vendor and holiday rates may also apply. Direct payment is required to the vendor. No room charges or master billing for babysitting services is permitted.
Capital Grannies P.O. Box 80207 Austin, TX 78708 (512) 345-4577 [email protected] www.austincapitalgrannies.com
Nannies from the Heart 603 West 13th Street Suite 1A - #329 Austin, TX 78701 (512) 302-1998 [email protected] http://www.nanniesfromtheheart.com/app/fam_contact.html
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BALLOONS All helium tanks must be in an approved safety stand or cart. You must obtain written approval from your Event or Catering Representative for the use of all displays and/or decorations. If you would like to decorate using helium balloons, please consult your Catering or Event Manager.
Balloons for Fun (512) 374-9119 www.balloonsforfun.biz
Helium House (512) 913-8808 www.heliumhouse.com
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BANKS Bank of America 515 Congress Avenue Austin, TX 78701 (512) 397-2200 www.bankofamerica.com
Chase Bank
12 221 West Sixth St Austin, TX 78701 (512) 479-1581 www.chase.com
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BANQUET BEVERAGE SELECTION The Hilton Austin offers a choice of value, call, and premium beverages on banquet bars. The following is a list of beverages currently offered by our beverage department for banquets. As the availability of some of the items vary, this list may or may not be complete and is subject to change without notice. Specialty items are available upon request.
BANQUET BEVERAGE SELECTION (CONT’D)
Value Brands: Jim Beam Bourbon, J&B Scotch, Smirnoff Vodka, Seagram’s Gin, Sauza Gold Tequila, Seagram’s 7 Canadian Whiskey, Myers Platinum Rum
Call Brands: Jack Daniels Black, Dewar’s, Skyy, Tanqueray, Cuervo Gold, Canadian Club, Bacardi Superior
Premium Brands: Makers Mark, Johnny Walker Red, Stolichnaya, Tanqueray 10, Sauza Hornitos, Crown Royal, Bacardi 8
Cordials: Amaretto di Saronno, Courvoisier V.S., Baileys Irish Cream, Grand Marnier, Kahlua, Sambuca Romana
Wine: Our House Wine is Canyon Road. Please ask your Catering or Event Manager for our complete wine list.
Domestic Beer: Budweiser, Bud Light, Miller Lite, Coors Light, Lone Star, O’Douls
Premium Beer: Corona, Fireman’s 4, Amstel Light, Shiner Bock, Fosters, Dos Equis, Bass, Samuel Adams
Specialty Beverages: Margarita, Sangria, Rum Runner, Planter’s Punch, Mojito, Mai Tai
Martini Bar: Afterglow, Cosmopolitan, Apple-tini, Mexican Martini, Chocolate Martini, Classic Martini
All banquet bars serve wines by the glass, domestic and premium beers, soft drinks, juices, mineral water, and non-alcoholic beers and wines. Specialty drinks and champagne by the glass are available upon request.
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13 BANQUET EQUIPMENT Items in our traditional banquet inventory are for your use at no additional charge. Any equipment over and above our inventory will have associated costs that will be passed on to your group. For more information on banquet equipment, please see your Catering/Event Manager.
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BANQUET MENU SELECTION We request that your final banquet menus, room arrangements, and other details pertinent to your event be submitted to your Catering/Event Manager 30-45 days prior to your conference date. We are happy to custom design menu proposals for your group and assist in selecting the proper menu items and program arrangements to ensure a successful event.
Specialty and theme parties may be designed to meet your particular needs. Special meal requests can be accommodated with adequate advance notice. Please advise your Catering/Event Manager five business days in advance of any special dietary requirements.
See Seasonal Banquet Menus
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STANDARD BANQUET TERMS AND CONDITIONS 1. ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: The function space assigned indicates the space is tentatively being held and will be held on a definite basis upon signing of the Banquet Event Order (BEO). The terms and conditions of any group sales or catering sales agreement previously signed regarding this event remain in force and the BEO is intended to provide specific function/event information in support of the original agreement. If for any reason the function space reserved is not available for your event, you agree that we may substitute space of appropriate size and comparable quality for your event. If you plan to print or publish the assigned space, please contact us first to confirm the room assignment. 2. GUARANTEE OF ANTICIPATED REVENUE: At least 96 hours (four business days) by 10:00AM Central Standard Time, you must inform us, in writing, of the exact number of people who will attend your event. The services, products, fees etc., as noted will be provided at the time of your event and you will be charged based on the event guarantee that you give us or the number of people indicated at the time you signed the sales agreement or this EO, whichever is greater. Should the final number of guests
14 served at the event exceed that which has been initially guaranteed, you agree to pay for the higher amount. In order to accommodate walk in or extra seating the hotel will set or serve no more than 3% more than the guaranteed minimum. 3. SURCHARGES: If the guaranteed number for your event is less than twenty (20) persons, we will add a $50.00 surcharge to your event. This will be used to cover our costs of the event and will not be distributed as a service charge or gratuity to our employees. Note that all food additions within 72 hours of your event will be subject to a 25% additional food surcharge. 4. OVERTIME: You agree to begin your event promptly at the scheduled start time and agree to have your guests, invitees, and other persons vacate the designated event space at the end time indicated on the final BEO. You further agree to reimburse us for any overtime wage payments or other expense incurred by us because of your failure to comply with these regulations. Please consult with your Catering or Event Representative for these fees or to check availability on extended time. 5. SERVICE CHARGE: 22% of the food and beverage total, plus any applicable state or local tax, will be added to your account as a service charge. This service charge is not a gratuity and is the property of the hotel to cover discretionary costs of the Event. 6. PRICE INCREASES: There may be increases in prices due to unforeseen changes in market conditions at the time of your event. We will communicate these increases to you in advance. We will require written confirmation that you agree to pay these increased prices. Alternatively, we, at our option, may in such event make reasonable substitutions in menus and you agree to accept such substitutions. 7. SET UP CHARGES. Should extensive meeting room set-ups or elaborate staging be required, there will be a set-up charge to cover hotel cost and additional labor. Likewise, the Hotel agrees to set your meeting room according to instructions outlined on your Banquet Event Order. Extensive setup changes requested on-site will incur a re-set fee ranging from $100-$1500 per event. If equipment is necessary that exceeds the hotel’s inventory, then you agree to pay for the cost of renting this additional equipment. You agree to indemnify us for any damage caused to any hotel property as a result of drayage related to your event, whether caused by you, your agents, employees, contractors, or agents. 8. OUTSIDE FOOD AND BEVERAGE: Due to state law, you may not bring into the Hotel alcoholic beverages. You must obtain prior approval from us before you bring in any food or non-alcoholic beverages from outside sources. A Hold Harmless Agreement and Liability Insurance are required if food or beverage products not purchased and serviced by Hotel staff are brought in for consumption by your guests. Service fees will apply to any outside food or beverage served in our function space regardless if Hotel labor is required. 9. AUXILIARY AIDS: The Hotel represents and you acknowledge that the Hotel facilities being rented for you including guest rooms, common areas and transportation services will be in compliance with our public accommodation requirements under the Americans with Disabilities Act. You agree that you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space at least two weeks prior to your event. You agree to pay all charges associated with the provision of such aids by the Hotel.
15 10. PROMOTIONAL CONSIDERATIONS: We have the right to review and approve any advertisements or promotional materials in connection with your function which specifically reference the Hilton name or logo. Hilton does not offer or accept any terms or conditions which provide commissions, rebates, HHonors points or other forms of compensation related to revenue for food, beverage, room or equipment rental. 11. CANCELLATION: You may cancel this Agreement only upon giving written notice to us. The parties agree and understand that in the event of a cancellation, our actual damages would be difficult to determine. Therefore, you agree to pay the liquidated damages outlined in your sales or catering agreement, if any, or the guarantee amount as set forth in paragraph 2, whichever is greater. As products and services must be purchased and scheduled in advance, notification seven (7) business days or less before the event will require all charges (including labor and service fees, rentals and applicable taxes) for the final guarantee or contracted number of guests will be charged. Additional damages may be owed for cancellation of your sleeping room contract. 12. CONDUCT OF EVENT: Group agrees to comply with all applicable federal, state and local laws including health and safety codes and federal anti-terrorism laws and regulations including compliance with the provisions of 29 CFR part 470, and our rules, copies of which are available from the hotel’s sales department. Group agrees to cooperate with Hotel and any relevant governmental authority to ensure compliance with such laws. You assume full responsibility for the conduct of all persons in attendance at your event and for any damage done to any part of our premises during the time of your event. Should you require any rigging services for this event, all such services must be arranged through the in-house AV provider or the Hotel, and you will be responsible for all associated costs.
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BELL SERVICES Our bell services department is responsible for the movement of your luggage and the delivery of all non-food and beverage amenities and golf bag handling/storage. Porterage charges will be set forth in your contract. Departure notices and bag pulls should be coordinated with your Catering or Event Manager.
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BOARDING PASSES The UPS Store in our Lobby offers complimentary printing of airline boarding passes 24 hours a day.
BILLING Should you require a master account for billing purposes, please complete and return our credit application no later than 90 Days prior to your arrival. Upon approval, master accounts will be assigned per your instructions. Please be sure to advise your Catering/Event Manager in advance for any specific instructions on how you would like
16 your bill organized. We recommend on-site daily review with the Group Billing Coordinator.
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BOXED MEALS TO GO Boxed breakfasts and lunches may be arranged for your guests’ off – site enjoyment. If you wish to order boxed meals for your group, your Catering/Event Manager will arrange the order for you and provide delivery to your specified location on the property. Note that boxed meals are designed to be enjoyed only off property and not in meeting rooms or ballrooms.
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BUSINESS CENTER The Hilton Austin’s business center is managed and operated by The UPS Store. Services include shipping and receiving, on-premises document services and printing, office supply sales, and personal computer access. Prices are quoted on an individual basis, depending on the type of equipment needed as well as the scope of the job requested. In order to address your specific group’s needs, please contact The UPS Store or discuss with your Catering or Event Manager. Whether you require a fully operational office setup on property, large-scale printing of your meeting materials, or assistance with incoming or outgoing shipments, The UPS Store is designed with every guest’s needs in Business hours are: Monday though Friday from 7:00am – 9:00pm and Saturday and Sunday from 9:00am – 6:00pm. If you need access outside of these hours, our front desk staff will be happy to assist you. The UPS Store 500 East 4th Street Austin, Texas 78701 (512) 682-2828 [email protected] www.theupsstore.com
The UPS Store also offers complimentary printing of airline boarding passes as well as 24-hour access to hotel guests for basic computer, printing or copying needs.
Business hours are: Monday through Friday from 7:00 am - 9:00 pm and Saturday and Sunday from 9:00 am – 6:00 pm. If you need access outside of these hours, our front desk staff will be happy to assist you.
The UPS Store 500 East 4th Street
17 Austin, TX 78701 (512) 682-2828 [email protected] www.theupsstore.com Monday – Friday 7:00 am – 9:00 pm Saturday & Sunday 9:00 am – 6:00 pm
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BUS COMPANIES
R&R Limousine & Bus “The Clean Air Transportation Company” - Uses biodiesel buses and hybrid limos (“green” option)
P.O. Box 341805 Austin, Texas 78734 Main: (512) 947-7433 Fax: (512) 682-9111 [email protected] www.rrlimobus.com
Paul Arcediano, Owner Paul’s Cell: (512) 913-6289 [email protected]
ETS Global 500 Shady Lane Austin, TX 78702 (512) 477-5466 www.ets-global.com
See also: Super Shuttle
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CAR RENTAL AGENCIES Following are the three Hilton Austin preferred companies, their locations, and contact numbers.
Hertz Rent-A-Car 800-654-3011 Local phone number: (512) 530-3600
Avis Rent-A-Car 800-321-3712 Local phone number: (512) 530-3400
18 Budget Rent-A-Car 800-527-0700 Local phone number: (512) 530- 3350
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CASH PAID OUTS Cash paid outs are available and may be handled by your Catering/Event Manager with advanced notice.
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CASH PAYING GUESTS In the event a hotel guest does not have a major credit card to secure his/her room, the Hilton Austin will require full payment in advance for room and tax charges. In addition, there will be a $50.00 per day refundable deposit for incidental charges. If the guest does not wish to establish credit for incidental charges, the guest room phone will be restricted to room-to-room calls. All room folio charges from the Food and Beverage outlets and movie charges will also be restricted.
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CELEBRITY/DIGNITARY VISITS Rest assured your celebrities or dignitaries will be treated with the utmost confidentiality. Your Catering/Event Manager is happy to work with you to accommodate any needs you have.
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CHECK CASHING PRIVILEGES Hotel guests may cash checks at the Front Office. The check must be imprinted with the guest’s name and address and made out to Hilton Austin. Identification is required. The limit is $100.00 per day.
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CHECK-IN AND CHECKOUT Hotel check-in is 3:00 pm, and checkout is 12:00 pm. All guests arriving before 3:00 pm will be accommodated as rooms become available. Our Bell Stand offers complimentary luggage storage for those guests arriving early when rooms are not available and for guests attending functions on departure day.
Early Departure Your guests will have the opportunity to confirm their departure date at check-in. Once this departure date has been confirmed, there will be a $75.00 early departure fee assessed in the event the guest departs prior to their confirmed departure date.
19 Late Departure Late checkouts are available upon request and subject to availability. Please contact the Front Desk directly to discuss availability and associated fees.
Satellite Check-In The success of a satellite check-in is very dependant on the hotel's occupancy the evening before and flow of your arrival manifest. Your Event Manager will be able to discuss the specifics in more detail to determine if this is the correct solution for your arrival.
Zip Checkout With zip checkout, your room folio is provided at your door early in the morning of your departure. Simply verify the charges, use the television remote or dial extension 45 to check-out. Please leave your keys in the room. If you are not departing the hotel immediately, luggage storage can be arranged at the bellman’s desk.
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COAT CHECK SERVICES Your Catering/Event Manager can arrange to have an area dedicated to coat check, depending upon availability of space.
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COFFEE MAKER All of our guest rooms feature the Hilton Serenity Collection Coffee Program. The offerings include - Cuisinart Dual Cup Single Brew Coffeemaker Lavazza brand Regular and Decaf blend coffee pods -Premium foil wrapped Tea (herbal and caffeinated) -Lavazza Mugs
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CONCIERGE The Hilton Austin has a Concierge Desk located in the lobby, across from Java Jive. Our concierges have an extensive amount of information pertaining to events and attractions in Austin, as well as many menus from local restaurants.
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CONVENTION CENTER Austin Convention Center 500 East Cesar Chavez Blvd Austin, TX 78701 (512) 404-4000 [email protected]
20 www.austinconventioncenter.com Located across from the hotel on the south side of the property.
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CREDIT CARDS The Hilton Austin accepts American Express, Diners Club, Discover Card, JCB International, Master Card and Visa.
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CREDIT POLICY Unless you have established credit in advance with us, you will pay the entire contract price in cash, credit card, money order, or by certified check at least three business days prior to your function or by personal bank check two weeks prior to your function. If you would like to establish credit, please contact your Catering/Event Manager.
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DANCE FLOOR The hotel has the ability to supply a dance floor for your event. Please discuss availability with your Catering/Event Manager. A dance floor that exceeds the size appropriate for your group will be charged $55.00 for each additional 3’ x 3’ section over what the hotel deems adequate.
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DESTINATION MANAGEMENT COMPANIES (DMC) Preferred vendors that have successfully worked with the hotel are listed below for your reference.
CDS Events and Exposition www.pra.com 3559 Belgium Lanes San Antonio, TX 78219 (210) 288-4497 Red Velvet Events www.conventiondecorating.com 5926 Balcones Drive, Suite 290 Austin, TX 78731 Circa Texas (512) 380-9688 2401 East 6th Street, Suite 3038 www.redvelvetevents.com Austin, TX 78702 (512) 428-5124 Kennedy Creative www.therkgroup.com/Circa 2111 Dickson Dr, Suite 33 Austin, TX 78704 PRA Destination Management (512) 899-8991 5114 Balcones Woods Drive www.kennedycreative.com Suite 307/Box 357 Austin, TX 78759 (512) 331-7100
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DEPOSITS Required group cash deposits are outlined in your sales contract. Cash deposits may be made at anytime throughout your stay and applied towards your master account balance. Full pre-payment of room and tax is required for guests not wishing to utilize a credit card upon check-in.
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DIAGRAMS / PERMITS Diagrams of our meeting rooms are available on our website or you may contact your Catering/Event Manager, or PSAV Representative. The City of Austin Bureau of Fire Prevention and Public Safety regulations must be followed without exception. It is the responsibility of the contractor/vendor to produce scaled diagrams of the Production area. All necessary permits and approved diagrams must be submitted to the Hotel Event Services office for review 45 business days prior to load in.
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DIETARY REQUIREMENTS Our Chef will provide meals for your attendees with special dietary requirements. If a special meal is required, please advise your Catering/Event Manager at least five business days prior to your event.
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DIRECTIONS TO THE HOTEL Directions to Hilton Austin 500 East 4th Street Austin, Texas 78701 (512) 482-8000
From Austin Bergstrom International Airport and East Highway 71 Take Highway 71 West (left out of the Airport) Travel West approximately 6 miles and exit North onto I-35 Travel North on I-35 and take Exit 234C (6th – 12th Streets) Turn left at first light (6th street) Go four blocks, turn left onto Neches Street Go one block, Hilton Austin will be on your left
From I-35 North (Dallas) Travel South on I-35 into Austin Exit 234C (8th – 3rd Streets) Take the I-35 southbound frontage road and turn right onto 6th Street Go three blocks, turn left onto Neches Street Go one block, Hilton Austin will be on your left
From I-35 South (San Antonio) Travel North on I-35 into Austin Take Exit 234C (6th – 12th Streets) Turn left at first light (6th Street) Go four blocks, turn left onto Neches Street Go one block, Hilton Austin will be on your left
From East 290 (Houston) Take 290 West to I-35 Travel South on I-35 Exit 234C (8th – 3rd Streets) Take the I-35 southbound frontage road and turn right onto 6th Street Go three blocks, turn left onto Neches Street Go one block, Hilton Austin will be on your left
Upon arrival at the Hilton Austin, proceed to the Neches Street entrance to unload your bags and check them with a bellman. A valet parking attendant will be available to take your vehicle if you desire. Self Parking is also available; the entrance to garage is on Red River between 4th and 5th Streets. Our parking garage elevator will take you direct to the Lobby, 4th or 6th Floors. www.austin.hilton.com
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DISPLAYS AND DECORATIONS; YOUR PROPERTY: We are not responsible for any loss or damage to property belonging to you or your attendees and do not maintain insurance covering it. For the safety of persons and property, no fireworks or incendiary devices may be used indoors at the hotel. All displays and/or decorations will be subject to our prior written approval and we reserve the right to contract and charge for hotel staff to provide the labor for any installations or removals of such. All decorations that are brought in to the hotel are subject to approval by your Catering or Event Representative. Décor that requires additional clean-up time will result in additional fees that will be added to your final bill. The following items are not allowed to be used in your event space: fog or smoke machines, glitter or confetti, open flames/candles, bubbles or helium balloons. In addition it is prohibited to affix any items to the wall or doors of your event space.
DRUG STORES CVS Pharmacy 500 Congress Ave Austin, TX 78701 (512) 478-1091
23 www.cvs.com
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DRY-CLEANING Laundry services are available by dialing extension 63. Garments picked up prior to 9:00 am are returned to guests by 6:00 pm the same evening. Garments picked up after 9:00 am will be returned the following day by 6:00 pm.
Please note that there is no service on the following Holidays: Memorial Day, July 4, Labor Day, Thanksgiving, Christmas and New Year’s Eve/Day.
See also: Laundry/Valet
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eEVENTS Hilton Family’s online booking channel for small groups and meetings.
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ELECTRICAL The Property Operations Department provides assistance with all your mechanical and electrical needs. All requests for power requirements are to be communicated to your Catering/Event Manager via an electrical services request form which must be received 30 days in advance of your group’s arrival.
Please be advised that wall and floor outlets are not part of the display space. The current charge for each outlet is $85 per day. This charge should be included in any Exhibitor Registration information distributed to your group.
A complete production package is also available through your Catering/Event Manager. Please see forms for pricing and ordering.
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ELEVATORS The Hilton Austin has six guest elevators located in the hotel lobby. In addition, there are two parking garage elevators located next to the bell stand which stop on the Lobby, 4th and 6th floor meeting levels.
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EMERGENCY PROCEDURES The Hilton Austin is fully prepared to handle different types of situations to assist our guests. The following is information on our emergency procedures:
The hotel internal emergency number is 44.
24 The hotel has an emergency response team 24 hours a day. In the event of an emergency, calling the emergency number 44 will initiate the appropriate response. Paramedics, Fire Department, and the Police Department are all located approximately 3 minutes from the hotel. Our Security Department, as well as a small number of other employees, is trained in CPR and First Aid. Emergency evacuation routes and procedures are located on the inside of all guest room doors. Nearest Emergency Room: Brackenridge Hospital Nearest Hospital: Brackenridge Hospital Back to Resource Information
ENVIRONMENTAL COMMITMENT At Hilton Hotels Corporation, protecting the Environment is a top priority. Responsible environmental activity is good for both our business and the community. Hilton has developed a comprehensive company-wide policy to promote business practices that help preserve the environment. We provide guidelines for all of our facilities, and our goal is to “Reduce – Reuse – Recycle” as much as we can.
See also: Sustainability Initiatives
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EXECUTIVE CHEF Mark Dayanandan has been with the Hilton Austin since pre-opening stages in 2003. He and his culinary brigade quickly established the Hilton as one of the finest banquet facilities in Austin. In 2007, Mark was awarded the coveted Diamond Chef award from Hilton Hotels Corporation and received the Medal of Honor from The New York Escoffier Society. Originally from London, England, Mark has worked in Norway, Germany, Belgium, Canada, New York, Florida and Pittsburgh. He has overseen functions for such heads of state as: President George W. Bush and President George H.W. Bush, President Bill Clinton, President Ronald Reagan, the late Princess Diana, Prime Ministers of Canada and the United Kingdom, and Queen Elizabeth II. Mark’s contributions to the community involve the Andy Roddick Foundation, Toys Around the World, Texas School for the Deaf, and Austin Children’s Shelter. He welcomes the opportunity to prepare spectacular meals for you!
EXECUTIVE LEVEL ACCOMMODATIONS Our Executive Level Rooms are perfect for upscale business or leisure travelers who want additional amenities, enhanced service and spectacular views. The Executive Level rooms are located on the 25th and 26th floors of the Hotel with elevator key access only. All Executive Level rooms measure 350 square feet and are furnished with one king or two Queen beds. Each room includes upgraded desk amenities, luxury linens, a flat- screen TV and a cordless telephone. Our upgraded bath amenities are complete with a
25 bathroom scale, make-up mirror, upgraded shower head and bathrobe. All Executive Level guests enjoy key access to our Private Concierge Service and Lounge. Start your day off with continental breakfast and relax in the evening with hors d'oeuvres, non- alcoholic beverages and honor bar.
EXHIBITS The Hilton Austin has established guidelines for all exhibits in the Hotel; whether it be a table top display or a full freight pipe and draped show. Your Event or Catering Representative will provide these regulations to you, please read them thoroughly so we may ensure the comfort and safety of your vendors and attendees.
The following drayage companies are available to assist with all levels of Exhibit Hall Management:
Freeman Decorators 3323 I-35 North, Suite 120 San Antonio, TX 78219 (210) 227-0341 www.freemanco.com
Convention Decorating Service (CDS) 3400 East Cesar Chavez Austin, TX 78702 (512) 366-4308 www.conventiondecorating.com
City of Austin Bureau of Fire Prevention and Public Safety regulations must be followed without exception. It is the responsibility of the contractor/vendor to produce scaled diagrams of the Production area. For safety and liability reasons, all necessary permits and approved diagrams must be submitted to the Hotel Event Services office for review 45 business days prior to load in. Assigned Event or Catering Manager will, please submit at least two weeks in advance exhibit hall diagrams that have received AFD Fire Marshal approval.
Lt. James Hoad Inspector (512) 974-0169 [email protected]
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FAX MACHINES Fax machines are available for rental through Presentation Services Audio Visual at (512) 682-2883.
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FAX NUMBERS For Guests: (512) 469-0078 Catering/Event Office: (512) 682-2789 Sales Office: (512) 682-2789 Reservations Office: (800) 236-1592
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FIRE CODES AND FIRE SAFETY The following are a few general regulations that typically fall under local fire authority’s specifications. They should be considered when planning and coordinating space, decorations, etc., in the ballrooms and meeting rooms, as well as all other applicable laws, codes, and regulations.
Where exits are not immediately accessible from an open floor area, safe and continuous passageways, aisles or corridors shall be maintained leading directly to every exit and shall be so arranged as to provide convenient access for each occupant to at least two exits by separate ways of travel. The aisle needs to be as wide as or wider than the exit to which they are leading.
There will not be any setup permitted in front of any exit doors. All room sets must be in compliance with the local Fire Department regulations pertaining to occupancy load, mandatory aisles and ceiling clearance fire exits. Any event which has vehicle displays, fueled cooking demonstrations, or extensive productions with staging and props, must have a certified permit from the local Fire Marshall. All associated fees for permits, floor plan approval, and stand-by fire watch are your responsibility and final approved copies must be received by your hotel Events / Catering Representative at least three days prior to the event.
Every required exit, exit access or exit discharge shall be continuously maintained free of all obstructions or impediments to full instant use of fire or other emergency.
No furnishings, decorations, hangings, draperies, mirrors, or other objects shall be placed so as to obstruct exits. Mirrors shall not be placed in or adjacent to any exit in such a manner as to confuse the direction of the exit.
No open flame devices shall be used in any meeting rooms. When necessary for ceremonial or religious purposes, the fire marshal having jurisdiction may permit open flame lighting under such restrictions as are necessary to avoid danger of ignition of combustible materials or injury to occupants.
Any furnishings, decorations, and stage settings shall be fire retardant treated and must display certificate of proof. Local fire authorities must approve all extensive production plans in advance of event set-up.
27 Distance between tables must be equal to or greater than the required aisle width plus 19” for chairs on one or 38” for chairs on both sides.
It is ultimately the group’s responsibility to ensure that your event complies with all applicable laws, including, but not limited to fire and safety codes, rules and regulations.
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FITNESS CENTER The Hilton Austin’s Tower Health Club & Spa offers more than 50 different relaxing and rejuvenating body treatments, including a variety of massages, facials, body wraps, manicure and pedicure. An extensive renovation to our fitness center was completed in June 2008 and now features state-of-the-art PRECOR cardio equipment as well as a full complement of brand new free weights and strength machines. Both men’s and women’s locker rooms are equipped with steam rooms, dry saunas, showers, and full-length lockers. Contact your Event Manager about information on Group Service rates or Spa Breaks for your meetings.
Health Club Hours of Operation: Monday through Friday: 5:30 am to 10 pm Saturday: 7 am to 10 pm Sunday: 7 am to 9 pm
Spa Hours of Operation: Daily: 8 am to 9 pm For further information please call (512) 493-4903
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FLAGS Our Banquet Department currently has Texas & United States flags in inventory. If you require additional flags, please discuss rental costs with your Catering/Event Manager.
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FLORAL/FLORIST Recommended florists:
Visual Lyrics (512) 244-6720
Floral Renaissance Office: (512) 394-9959 Fax: (512) 394-9969
Bouquets of Austin (512) 257-2395
28 Always & Forever (512) 302-9969
Coby Neal Flower Studio (512) 236-0916
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FOOD DONATIONS Hilton is committed to assist our communities in the effort to alleviate hunger in this country. Our hotels often have prepared food available from over-production that can be donated to charitable organizations for service to their constituencies. We ask you to cooperate with us in this endeavor.
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FREIGHT ELEVATOR The Freight Elevator services the Governor’s and Grand Ballrooms, and opens directly into Salon E and Salon H. Single Freight Elevator with interior dimensions of 17’L x 8’W x 8’H, door measurement of 7’10”W x 7’10”H, and capacity of 6,000 lbs.
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FURNITURE RENTAL Furniture rental for events, exhibits, & tradeshows. Lounge22 3909 Warehouse Row Austin, TX 78704 Phone: (818) 502-0351 Fax: (512) 912-1009 Email: [email protected] Website: www.lounge22.com
GENERAL MANAGER
Leslie Pchola is a 17 year veteran of Hilton Hotels Corporation. She began her Hilton career in 1988 at the Hilton International in Toronto, and has held corporate positions in both our Atlanta and Beverly Hills offices. Prior to her arrival in Austin, Leslie was the Hotel Manager of the premier downtown historical property, the 1544 room luxury Hilton. Leslie earned her Hospitality Degree from the Georgia State University Cecil B. Day School, and is currently active in a number of hospitality and tourism industry organizations, including serving as an Executive Board Member of the Women in Lodging of the American Hotel & Lodging Association. Leslie and the entire Hilton
29 Austin team are passionate about ensuring the finest possible experience for you and all of your attendees.
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GIFT CERTIFICATES A gift certificate is a wonderful way to reward your attendees, staff, or sporting event winners. Gift certificates are available for purchase through the front desk and are designated for restaurants, lounges, logo shops and guest room charges. Gift certificates are not honored at our retail shops; however, purchases may be made in certain retail shops and signed to the guest room. A gift certificate can be used as a credit to the guest room account. Please contact your Catering/Event Manager for further details.
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GIFT IDEAS
http://www.hiltontohome.com/ - The Hilton Serenity Collection
http://www.hilton.corplogoware.com/?rep=hilton - Olympic Merchandise
http://www.waldorfcollection-hotelsathome.com/home.html - The Waldorf Collection
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GRATUITIES Informally known as tipping, in the United States tipping is voluntary. Tips are customarily rewarded for services performed as well as a supplement to an employee's income (gratitude). Recommendations for Housekeeping are $1.00-2.00 per day, Bellman - $1.00 per bag, and discretionary for all managers and staff that provided above and beyond services provided for you. Disclosure: all gratuities not outlined in the contract are discretionary.
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GREEN INITIATIVES
The Hilton Austin proudly serves only Natura Purified Water for all meetings. This system is an environmentally friendly alternative to the waste associated with conventional bottled water. Its proprietary filtration technology, which uses both "high tech" active carbon filters and a UV radiation chamber, removes bacteria and eliminates impurities while retaining healthy, thirst quenching minerals. The Natura system also reduces the carbon impact of traditional bottled water by reducing the need for shipping, storage and recycling. The current fee for this service is $1 per person per day. Contact your Event or Catering Representative for our Natura Flavored Water options and pricing.
30 We are also doing our part in reducing the amount of luncheon and dinner rolls that routinely go unused at the end of every banquet. Thus we will serve rolls to all guests upon request, but not as an automatic part of a banquet offering.
Guestroom amenities such as shampoo are replaced only as needed. Compact fluorescent light bulbs are used throughout the hotel when possible. Water conservation programs include replacing guestroom towels only when they are placed on the floor or as requested.
See also Sustainability Initiatives
GROUP RESERVATIONS IDENTIFICATION PROGRAM (G.R.I.P.) By providing us with an Excel list of your conference registrants, we can search our reservation system database to identify any attendees who may have reserved their room outside of your block. We will be able to do this at the time that your conference registration list has been finalized, provided you complete and return a signed GRIP indemnity agreement. If any additional reservations should be identified we will advise you of these so you have a true total for historical purposes.
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GROUP CHECK-IN, ARRIVALS AND DEPARTURES The Hilton Austin has a specially designed group entrance to accommodate the needs of your group. It has a Porte Cochére and ample room for bus loading and unloading. It is also conveniently located near the ballrooms and meeting rooms. A specific area may be reserved and set up for satellite check-in and convention registration, depending on your arrival pattern.
All coach arrivals will be directed to the group entrance, as the front entrance becomes easily congested and large movements can be more efficiently accommodated at the group entrance.
Your guests will be asked to remit credit or a cash deposit upon arrival for their incidental charges, unless we have agreed to accept a letter of guarantee from your organization, and it is on file at time of check-in.
If your guests are arriving via group transportation and an arrival manifest has been supplied, we will be happy to have all of the rooms assigned in advance and key packets prepared. If your guests will be arriving at scattered times throughout the day with no transportation arrangements made or arrival manifest, we will assign rooms on a first- come, first-serve basis.
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GUEST LIST MANAGER
31 An on-line tool provided by Hilton to group customers that allows you to manage your group’s reservations on-line and provides on-line guest list information. As the event organizer, you may utilize Hilton’s internet based tool specifically designed to allow you to: Obtain current information anytime of day or night with the touch of a button. Expedite reservations for your event by directly reserving multiple rooms at one time. View, download and print the most current information as to who has registered in your block, there by cross checking the list with registered attendees at your event. View current room counts, both committed and available, for your event. Your group rooms coordinator will be happy to assist in creating your own Group Event Record.
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GUEST ROOMS Total Number of Guest Rooms 800 ADA Accessible Rooms 38 Number of Floors 31 Total Main Level Guestrooms 694 Queen/Queen Rooms 421 King Rooms 273 Total Executive Level Guestrooms 81 Queen/Queen Rooms 30 King Rooms 51 Total Suites 25 Corner Suites 5 Deluxe Suites 5 Capital Suites 11 Executive Suites 3 Presidential Suites 1
Texas state law and local enforcement of national fire codes mandate that there is a maximum of four guests per room (adults/children).
Hilton is pleased to present “The Serenity Collection”, today’s premier bedding package including pillow top mattress and luxury linens. Did you enjoy your night’s sleep? Visit www.hiltontohome.com to order your own Serenity bed.
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GUEST ROOM DELIVERIES Bell Services deliver non-food or packaged deliveries to the guest rooms. Please contact your Event or Catering Manager for specifics and pricing of deliveries both inside and outside rooms.
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GUEST SERVICE HOTLINE Guests with specific needs or requests may pick up a house phone and dial extension “0.” A hotel operator will direct your needs to the appropriate hotel contact.
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HAIR SALON Please see our concierge desk for the many hair salon options in downtown Austin.
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HHONORS FLOOR Floors 23 & 24 are reserved for our HHonors guests.
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HOSPITALITY DESKS Your Catering/Event Manager is happy to arrange a hospitality desk for your group. Hospitality desks will be located near the group’s check-in. Phones may be arranged in advance with either in-house extensions or direct dial numbers.
Should you require a larger area for an office, storage or hospitality, please consult your Catering/Event Manager for space availability.
Handwritten signs and flip charts are not permitted in the hotel’s public areas. Professionally printed signs may be ordered in advance through our on-site UPS Store. Please ask your Catering/Event Manager for recommendations.
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HOSPITALITY SUITES FUNCTIONS Suites may be used for hospitality purposes or small group events between the hours of 8 am and 9 pm. The Hilton Austin is the only licensed provider of food and beverage in your suite. Please consult your hotel representative for guidelines regarding maximum capacities and noise levels, as well as to place your order.
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33 HOTEL FACTS/HISTORY The following is a fact sheet for the Hilton Austin.
Location: Austin, Texas Address: 500 East 4th Street, Austin Texas 78701 Telephone: (512) 482-8000 Facsimile: (512) 469-0078 Central Reservations: 800-236-1592 Hotel On Site Reservation: (512) 482-8000 Website: http://www1.hilton.com/en_US/hi/hotel/AUSCVHH-Hilton-Austin- Texas/index.do
Developer: Faulkner USA Managed By: Hilton Hotels Incorporated Grand Opening: Dec 2003 Last Renovation: N/A Employees (Full-Time, Part-Time): +/- 450
Brief Description: Largest hotel in downtown Austin, directly across from the Austin Convention Center.
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HOUSEKEEPING Daily housekeeping service, which consists of general cleaning, takes place 24 hours a day. Should one of your guests require special times of service, requests may be made directly with Housekeeping or your Catering/Events Manager.
The suggested housekeeping gratuity is $1.00 per day. Some groups may have the gratuity rate predetermined in the contract and billed to the master account.
Each guest room is provided with several special service amenities either at no charge or for a nominal fee. Complimentary items include: an iron and ironing board, coffee makers, hairdryers, in-room safe, bath/shower amenities, and extra pillows. Additional bedding available for children: cribs and rollaways. Please note there is a maximum of four persons (including children) permitted per room.
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IN CONJUNCTION WITH (ICWS) Any group hosting an In-Conjunction-With Event is solely responsible for all charges and activities. The hosting convention must authorize all arrangements for meeting space, assignments, food, beverage, etc.
Groups meeting in conjunction with a conference, but not part of the official convention program who require meeting space and separate billing, are subject to credit approval.
34 All meeting space, if available, will be at the hotel’s normal prevailing room rental rates and will be subject to the hotel’s standard contract terms and conditions.
A listing of all ICWs should be sent to the hotel no later than 90 days prior to the actual event, so that each may be individually contacted by the appropriate hotel representative to set up food, beverage and billing arrangements.
See also: Affiliates
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INDEMNIFICATION To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the Hotel, Hilton, and the Owner, and their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney’s fees), arising out of or connected with your function, except those claims arising out of the sole negligence or willful misconduct of the hotel.
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IN-ROOM DINING Our In-Room Dining is open 24 hours a day for breakfast, lunch, dinner, snacks and beverage service. We are happy to offer convenient doorknob ordering for breakfast service. In-Room Dining can be reached at extension 62 in-house.
A variety of amenities are also available through room service.
Room service gratuity is 18% and is posted automatically on all checks. There is also a delivery fee of $3.00 per order.
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INSURANCE You agree, if requested by us, to obtain and keep in force, during the term of its occupancy and use of our premises for your event, policies of general liability insurance, specifically referring to and including the contractual liability referred to in paragraph 13, premises-operations, broad form property damage, independent contractors coverage, and personal injury liability with limits of $1,000,000.00 with such responsible insurance companies satisfactory to us; and, if applicable, worker's compensation insurance to statutory limits, employer's liability insurance with limits of $100,000.00 and automobile liability insurance covering all owned, non-owned and hired vehicles with limits satisfactory to us. You agree to include Hotel, Hilton and Owner in such policies as additional insured’s there under. Your insurance will be considered primary of any similar insurance carried by us. You agree to deliver to us by 10 AM at least three (3) business days prior to your event copies of certificates of insurance for each policy required by us.
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INTERNET SERVICES The Hilton Austin provides both wired and wireless internet services for guestrooms and meeting space. Please contact your Event Manager for internet pricing for your event or guest rooms. The hotel is fully wireless enabled, and Wi-Fi access in the Lobby is complimentary.
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KEY CARDS Please contact your Catering/Event Manager if you would like keys to any of your meeting, office, or hospitality rooms.
Customized KEY CARDS In an effort to show our commitment to the environment, the Hilton Austin offers groups the option of ordering sustainable key cards, which are wood based and biodegradable. Custom logo plastic key card are also available. Please contact your Catering or Event Manager for options and associated fees.
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KEY HOTEL CONTACTS The Hilton Austin Managing Committee: General Manager, Leslie Pchola (512) 682-2773 Resident Manager, Joe Bolash (512 682-2946 Director of Catering, Sandra Latham (512) 682-2716 Director of Engineering, Tim Olfers (512) 682-2756 Director of Events, Catherine Hermano (512) 682-2704 Director of Finance, Sean Kalbach (512) 682-2727 Director of Front Office, Ron Krzyzanowski (512) 682-2771 Director of Housekeeping, Heidi Brazil (512) 682- 2748 Director of Loss Prevention, John Gurton (512) 682- Director of Revenue, Liliana O’Brien (512) 682- Director of Sales & Marketing, Allen Alderman (512) 682-2721 Executive Chef, Mark Dayanandan (512) 682-2772
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KOSHER We are able to provide a variety of Kosher Meals to our guests. These meals are prepared for us by Simcha and are certified Glatt Kosher. Please ask your Catering/Event Manager for kosher options, pricing, and lead time necessary.
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36 LABOR The Hilton Austin is a non-union hotel.
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LAUNDRY/VALET – SEE DRY CLEANING Laundry services are available by dialing extension 63. Garments picked up prior to 9:00 a.m. are returned to guests by 6:00 p.m. the same evening. Garments picked up after 9:00 a.m. will be returned the following day by 6:00 p.m.
Please note that there is no service on the following Holidays: Memorial Day, July 4, Labor Day, Thanksgiving, Christmas and New Year’s Day.
See also: Dry Cleaning
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LIMOUSINE SERVICES Arrangements may be made to provide airport transportation through the following companies:
ETS Global 500 Shady Lane Austin, TX 78702 (512) 477-5466 www.ets-global.com
R&R Limousine & Bus “The Clean Air Transportation Company” - Using biodiesel buses and hybrid limos - P.O. Box 341805 Austin, Texas 78734 Main: (512) 947-7433 Fax: (512) 682-9111 [email protected] www.rrlimobus.com
Paul Arcediano, Owner Cell: (512) 913-6289 [email protected]
*Our concierge desk can also arrange limousine transportation.
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LINEN SELECTION A variety of table linens are available for your various functions. If you desire specialty linen or would like quotes on theme-coordinated linens and chair covers, please consult your Catering/Event Manager.
Linen colors: Napkins and Tablecloths: White, Gold, Brick
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LIQUOR LAWS The State of Texas has strict liquor laws that must be followed by the Hilton Austin. Because the hotel is the only licensed provider authorized to sell and serve alcoholic beverages that were purchased by the Hilton Austin, no group may bring in their own alcohol to be served. The legal drinking age in Texas is 21.
Your Catering/Event Manager may provide a copy of some of the applicable State of Texas liquor laws upon request.
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LOADING DOCK The loading dock is located on the 1st floor of the hotel on Red River between 4th and 5th Streets. The normal hours of operation are Monday – Friday from 6am - 6pm. A loading dock appointment must be established with the meeting planner for event vendors. Please advise your Catering/Event Manager of your load-in and load-out requirements at least two weeks prior to arrival. Your Catering or Event Representative must be provided with a list of vendors, contacts, and products they are providing and telephone numbers. All deliveries must use the Hotel loading dock which is located behind the hotel on Red River Street between 4th and 5th Street. All parcel movement from the loading dock to the meeting rooms will be handled by the Hilton Austin UPS Store.
The loading dock has two bays and can accommodate up to (2) 53 foot trailers. Freight Elevator – 8’ x 8’ x 17’, 6,000 pounds maximum capacity, all weight must be center loaded.
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LOCAL INFORMATION
Off-Site Events: Esther’s Follies 1BLK Comedy troop performances will keep you laughing!
38 Buffalo Billiards 4BLK Pool hall, sports and cocktails Stubb’s BBQ and Concert Hall 3BLK Famous for Bar-B-Q and live performances Iron Cactus 2BLK Southwestern restaurant and margarita bar Indoor or rooftop terrace
Entertainment and Attractions: 2nd Street Shopping District 6BLK 6th Street Entertainment District 1BLK Bob Bullock Texas State History Museum 0.5MI Congress Avenue Bridge & Bats 6BLK Jogging around Lady Bird Lake 4BLK LBJ Presidential Library 0.5MI South Congress (SoCo) shopping 1MI Texas State Capitol 7BLK University of Texas Campus 0.5MI UT Performing Arts Center 0.5MI Warehouse Entertainment District 6BLK
Fitness & Recreation Bowling 3 MI Driving Range 5 MI Fishing 0.3 MI Golf Course 5 MI Hiking Trail 0.3 MI Jet Skiing 15 MI Jogging Track 2 MI Playground 2 MI Pool Table 0.5 MI Putting Green 5 MI Sight Seeing Tours 2 MI Snorkeling 15 MI Tennis Court 4 MI Walking Track 0.5 MI Water Skiing 15 MI
Local Businesses & Corporations AMD 9 MI Computer Sciences Corp 8 BLK Dell 15 MI Deloitte & Touche 1 MI Ernst & Young 1 MI
39 GE Security 8 BLK IBM 11 MI KPMG 5 BLK Motorola 11 MI Samsung 13 MI Trilogy 9 MI Vignette 4 MI
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LOST AND FOUND It is the policy of Hilton Hotels Corporation to make every effort to return any found property to its rightful owner. All found property in the hotel will be recorded and stored, and disposed of, whether it is found in a guestroom, public space, or any other area of your hotel. We will make every attempt to determine the legitimate owner and return the found property. If the owner can not be determined within ninety days (or other time period specified by local law), the found property will be disposed of in accordance with the state law. If no local or state law exists, or these agencies decline involvement, the property shall be returned to the finder. This policy does not apply to minor items found on the property such as a toothbrush, ladies hosiery, cigarettes, etc.
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LUGGAGE STORAGE Our Bell Stand can assist with luggage storage for those guests arriving early when rooms may not be available and also for guests attending functions on departure day. Based upon availability, a banquet/meeting room may be set aside to store hand-carried luggage for individuals leaving later in the day. It is requested that the travel staff supervise these items, as they will be stored at your own risk.
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MANAGER ON DUTY (M.O.D.) For your convenience, a Manager on Duty (M.O.D.) is available 24 hours a day, 7 days a week and can be accessed via the guest service hotline at extension “0.”
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MAIL SERVICES The UPS Store can handle all of your mailing/shipping needs. UPS Air & Ground are recommended, but the UPS store will also be happy to handle FedEx, Airborne & DHL shipments. The UPS Store can also handle your United States Postal Service basic
40 mailing needs including stamps and materials. The UPS Store does not provide USPS service for certified mail, return receipt mail, insurance or USPS tracking. Please refer to your Catering/Event Manager if you would like to arrange an on-site service for your group.
United States Postal Service (Closest Location) 510 Guadalupe Street Austin, TX 78701-9998 Phone: (800) ASK-USPS Monday to Friday 8:30 am- 6:30 pm
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MASSAGE THERAPY Massage is well known for its ability to relax muscle spasms and relieve tension from the body. Our Tower Health Club & Spa offers a wide range of massage therapy treatments. Reservations are suggested. For booking massages as a group activity option, you may consult your Catering/Event Manager.
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MASTER ACCOUNTS If you wish to be considered for direct billing, you must have a signed application with bank authorization returned to our office no later than four months prior to your arrival date. Based on the results of your application, we may request that you pay a deposit of up to 75% of the estimated dollar value of the anticipated total master account charges. If credit is not approved for your function, you agree to provide us with a credit card to which all estimated master account charges will be billed. We must receive this credit card and authorization no later than two months prior to your arrival date. You may also provide us with a check for full pre-payment but we will still need a credit card authorization on file for any unforeseen overages incurred on site.
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MEDICAL FACILITIES/SERVICES Medical Services facilities nearby:
Urgent Care/Emergency Room Brackenridge Hospital 601 East 15th Street Austin, TX 78701 (512) 324-7000 **Travel time from the hotel is about 5 minutes* Hospital Brackenridge Hospital 601 E 15th Street Austin, TX 78701 (512) 324-7000 **Travel time from the hotel is about 5 minutes**
Ambulance Metrocare Services 4100 Ed Bluestein Boulevard Austin, TX (512) 389-2144
42 Available 24 hours a day
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MEETING PACKAGES Meeting Break and Meal Packages are available. Please contact your Event or Catering Manager for details.
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MEETING ROOM CAPACITIES Meeting space capacities vary based on the set up for the event. For approximate capacities, please visit www.emarketing360.com/Hilton/TX/HAC/. Please see your Catering/Event Manager for additional details.
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MEETING ROOM RENTAL Meeting Room rental will be applied to meeting room space as applicable.
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MEETING ROOM SET STANDARD Standard meeting rooms include the following items:
Banquet or classroom tables and chairs Linens Pads and pens or pencils Natura Water at a per person charge Lectern Basic meeting room set up is complimentary unless otherwise noted. Depending upon the extent of the setup requirements, additional charges may be incurred. Likewise, the Hotel agrees to set your meeting room according to the instructions outlined on your Banquet Event Order. Extensive setup changes on-site will incur a re-set fee.
For pricing on internet, telephones, electrical, and other miscellaneous charges, please contact your Catering/Event Manager.
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MUSIC/MUSICIANS The Hilton Austin has key contacts in the entertainment industry which make it possible to secure the best local, national, and international talents. Please contact your Catering/Event Manager for assistance in booking entertainment.
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NEWSPAPERS/PUBLICATIONS The following newspapers are available in our Java Jive coffee shop:
Austin American Statesmen New York Times USA Today Houston Chronicle San Antonio Express News Wall Street Journal Dallas Morning News The Onion The Austin Chronicle (delivered on Thursdays)
USA Today is delivered complimentary to guest rooms Monday – Friday.
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OFFICE EQUIPMENT/SUPPLIES The Hilton Austin UPS Store offers a complete range of services including rental of computer systems, copier machines, facsimile machines, secretarial support, photocopying, word processing services, fax transmission, and shipping and mail services, just to name a few.
Prices are quoted on an individual basis depending on the type of equipment needed as well as the scope of the job requested. Discuss your group’s needs with the UPS Store Manager.
Business Center hours are 7 a.m. to 9 p.m. every day. However, if you require assistance after hours, please contact the Front Desk.
For large quick printing or copying jobs, you may contact:
FedEx Kinko's: Downtown 327 Congress Ave # 100 Austin, TX 78701 (512) 472-4448 Monday – Friday 7:00am – 11:00pm Saturday – Sunday 10:00am – 7:00pm
Sir Speedy Printing 800 Brazos Ste 225 Austin, TX 78701
44 (512) 472-4090
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PACKAGES / DELIVERIES
Please contact The UPS Store or Front Desk staff to retrieve any boxes or packages shipped to you at the Hilton Austin. Please provide your Catering or Event Representative with a list of vendors, contacts, and products they are providing and telephone numbers. All deliveries must use the Hotel loading dock which is located behind the hotel on Red River Street between 4th and 5th Street. All parcel movement from the loading dock to the meeting rooms will be handled by the Hilton Austin UPS Store. If you wish any boxes to be moved between meeting and/or ballrooms, please schedule this well in advance with your Catering or Event Representative; note that fees will apply.
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PARKING The Hilton Austin offers both Self and Valet Parking. Overnight Self-Parking is $16 plus tax. Overnight Valet is offered at $25 plus tax. Overnight hotel guests have in and out privileges.
LAZ Parking manages a number of outdoor surface parking lots in the local area that will accommodate oversized vehicles. For additional details and reservations, please contact LAZ at (512) 472-4261.
Should you need city meters bagged, please contact Nancy Thralls at (512) 974-5634. Rates are as follows: $35 application fee $10 per meter per day
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PERSONALIZED GROUP WEB PAGE The Hilton Austin can provide you with a customized group reservation home page which can be linked to your organization’s internet-based conference registration site. This POG enables your attendees to make their own guestroom reservations when registering for the conference online. The hotel can provide you with regular updates so you can ensure that everyone who has reserved a room has also registered for your conference.
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PETS We are happy to welcome all Service Animals at the Hilton Austin.
Pets are welcomed with a $75 non-refundable pet deposit (this fee does not apply to service animals). Please contact the Hilton Austin directly for more details regarding our new Pet-Friendly policy.
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PHOTOGRAPHY The following companies can also provide photography services for all occasions, special events, weddings, and groups.
Dodd Studio (512) 280-6911, www.doddstudio.com Bill Bastas (512) 444-5424, www.bastas.com Francois Photography (512) 320-0072, www.francoisphotography.com Sterling Images (512) 977-9751, www.sterlingimagesoline.com Schmitt Photography (512) 567-0336, www.tylerschmitt.com
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PIANOS The Hilton Austin has four pianos for use, two baby grand pianos and two upright pianos. Please see your Catering/Event Manager to request to reserve your piano. Rental fees will apply.
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POOLS Our pool is heated, salt water located on the 8th floor at the Tower Health Club & Spa and use is complimentary for hotel guests.
Hours of Operation are: Monday through Friday, 5:30 am to 10 pm Saturday, 7 am to 10 pm Sunday, 7 am to 9 pm
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POST-CONVENTION MEETING We encourage our customers to meet with our General Manager or Director of Events during or after the meeting to provide and review feedback. Your Event Manager will coordinate a convenient time.
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POST EVENT REPORT For meetings and conventions with more than 100 rooms on peak night, your Event Manager will complete a Post Event Report. This report details room pick-up and food and beverage revenues.
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POSTING OF EVENTS Electronic reader boards are located in the lobby and on the meeting floors to post events taking place in the hotel. Additional group signage on meeting room levels are subject to hotel approval. We ask that no group-signage be placed in the lobby itself. Please refer all requests for signage to your Catering/Event Manager.
See Also: Signage/Banners
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PRE-CONVENTION MEETING In order to introduce our clients to the Executive Team of the hotel, we recommend a pre- convention meeting be held a day or two prior to your main group arrival. Please advise your Catering/Event Manager as to who will attend from your organization and what a convenient time would be. Time ranges from 30 minutes to one hour and may be followed by a review of all banquet event orders.
Please note that for smaller groups, a smaller more personalized meeting may be set up involving key operational department heads.
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PRINTING SERVICES
The UPS Store at the Hilton Austin 500 East 4th Street Austin, Texas 78701 (512) 682-2828 Monday – Friday 7 am – 9 pm Saturday & Sunday 9:00 am – 6:00 pm
FedEx Kinko's: Downtown 327 Congress Avenue # 100 Austin, TX 78701 (512) 472-4448 Monday – Friday 7 am – 11 pm Saturday – Sunday 10 am – 7 pm
Sir Speedy Printing
47 800 Brazos Street, Suite 225 Austin, TX 78701 (512) 472-4090
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PRODUCTION GUIDELINES
Your Hotel Representative can provide you with a copy of our Hotel’s Production Guidelines. It is important that you read and understand our policies, which are designed to ensure your attendees safety and comfort.
A few key items to note: Your Event Manager must approve all material in your exhibitor kit prior to finalizing. Protective floor boards must be used on all ballroom and pre-function carpets prior to any exhibit installation and strike A diagram is mandated for all events involving outside staging, draping or exhibitions and must be approved in writing by the local Fire Marshal. All necessary permits and final diagrams must be submitted to the Hotel for review at least 45 days prior to load in. A pre and post event walk through must be arranged with Presentation Services for every exhibit and / or and production with an outside contractor. Your drayage company must comply with all hotel regulations in the planning process, while on-site and through move-out.
PUBLIC TRANSPORTATION Austin’s bus system, Capital Metro, offers many routes throughout the city. Capital Metro’s Airport Flyer provides direct service to Austin-Bergstrom International Airport. Please see the concierge desk for schedules and pick up/drop off locations.
Taxis are available from the hotel front door 24 hours a day. They are also readily available at the airport.
Yellow Cab Austin (512) 452-9999 Austin Cab Company (512) 478-2222 Lone Star Cab Company (512) 836-4900
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RADIOS/PAGERS/NEXTELS We can assist you in obtaining walkie-talkie radios and/or Nextels for use during your program. You may also bring your own radios or direct-connect phones, note that Nextel is recommended. Please contact Presentation Services at (512) 682-2883 for assistance.
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RECYCLING Recycling bins may be placed at your registration desk or office. Please contact your Catering/Event Manager for details.
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REGISTRATION DESKS Your Catering/Event Manager will be happy to arrange a hospitality desk for your group. Hospitality desks will be located near the group’s check-in. Phone and internet service may be arranged in advance with either in-house extensions or direct dial numbers.
Should you require a larger area for an office, storage or hospitality, please consult your Catering/Event Manager for space availability.
Handwritten signs and flip charts are not allowed in any hotel public areas. Professionally printed signs may be ordered in advance.
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RESERVATIONS: RAPID! (RESERVATIONS AUTOMATED PROCESSING INPUT AND DELIVERY SYSTEM) The Hilton Austin will, if you wish, provide you with a specialized Excel-based document that will allow you to enter all attendee names and other reservations information, including arrival, departure dates, room type, special needs, method of payment, etc. By using this document, and returning it to us, these names will be automatically transferred into our reservations system with no opportunity for typographical errors or miscoded information. We can reduce turnaround time on reservations, thereby increasing the satisfaction of your attendees. You benefit from having a seamless communication channel with the hotel and also gain the assurance of having your reservations placed in our database more quickly.
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RESTAURANTS/LOUNGES
Finn & Porter Restaurant and Sushi Bar Our signature restaurant featuring steaks, fresh fish and seafood
49 Ask about our two exclusive Private Dining Rooms
Liberty Tavern Restaurant Serving breakfast and lunch daily
Java Jive on Fifth Starbucks coffee, Blue Bell ice cream, fresh pastries, salads, and sandwiches to-go, Newsstand and Sundries
Lobby Bar Ideal for individuals or group settings. The Lobby Bar is the gateway to Finn & Porter Restaurant and Sushi Bar.
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RESTAURANT RESERVATIONS Reservations are strongly recommended for all restaurants in the hotel and in Austin, whether it is for a table of four or a dine-around for 250.
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RESTROOMS Public restrooms are located in the following areas:
Lobby – located to the left of the front desk. 4th Floor – one located by guest room elevators. One located by Salon E. 6th Floor – one located by guest room elevators.
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50 RESUMES Your Event Manager will compose a group resume for your event, containing all details pertinent to your group experience at the Hilton Austin, which will be distributed two weeks in advance of your event. In order to deliver this information to our operations team in a timely manner, we request that all necessary information be communicated to your Event or Catering Representative at least one month prior to your group’s arrival.
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RIGGING Presentation Services is the exclusive rigging contractor for the Hilton Austin and is responsible to ensure overhead safety for all public function space within the hotel. Please consult with your Events or Catering Representative for more information and for our rigging guidelines, please note that standard fees will apply.
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ROBES Guest bath robes are provided for your use while staying with us in all Executive Level guest rooms and are also available for purchase at $90 each.
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ROPES/STANCHIONS Pairs of stanchions with connecting rope are limited in supply and available upon request. For more information on banquet equipment, please contact your Catering or Event Manager.
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ROOMING LISTS For groups with call-in reservations, please contact your Event Manager if you would like to receive rooming list updates via email. If reservations will be made through a rooming list, your Event Manager will provide you with a Rapid! Excel template which allows fast and accurate data input.
See Also: Reservations RAPID! (Reservations Automated Processing Input and Delivery System)
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SAFES/SAFETY DEPOSIT BOXES Safety Deposit boxes are available at the front desk and are complimentary to hotel guests. All guest rooms are equipped with an in-room safe.
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SEASONAL BANQUET MENUS
51 As a key component to our company’s green initiatives, The Hilton Austin has designed four seasonal banquet menus, sure to please every palate. The seasons are designated as follows: Spring from March 1 through May 31, Summer from June 1 through August 31, Autumn from September 1 through November 30 and Winter from December 1 through February 28.
SECURITY The Hilton Austin Security Team is on staff 24 hours a day to assist all hotel guests. If required, in our sole judgment, in order to maintain adequate security measures in light of the size and/or nature of your function, you will provide, at your expense, security personnel supplied by a reputable licensed guard or security agency doing business in the city or county in which we are located, which agency will be subject to our prior approval. Such security personnel may not in any instance carry weapons. Please provide your Catering or Event Representative with this information no later than (30) days prior to your event date.
The below companies may be contacted to assist with your group’s security needs:
Capital Area Protection 2410 East Riverside Drive Austin, TX 78741 (512) 469-0401
Emerald PI Security, Inc. 3810 Medical Parkway Suite 235 Austin, TX 78756 (512) 451-6970
Securitas 4301 Westbank Drive #250 Austin, TX 78746 (512) 306-0818
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SHIPPING AND RECEIVING Please note that the Packages for functions may be delivered to the hotel no earlier than three business days prior to the event/convention. Receiving and handling fees will apply. Please see The UPS Store Services and Pricing Guide for all handling fees for in/outbound packages. NOTE: Arrangements must be made through your Catering/Event Manager for storage as hotel storage facilities are extremely limited.
When a drayage company is being used, all exhibitor material must be sent to drayage company regardless of whether an exhibitor is a hotel guest.
52 For small exhibits, when a drayage company is not being used, standard boxes or packages to and from the hotel exhibit area will be delivered by The UPS Store for a charge. Please contact your Catering/Event Manager for details.
Please do not ship valuables. We cannot be responsible for contents.
The Hilton/The UPS Store can not deliver any parcels for Convention Center events.
When shipping materials to the hotel, please include the following information on all packages to insure proper delivery and storage.
Conference Name Event Dates Client / Guest Name Hold for Arrival (arrival date) Attention (Please enter catering/event contact) Destination (Please enter meeting room location to be delivered) Hilton Austin/The UPS Store 500 East 4th Street Austin, TX 78701 Client Phone Client Fax Number of packages in that shipment (i.e. 4 of 6)
Please contact The UPS Store in advance to confirm receipt of your package(s). We also recommend that you have a packing slip both inside and outside of each package. Guests will be responsible for the packing and return of all packages. If you need assistance with packing/shipping please contact The UPS Store as they have all packing materials you may need.
Receiving, handling and shipping charges may apply. No COD packages will be accepted. The Hotel/The UPS Store policies on safe package handling are based on advice from the United States Postal Service (USPS) and the Federal Centers for Disease Control and Prevention (CDC).
Shipping from The UPS Store The UPS Store recommends shipping using UPS, but The UPS Store can handle and ship via FedEx, Airborne & DHL. Please contact The UPS Store for pick-up and delivery schedules. A Freight-Forwarding Form should be obtained from your Catering/Event Manager and completely filled out for shipping any items back to your offices. The hotel/The UPS Store are not responsible for parcels left on property after the group’s departure unless arrangements for handling have been made in advance.
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SHOPPING
53 Java Jive on Fifth For a delightful morning start, our coffee shop, located in the lobby on the street corner, proudly brews Starbucks Coffees. In addition, you will enjoy our pastry chef's scrumptious creations. In the coffee shop you will also find your favorite magazine, Texas souvenirs and sundry items. Plus complimentary wireless internet service is available.
Capra & Cavelli Located on our lobby level, across from the Front Desk, this premier store offers a variety of gift, clothing, and sundry items.
Barton Creek Square Mall (15 minute drive) 2901 South Capital of Texas Highway Austin, TX 78746 (512) 327-7040 Monday through Saturday 10 am – 9 pm Sunday 12 pm – 6 pm
Prime Outlets 3939 Interstate Highway 35 South San Marcos, TX 78666 (512) 396-2200 Monday through Saturday 10 am – 9 pm Sunday 10 am – 7 pm
Tanger Outlets 4015 Interstate Highway 35 South San Marcos, TX 78666 (512) 396-7446 Monday through Saturday 9 am – 9 pm Sunday 10 am – 7 pm
Round Rock Premium Outlets 4401 Interstate Highway 35 North Round Rock, TX 78664 (512) 863-6688 Monday through Saturday 10 am- 9 pm Sunday 10 am - 6 pm
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SIGNAGE/BANNERS The Hilton Austin takes pride in the condition and aesthetic appearance of our facility. In order to maintain a quality image for all Hotel guests, please review the following guidelines regarding signage:
Only professionally printed signage is allowed in the hotel. The Hotel reserves the right
54 to deny display of any signage that is deemed inappropriate. Easels are available to display signs. Handwritten signs or flipcharts are not permitted. Thumbtacks, staples, and double stick tape may not be used to affix signage to meeting room or public area walls.
Banners may be hung from the skirting of the hospitality desks. They may also be hung on the meeting room walls at the discretion of your Catering/Event Manager. Banners may not be hung along the walls of the public areas. Hilton Engineering Department Personnel must provide the labor to hang the banners at a fee.
Signage and banners may not be placed over exit doors or located in such a manner to conceal or obscure any exit.
The UPS Store at the Hilton Austin provides complete sign and banner printing capabilities. The UPS Store 500 East 4th Street Austin, TX 78701 (512) 682 2828 [email protected] www.theupsstore.com Monday through Friday 7 am – 9 pm Saturday and Sunday 9 am – 6 pm
Additional signage vendor:
360 Signs Tom Humphries Owner 4109 Todd Lane Suite 400 Austin, Texas 78744 Office: (512) 442- 2900 [email protected] www.360signs.com
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See Also: Posting of Events
SITE INSPECTION/PRE-PLANNING Please speak to your Sales, Event, or Catering Manager regarding accommodations for site inspections and pre-planning visits.
A Menu Tasting may be requested for large catered events. These may be scheduled no more than 60 days prior to your event to ensure integrity of seasonal items. Please speak with your Catering/Event Manager for additional details.
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SMOKING Smoking is not permitted in the hotel’s public spaces and in most guestrooms. A terrace is available on both the 4th and 6th floors to accommodate anyone who wishes to smoke during event functions. There are a limited number of smoking guestrooms available on the 12th and 25th floors.
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SOUND SYSTEM Please contact Presentation Services for all details regarding sound in the meeting rooms.
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SPA The Hilton Austin’s Tower Health Club & Spa offers numerous relaxing and rejuvenating body treatments, including a variety of massages, facials, body wraps, manicure and pedicure. An extensive renovation to our fitness center was completed in June 2008 and now features state-of-the-art PRECOR cardio equipment as well as a full complement of brand new free weights and strength machines. Both men’s and women’s locker rooms are equipped with steam rooms, dry saunas, showers, and full-length lockers. Contact your Event Manager about information on Group Service rates or Spa Breaks for your meetings.
Health Club Hours of Operation: Monday through Friday 5:30 am – 10:00 pm Saturday 7:00 am – 10:00 pm Sunday 7:00 am – 9:00 pm
Spa Hours of Operation: Daily: 8:00 am – 9:00 pm For further information please call (512) 493-4903 Spa Brochure
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SPECIAL MEAL REQUESTS Please consult with your Catering/Event Manager for any special meal requests or regarding any dietary restrictions.
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STORAGE Due to limited storage space in the hotel, please have all shipments arrive no more than 3 days prior to your event. If you require storage for items of value, please inform your Catering/Event Manager.
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SUITES
Note: The Hilton Austin is the only licensed provider of food and/or beverage in your suite. Suites may be used for hospitality functions between the hours of 8:00 AM and 9:00 PM only.
Capital Suite: Suite includes Parlor with a king bedroom (715 square feet)
Corner Hospitality Suite: Suite includes Parlor (739 square feet) with Murphy bed and executive meeting table seating ten. Has the option to connect to a separate guest room with either one King bed or two Queen beds.
Deluxe Parlor: Suite includes Parlor (631 square feet) with a sofa bed. The Deluxe is close to the main elevators and provides an executive meeting table seating eight. Has the option to connect to a separate guest room with King bed.
Executive Parlor Suite: Located on Concierge Floors - Parlor (714 square feet) includes a sofa bed and executive meeting table seating ten. Has the option to connect to two separate guest rooms.
Presidential Suite: The Suite occupies the entire west end of the South tower and features a board table and study. Suite has a King bedroom and a connecting room (380 square feet) with two double beds for a total of 2,230 square feet
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SUSTAINABILITY INITIATIVES The Hilton Austin is demonstrating its commitment to sustainability with several projects currently underway and focused on achieving Hilton Hotels Corporations’ goals of: • Reducing waste by 20% • Reducing energy consumption by 20% • Reducing water consumption by 10% • Reducing Carbon Dioxide emissions by 20% …all with a target date of 2014
The Hilton Austin’s initiatives include:
57 • Reducing waste by recycling. We have already reduced solid waste landfill disposal by 40%. During calendar year 2008 the Hilton Austin recycled 72.07 tons of waste material, including cardboard, paper, cooking oil, tubular light bulbs, ink jet printer cartridges, batteries, plastic, glass and aluminum. Our recycling efforts saved 1,226 trees, 504,469 gallons of water, 27,387 gallons of cooking oil, and saved more than 6,414 cubic feet of landfill space. The energy saved would power 72 average homes for a period of six months. Additional waste-conscious initiatives include the use of paper instead of plastic to-go cups in our food and beverage outlets, and food condiments served in containers rather than individual packets. We offer groups that schedule meetings at the hotel the option of recycling all of their disposable and recyclable products. The Hilton Austin partners with locally owned Texas Disposal Systems, which produces its own compost products from food waste, and captures methane, a renewable energy source produced from compacted food waste, and sells it to the City of Austin’s energy department.
• REDUCING ENERGY CONSUMPTION THROUGH TECHNOLOGY. The Hilton Austin employs a sophisticated, computerized energy-output monitoring system throughout the building so that our building engineers can make adjustments for the most efficient use of energy. In addition, compact fluorescent light bulbs are used in more than 90% of the building.
• REDUCING WATER CONSUMPTION. Guests may choose to help conserve water by indicating that they do not want their towels washed everyday. We also replace bedsheets every four days for guests who stay with us longer than four days, although guests may request more frequent changes. And, all of our water faucets and shower heads have water-restricting devices, yet providing satisfactory water pressure for our guests’ comfort.
• REDUCING CO2 EMISSIONS. The Hilton Austin strives to buy locally, thereby reducing transportation distance, energy usage and emissions. In addition, free bus passes are available to all team members who choose to ride the bus to work instead of drive. On the near horizon is the development of a voluntary, in-house car-pooling map for team members.
The Hilton Austin Eco Committee meets monthly to discuss additional sustainability projects and to educate itself and other team members on best practices. Hilton Austin’s team members also have engaged in a land use initiative by helping to improve Brush Square Park, located across the street from the hotel, by adding new plants, trees and sod, nourished by mulch from Hilton Austin’s recycling partner Texas Disposal Systems. We also have been awarded the City of Austin’s “Waste Smart Certification” for our environmentally sound solid waste disposal and recycling efforts. Hilton Austin’s efforts are helping to safeguard a sustainable future, all the while making sure our guests have a perfect night’s sleep, a delectable dining experience and a flawless meeting environment.
TAXES The current Texas State General Excise Tax is 8.25%. The current Texas State Hotel Tax is 15% (includes state tax).
All goods and services are subject to state tax including but not limited to food, beverage, labor, and gratuities.
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TAXI CABS Three taxi companies are available to our guests. The Hilton Austin recommends Yellow Cab Austin: (512) 452-9999 Austin Cab Company: (512) 478-2222 Lone Star Cab Company: (512) 482-0000
The standard rate for transfers from the Austin-Bergstrom Airport to the Hilton Austin is approximately $25 one way plus gratuity.
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TEAM MEMBER RECOGNITION Each month two hotel team members are recognized for excellence in service, one for back of house and one for front of house. In addition, each quarter a manager is recognized. Comments for individual recognition are encouraged in our loyalty surveys, sent to each planner via e-mail at conclusion of event.
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TELEPHONES/TELECOMMUNICATIONS The Hilton Austin Information Technology department offers numbers telecommunications solutions for your meeting, including dedicated phone lines and Polycom speaker phones. Please contact your Event or Catering Manager for pricing details.
Guest Room Calls Type of Call Instructions Rates Direct Dial-Bill to Room EMERGENCY 9+911 No Charge Room to Room No Charge Local 9+Number Local Rate $.10 per minute after 60 minutes 800/888/8xx toll free 9+1+Number Toll Free 1st 60 minutes $.10 per minute thereafter Long Distance 9+1+Number AT&T Operator assisted rate less 50% International 9+011+CC+CC+Number AT&T Operator assisted rate (by country)
Local, Long Distance, and International Calls will be billed to your account only when the call is answered.
Applicable Taxes will be added - Rates subject to change.
59 Private Guest Phone Numbers All guests of the Hilton Austin are assigned a private phone number upon arrival to allow for direct calls to their guest room, thus bypassing the hotel operator. This number is automatically provided via voicemail immediately after check-in.
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TOURS/SIGHTSEEING Sightseeing tours in Austin, Texas. Reserve your tickets online for sightseeing tours and attractions in the Austin area.
Austin Overtures (888) 881-3285 http://www.austintours.us/
Austin Duck Adventures Phone: (512) 4-SPLASH or (512) 477-5274 http://www.austinducks.com/
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TRASH REMOVAL Please ensure the meeting space is left in the same condition as when you began. Fees may apply for excessive trash removal. Please contact your Catering/Event Manager for details.
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TURNDOWN SERVICE Guest son our Executive level receive nightly turn down service. If you would like us to establish a similar turndown for your non-executive level guests we would be happy to oblige at a cost of $3.0 per room per evening.
TUXEDOS/FORMAL WEAR If you are anticipating a large delivery of tuxedos on site, please advise your Catering/Event Manager in advance.
The following companies offer tuxedo rentals: Al’s Formal Wear 2828 Guadalupe Street Austin, TX 78705 (512) 472-1697 www.alsformalwear.com
Store Hours Monday: 11 am – 8 pm
60 Tuesday: 11 am – 6 pm Wednesday: 11 am – 6 pm Thursday: 11 am – 8 pm Friday: 11am – 6 pm Saturday: 9 am – 5 pm Sunday: Closed
Men’s Warehouse 2901 Capital of Texas Hwy Inside Barton Creek Square Mall Austin, TX 78746 (512) 327-5771 www.menswarehouse.com Monday through Friday: 10 am – 9 pm Saturday: 10 am – 9 pm Sunday: 11 am – 6 pm
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VOICE MAIL All guest rooms have a voice mail message service. Group voice mails may be left, in groups of ten at one time. Please note that this process is time consuming as each room number needs to be programmed individually. Therefore, labor fees may be assessed. Please discuss any specific requests with your Catering/Event Manager.
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WEATHER Depending on the season, the weather in Austin varies from a low of 41 degrees to a high of 95 degrees. Before visiting the Hilton Austin, we recommend that guests check the local listings to determine the weather conditions.
Month Average High Average Low January 58 38 February 63 42 March 71 51 April 79 51 May 84 66 June 91 71 July 95 73 August 95 73 September 90 69 October 82 60 November 71 49 December 62 41
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61 WHEELCHAIRS A limited number of wheelchairs are available to transport hotel guests to a certain destination within the hotel. If a guest requires a wheelchair for the duration of their stay, we can arrange a rental; however, the guest will be responsible for the rental fees.
The following companies have wheelchairs for rent and will deliver to the Hilton Austin:
Durable Medical Equipment 3900 Medical Pkwy Austin, TX 78756 (512) 484-8663
Mid-Tex Scooter Shop 404 Twin Creek Cove Manchaca, TX 78652 (512) 280-5580
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WIRED PAYMENT If you would like to have payment wired, please notify your Catering/Event Manager, and instructions will be e-mailed to you.
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WORSHIP SERVICES CENTRAL PRESBYTERIAN (512) 472-2445 200 East 8th Street, Austin, TX 78701
FIRST BAPTIST OF AUSTIN (512) 476-2625 901 Trinity Street, Austin 78701
FIRST UNITED METHODIST (512) 478-5684 1201 Lavaca Street, Austin 78701
ST. ELIAS ORTHODOX CHURCH (512) 476-2311 408 East 11th Street, Austin 78701
ST. DAVID'S EPISCOPAL CHURCH (512) 472-1196 304 East 7th Street, Austin 78701
ST. MARTIN'S LUTHERAN (512) 476-6757 606 West 15th Street, Austin 78701
ST. MARY'S CATHOLIC CATHEDRAL (512) 476-6182 203 East 10th Street, Austin 78701
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ZIP-OUT CHECKOUT With Zip Checkout, your room folio is at your door early in the morning of your departure. Simply verify the charges, use the television remote or press the Zip-Out Checkout button on your guest room phone. Please leave your keys in the room. If you are not departing the hotel immediately, luggage storage can be arranged at the bell desk.
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