Hilton Clearwater Beach
Meeting & Event Resource Guide
Our goal is to be Best to Do Business With. There are various stages when we interact with you, the customer. They are: solicitation and marketing, sales and booking, pre- planning, on-site and post-event. Through each of these stages, we focus on the following touch points: creativity, consistency, communication, flexibility and image.
To aid you in the planning process, we have compiled the following hotel information. It is a pleasure to assist you with coordinating the many details that are necessary for making the perfect meeting, convention or event a success. Please note that all pricing is subject to change.
We look forward to supporting you in planning a successful event.
Hilton Clearwater Beach 400 Mandalay Avenue Clearwater Beach, Florida 33767
Hilton.com Hiltonclearwaterbeach.com
TABLE OF CONTENTS
General Information • Hotel Overview • Guest Room diagrams with specifications (as appropriate) • Suite Information and Descriptions (as appropriate) • Dining Information with Restaurant Descriptions • Hotel Shop(s) Information
Function Space and Banquets • Function Space Diagrams with specification
Resource Information • Hotel specifics listed alphabetically
Forms • Credit Application • Credit Card Authorization • Miscellaneous request form • Planning Checklist
2 GENERAL INFORMATION
Spanning 10 acres along the Gulf of Mexico’s shimmering coastline, we invite you to rediscover the Hilton Clearwater Beach and indulge in a vibrant, newly transformed setting for your next vacation or business meeting. Rely on this three-diamond hotel and enjoy enchanting accommodations overlooking one of the world’s most brilliant white- sand beaches. Recline in a beach chair and gaze out at the magnificent blue skies. Curl your toes in the soft sand, and let the gulf breezes stir your soul. Order your favorite drink from the area’s only full-service, beachfront food and beverage service. Escape and witness the transformation of this delightful new Clearwater Beach hotel for a glimpse of paradise, in a landmark location:
• Nestled on 10 acres of brilliant white-sand coastline, in Clearwater Beach, Florida • Overlooking the Gulf of Mexico, next to Pier 60 and across from the marina • Within walking distance to Clearwater Beach’s best restaurants and activities • Only 20 minutes from St. Petersburg / Clearwater International Airport (PIE) • Just a half hour from Tampa International Airport (TPA), providing flexibility with flights
GUEST ROOMS All of our accommodations are non-smoking. The majority of our rooms have private balconies offering city, harbor, park or partial gulf views.
Our Choices Include:
King Room:
3 Double/Double Room:
Views vary as follows: • Partial Gulf View Double • Partial Gulf View King • The Clearwater Room • The Coast Room Double • The Coast Room King • Harbor View Double • Park View Double
SUITES
These spacious offer an oversized room with a dining table, microwave, refrigerator, sleeper sofa, upgraded amenities, and a view of the Gulf of Mexico.
Our Choices Include:
Gulf Front Junior:
4 Palm Suite:
Royal Suite:
5 FUNCTION SPACE
6
Meeting Room Floors: MAIN LEVEL | LOWER LEVEL
MAIN LEVEL Maximum number of people per seating style
Agave Office Suite 765 41.17' x 33.17' 8 9 16 0 0 12 9 12
Citrus 646 38.00' x 17.00' 8 30 50 40 50 40 27 0
Coral 425 17.00' x 25.00' 9 21 35 24 25 18 20 0
Dolphin 425 17.00' x 25.00' 9 21 35 24 25 18 20 0
Executive Conference 891 27.00' x 33.00' 9 27 50 50 50 16 24 0
Grand Ballroom 9,821 61.00' x 161.00' n/a 650 1,300 800 1,200 0 0 0
Grand Ballroom Foyer 4,164 146.25' x 27.50' 8 0 0 0 350 0 0 0
Grand Ballroom-Salon A 640 20.00' x 32.00' 9 27 50 40 50 20 24 0 Grand Ballroom-Salon 1,952 61.00' x 32.00' 9 120 200 150 175 38 50 0 ABC Grand Ballroom-Salon B 640 20.00' x 32.00' 9 27 50 40 50 20 24 0
Grand Ballroom-Salon C 640 20.00' x 32.00' 9 27 50 40 50 20 24 0
Grand Ballroom-Salon D 1,708 61.00' x 28.00' 14 96 180 110 150 40 40 0
Grand Ballroom-Salon E 2,196 61.00' x 36.00' 14 140 250 180 200 40 60 0
Grand Ballroom-Salon F 1,952 61.00' x 32.00' 14 120 200 150 175 40 50 0
Grand Ballroom-Salon G 2,013 61.00' x 33.00' 9 120 200 150 145 40 50 0
Manatee 350 14.00' x 25.00' 9 18 30 16 25 18 20 0
Mandalay 1,080 20.00' x 54.00' 9 36 75 70 75 32 0 0
Mangrove 714 51.00' x 14.00' 8 48 75 60 80 30 27 0
Marlin 425 17.00' x 25.00' 9 21 35 24 25 18 20 0
Palm Boardroom 360 12.00' x 30.00' 8 0 0 12 0 12 0 0
Tarpon 425 17.00' x 25.00' 9 21 35 24 25 18 20 0
Waters Edge A 856 26.00' x 30.50' 8 48 75 50 85 24 30 34
7 Waters Edge B 980 30.17' x 30.50' 8 48 75 50 85 24 30 34
Waters Edge Ballroom 2,708 83.17' x 30.50' 8 90 150 180 300 0 0 0
Waters Edge C 882 27.00' x 30.50' 8 48 75 50 85 24 30 34
White Sands 407 16.33' x 25.42' 8 24 44 30 25 18 21 22
LOWER LEVEL
Meeting Complex 20,000 n/a 9 0 0 0 0 0 0 0
8 DINING
Reflections
Our laid back restaurant features delicious dining overlooking the Gulf of Mexico. Serves breakfast, lunch & dinner daily from 7:00 a.m. – 10:00 p.m. Casual attire.
Sand Bar & Grill
Enjoy a sun-splashed atmosphere, poolside dining at this charming outdoor restaurant serving lunch and dinner. Open daily, weather permitting, from 11:00 a.m. – 8:00 p.m. Beach attire.
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Tiki Bar
Our Tiki Hut provides a fun, playful setting to enjoy your favorite beverages while relaxing directly on the beach. Open daily, weather permitting, from 11:00 a.m. – 7:30 p.m. Beach Attire.
Coasters Lounge
Stop by this laid back Lounge for your favorite libation while watching spectacular sunsets; morning coffee bar, light lunch, appetizers and late night menu available. Open daily from 6:00 a.m. – 12:00 a.m.; weekends until 1:00 a.m. Casual attire.
10 Clearwater Beach Club Our Breezy Hideaway is among the best. Whether it’s sun or shade, cruising the wave tops or snorkeling the depths below, the Hilton Clearwater Beach is your choice for oceanfront recreation. Escape to our beachfront hotel -- where the friendly staff at our Beach Services Desk will help chart your course to paradise. From complimentary towels and umbrella and cabana rentals to the only beachfront food and beverage service in the Clearwater area, we work hard so you never have to. Forgot something? Head to our Beach Club Shop for snacks, beverages, ice cream, sunscreen, sunglasses, beach and water toys, cameras, koozies, visors, totes, t-shirts, and more! Beach Club membership is optional and offers a great deal which includes:
• Daily beach chair and umbrella usage, including “sunset” rentals • Savings on Fun Ride rentals, water sports rentals, Fun Factory activities for kids, and Beach Shop Merchandise • Daily cocktail specials offered in hotel restaurants: the cocktail lounge and the Tiki Bar • Discount on all dinner entrées and breakfast buffet • Discount on sunset picnic basket dinner
Cabana rentals available
Available all day or just for the afternoon, rental available at $25.00 and options include: Beach Rentals - Full Day – 9 a.m. - 5 p.m.
• 2 Chairs with Umbrella • 2 Chairs with Cabana
Beach Rentals - Half Day – 1 p.m. – 5 p.m.
• 2 chairs with umbrella • 2 chairs with cabana
11 RESOURCE INFORMATION A Advertising Opportunities Affiliates Airline Information Amenities Americans with Disabilities Act (ADA) Audio/Visual Automated Teller Machines
B Baby-Sitting Services Balloons Banks Banquet Beverage Selection Banquet Curfews Banquet Equipment Banquet Menu Selection Banquet Terms and Conditions Bell Services Billing Box Lunches Business Center Bus/Bus Companies
C Car Rental Agencies Cash Paid Outs Cash Paying Guests Changing Facilities/Day Use Check Cashing Privileges Check-In and Checkout Coffee Maker Concierge Credit Cards Credit Policy Currency Exchange
12 D Decorations Destination Management Companies (DMC) Deposits Diagrams Dietary Requirements Directions to the Hotel Doctors on Call Drug Stores Dry Cleaning
E eEvents Electrical Elevators Emergency Procedures Entertainment Environmental Commitment Executive Meeting Packages Exhibits
F Fax Machines Fax Numbers Fire Codes Fitness Center Flags Floral/Florist Freight Elevator
G Gift Certificates Gift Ideas Golf Course Information Gratuities Group Reservations Identification Program (GRIP) Group Check-In, Arrival and Departures Guest List Manager Guest Rooms Guest Room Deliveries Guest Service Hotline
13 H Hair Salon Heat Hospitality Desks Hotel Facts/History Hotel Map Housekeeping
I In Conjunction With (ICW’s) Indemnification In-Room Dining Interpretation/Translation Services Internet Services
J
K Key Cards Key Hotel Contacts Kosher
L Laundry/Valet Limousine Services Linen Selection Liquor Laws Load-In/Load Outs (Production, Decor, & Staging) Loading Dock Local Information Lost and Found Luggage Storage
M Manager on Duty (MOD) Mail Services Master Accounts Medical Facilities/Services Meeting Room Capacities Meeting Room Deliveries Meeting Room Rental Meeting Room Set Standard Music/Musicians
N Newspapers/Publications
14 O Office Equipment/Supplies Off Premise Catering
P Package Room Parking Personalized Group Web Page Pets (policies) Photography Pianos Pools Porterage Post-Convention Meeting Post Event Report Posting of Events Pre-Convention Meeting Printing Services Production Guidelines Public Transportation Pyrotechnics
Q
R Radios/Pagers/Nextels Recycling Registration Assistance Registration Desks Reservations (RAPID!) Restaurants/Lounges Restaurant Reservations Restrooms Resumes Robes Ropes/Stanchions
15 S Safes/Safety Deposit Boxes Security Shipping and Receiving Shopping Signage/Banners Site Inspection/Pre-planning Smoking Sound System Special Meal Requests Sport Storage Suites Sustainability
T Taxes Taxicabs Telephones/Telecommunications Tents Theme Parties Tours/Sightseeing Tuxedo/Formalwear
U
V Voice Mail
W Weather Wheelchairs Wired Payment Worship Services
X
Y
Z Zip-Out Checkout
16 ADVERTISING OPPORTUNITIES The hotel offers groups and their affiliate’s opportunities to sponsor/advertise during the specified dates of the meeting/exhibit. Your Event Services manager will provide detailed information and can discuss other ideas not listed below:
. Logo products, e.g., keycards, cocktail napkins, to go lunch boxes, etc. . Video Channel . Plasma Screens . 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 our Event Services Department. 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 affiliates should be sent to the hotel no later than 90 days prior to the actual event, so that they can be individually contacted by the Catering/Event Services Department to set up food, beverage and billing arrangements.
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AIRLINE INFORMATION Airport Information The nearest airport is the Tampa International Airport located 20 miles, approximately 30-35 minutes from Hilton Clearwater Beach. www.tampaairport.com
Ticketing Handled & Curbside Airline Airside Phone By Baggage Check-in* Claim
E RED N (888) 247-2262 Air Canada
(800) A RED Y Air Tran AIRTRAN
F BLUE Y (920) 739-5123 Air Wisconsin
F BLUE Y (800) 433-7300 American
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Atlantic Southeast Delta E BLUE N (800) 221-1212 Airlines
F RED N (800) 247-9297 British Airways
Continental A RED Y (800) 525-0280 Cape Air
F RED N (800) 422-9626 Cayman Airways
Delta E BLUE Y (800) 221-1212 COMAIR
A RED Y (800) 525-0280 Continental Airlines
Continental A RED Y (800) 525-0280 Continental Connection
Continental A RED Y (800) 525-0280 Continental Express
E BLUE Y (800) 221-1212 Delta Air Lines
Delta E BLUE N (800) 221-1212 Freedom Airlines
Continental C RED N (800) 432-1359 Frontier
Continental A RED Y (800) 525-0280 Gulfstream International
A BLUE Y (800) 538-2583 Jet Blue
E BLUE Y (800) 225-2525 KLM
Spirit C RED N (800) 452-2022
18 Midwest Airlines
US F BLUE Y (800) 428-4322 Republic Airways Airways
C RED Y (800) 435-9792 Southwest Airlines
C RED N (800) 772-7117 Spirit Airlines
Sun Country Airlines Delta E BLUE N (800) 359-6786 (seasonal)
E RED Y (800) 241-6522 United
F BLUE Y (800) 428-4322 US Airways
F RED N (800) 538-5696 WestJet
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From Tampa International Airport: From terminal, follow signs to Clearwater Highway 60. Take left exit onto Highway 60 West toward Clearwater Beach. At the roundabout exit, turn right onto Mandalay Avenue. The hotel is on the left.
From St. Petersburg / Clearwater Airport: Start out going West on Roosevelt Boulevard to the Bayside Bridge and turn right (going North) to Hwy 60 West towards Clearwater Beach. At the roundabout, exit right on to Mandalay Avenue. The hotel is on the left.
Super Shuttle provides door-to-door airport shuttle transportation throughout the United States. www.supershuttle.com
AMENITIES The Room Service department is happy to service your group gift and amenity needs. You may choose from the list of amenities below or advise your Catering/Event Manager of your specific preferences or budgeting guidelines.
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 to us 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 can 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 We have chosen Presentation Services as our Event Technologies provider. They share our dedication to customer service and have the technical expertise to meet your audio visual needs. They may be reached at 727-446-7741.
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AUTOMATED TELLER MACHINES There is an ATM conveniently located on the lobby level by the Executive Meeting Room. There is also an ATM located right across the street at the Suntrust Bank.
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20 BABY-SITTING SERVICES The following childcare companies are licensed, bonded, insured and CPR trained. Parents should arrange directly with the company selected. None of the babysitting agencies are affiliated with the hotel, and as such, the hotel is not responsible for the services rendered by these agencies.
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.
Nannies who care www.nannieswhocare.com 1-866-931-1333
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BALLOONS There is a $25.00 clean up fee for the use of helium balloons. We do not allow helium balloons outside on our deck due to environmental concerns. All helium tanks must be in an approved safety stand or cart. There must be prior written approval for the use of all displays and/or decorations proposed by guest. Please see the Banquet Event Order (BEO) for other specific contractual information.
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BANKS Southtrust Bank Fifth Third Bank Bank of America 130 Island Way, 100 Island Way, 122 Island Way Clearwater Beach , FL Clearwater, FL Clearwater, FL (727) 441-8467 (727) 449-1311 (727) 447-3928 Southtrust.com 53.com Bankofamerica.com Mon-Thurs. 9a.m. – 4p.m. Mon-Fri 9a.m. - 5p.m. Mon-Thurs 9a.m. – 4p.m. Friday 9a.m. – 6p.m. Friday 9a.m. – 6p.m.
SunTrust 423 Mandalay Avenue Clearwater, FL 33767 727-447-0058 Suntrust.com Mon-Thurs 9a.m. – 4p.m. Friday 9a.m. – 6p.m.
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BANQUET BEVERAGE SELECTION The Hilton Clearwater Beach offers a choice of standard 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. Specialty items are available upon request.
21 All banquet bars serve wines by the glass, domestic and imported beers, soft drinks, juices, mineral water, and non-alcoholic beers and wines. Blended drinks and champagne by the glass are available upon request.
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BANQUET CURFEWS There is an outdoor function curfew of 11:00 p.m.. In accordance with State of Florida liquor laws, all alcoholic beverage sales will begin at 11:00a.m. and conclude at 2:00a.m..
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BANQUET EQUIPMENT Items in our banquet inventory are for your use at no additional charge. Any equipment requested not in inventory, which have associated costs, 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 banquet menus, room arrangements, and other details pertinent to your convention be submitted to your Catering/Event Manager 30 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. Please advise your Catering/Event Manager in advance with any special dietary requirements.
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22 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 Event Order (“EO”). The terms and conditions of any group sales or catering sales agreement previously signed regarding this event remain in force and the EO 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 72 hours (3 business days) before your event, you must inform us, in writing, of the exact number of people who will attend your event. The arrangements set forth on the reserve side of your EO will serve as the final arrangements for 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 the EO, whichever is greater. We will not undertake to serve more than 3% more than this guaranteed minimum.
3. LABOR CHARGE: If the guaranteed number for your event is less than 25 persons, we will add a $75.00 labor charge to your account. 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 working at your event. 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 EO. 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. 5. GRATUITY & SERVICE CHARGE: 21% of the food and beverage total plus applicable state or local tax will be added to your account as a gratuity and fully distributed to servers, and where applicable, bussers and/or bartenders assigned to 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 costs and additional labor. If equipment is necessary that exceeds 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, or contractors.
23 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 served 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. 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 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 costs associated therewith.
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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. The current rate is $4.00 per person, plus state tax, and is subject to change. Departure notices and bag pulls should be coordinated with your Catering/Event Manager. Back to Resource Information
BILLING Should you require a master account for billing purposes, please complete and return our credit application. 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 your bill organized. We recommend on-site daily review with the Group Billing Coordinator. Back to Resource Information
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BOX LUNCHES Box lunches are available through the banquet department. We can help you create your own customized lunch. If you wish to order box lunches for your group, your Catering/Event Manager will arrange the order for you and provide delivery to your specified location on the property.
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BUSINESS CENTER Whatever your business needs are, they can all be accommodated through our in-house Business Center.
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 refer to the Business Center or discuss them with your Catering/Event Manager. Whether you require a fully operational office setup on property or various limited services, the Business Center is designed with everyone’s needs in mind.
Business hours are: 24 hours
25 For large quick printing or copying jobs, we recommend calling:
Kinkos Copies Kinkos Copies Fedex.com Fedex.com 535 S Fort Harrison Ave, Clearwater 23250 US 19 North, Clearwater, FL Fl(727) 447-9259 (727) 726-5888 Monday-Friday: 7:30a.m.-9:00p.m. Monday-Sunday: 24 hour operation Saturday: 10:00a.m.-6:00p.m. Sunday: 12:00p.m.-6:00p.m.
Fastsigns 17948 US 19 North, Clearwater FL (727)-797-1177 [email protected] Monday-Saturday: 8:30a.m.-5:30p.m.
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BUS/BUS COMPANIES Martz First Class Coach Jolley Trolley Transportation 4783 37th Street North www.thejolleytrolley.com St. Petersburg, FL 33714 483 Mandalay Avenue, Clearwater 800-282-8020 or 727-526-9086 (727) 445-1200 Fax# 727-522-5548
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CAR RENTAL AGENCIES Following are the three Hilton Clearwater Beach preferred companies, their locations, and contact numbers.
Hertz Rent-A-Car Avis Rent-A-Car 800-654-3011 800-321-3712 Local phone number: 727-517-2665 Local phone number: 727-442-4119 Locations: 1201 Gulf Blvd Locations: 801 Cleveland Street Clearwater Beach, FL Clearwater, FL Hours: Mon-Fri 9:00 a.m.-5:00 p.m. Hours: Mon-Fri 8:00 a.m.-6:00 p.m. Sat 9:00 a.m.-1:00 p.m. Sat 8:00 a.m.-3:00 p.m. Sun CLOSED Sun 9:00 a.m.-1:00 p.m.
26 Budget Rent-A-Car Enterprise Rent-A-Car 800-527-0700 800-261-7331 Local phone number: 727-669-3773 Local phone number: 727-446-1125 Locations: 28880 US 19N Locations: 1200 Court Street Clearwater, FL Clearwater, FL Hours: Mon-Fri 8:00 a.m.-6:00 p.m. Hours: Mon-Fri 7:30 a.m.-6 p.m. Sat 8:00 a.m.-4:00 p.m. Sat 9:00 a.m.-12:00 p.m. Sun 9:00 a.m.-1:00 p.m. Sun Closed
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CASH PAID OUTS Please contact your Catering/Event manager for specific cash paid out information.
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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 Clearwater Beach will require full payment in advance for room and tax charges. In addition, there will be a $75.00 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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CHANGING FACILITIES/DAY USE Please contact your Catering/Event Manager regarding our changing facility located on the third floor. This facility includes 1 Full Bathroom furnished with towels and toiletries and a changing area. There may be a half-day rate charged. The hours of guest room availability for day use will depend on occupancy of the hotel.
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CHECK CASHING PRIVILEGES Gold and Diamond member guests may cash checks, up to $50.00 at the Front Office. The check must be imprinted with the guest’s name and address and made out to Hilton Clearwater Beach. Identification may be required.
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CHECK-IN AND CHECKOUT Hotel check-in is 4:00 p.m., and check-out is 11:00 a.m. (All guests arriving before 4:00p.m.. will be accommodated as rooms become available. Our Guest Service Department can arrange to check luggage 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 an early departure fee assessed in the event the guest departs prior to their confirmed departure date.
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 Satellite check-in is available. The following conditions must be met in order to be eligible for consideration; arrival manifest provided 14 days in advance of major arrival. 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 Catering/Event Manager will be able to discuss these issues 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 50 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.
Kiosks The Hilton Clearwater Beach offers Kiosk check-in and checkout as a convenience to our guests. Our kiosks are user friendly and accept credit or HHonors cards. Guests are able to retrieve room keys at check-in and a printed folio at checkout.
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COFFEE MAKER All of our guest rooms provide coffeemaker with free gourmet coffee and tea.
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CONCIERGE Our knowledgeable Concierge/Bell Staff takes pride in meeting guest’s needs. Please contact the Concierge for assistance with transportation, activities, restaurants or additional special needs. The Concierge/Bell Staff are located on the Ground Level daily from 6:00 a.m. to 11:00 p.m. After hours, please contact the Front Desk.
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CREDIT CARDS The Hilton Clearwater Beach accepts most major credit cards including American Express, Discover, Visa, Master Card, & Diners Club.
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28 CREDIT POLICY Unless you have established credit in advance with us, you will pay the entire contract price in cash 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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CURRENCY EXCHANGE Del Sol of Clearwater 464 Mandalay Ave Clearwater Beach, FL 33767 727-462-9039
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DECORATIONS Please contact your Catering/Event Manager for a description of items available as well as complete party package menus. We are happy to suggest ideas on novel favors, souvenir menus, printed programs, creative ice carvings, theme food presentations, and room accent decor and specialty linens.
We are not responsible for any loss or damage to property belonging to you or your attendees and do not maintain insurance covering it. All displays and/or decorations will be subject to our 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.
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DESTINATION MANAGEMENT COMPANIES (DMC) Preferred vendors that have successfully worked with the hotel are listed below for your reference.
(813) 600-5763 office Destination Tampa Bay (813) 315-6379 fax 651 Channelside Drive, Suite 207 4302 Henderson Boulevard, Suite 107 Cruise Terminal 2 (1st Floor Lobby) Tampa, FL 33629 Tampa, FL 33602 www.eventionsfl.com Phone: 813-514-0770 Fax: 813-514-0773
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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 placed to 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 Diagrams are available on our website or contact your Catering/Event Manager.
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DIETARY REQUIREMENTS Our Chef will provide meals for your attendees with special dietary requirements. Please advise your Catering/Event Manager if a special meal is required.
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DIRECTIONS TO THE HOTEL
From The North: Take I-75 South to 275 South. Exit onto Highway 60 West toward Clearwater Beach. At the roundabout, exit right on to Mandalay Avenue. The hotel is on the left.
From The South: Take I-275 North to Roosevelt Blvd West to Bayside Bridge turning right (going North). Turn left on Highway 60 / Gulf to Bay. At the roundabout, exit right on to Mandalay Avenue. The hotel is on the left.
From The East: Take I-4 West to I-275 South to Highway 60 West toward Clearwater Beach. At the roundabout exit, turn right onto Mandalay Avenue. The hotel is on the left.
From Tampa International Airport: From terminal, follow signs to Clearwater Highway 60. Take left exit onto Highway 60 West toward Clearwater Beach. At the roundabout exit, turn right onto Mandalay Avenue. The hotel is on the left.
From St. Petersburg / Clearwater Airport: Start out going West on Roosevelt Boulevard to the Bayside Bridge and turn right (going North) to Hwy 60 West towards Clearwater Beach. At the roundabout, exit right on to Mandalay Avenue. The hotel is on the left.
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DOCTORS ON CALL Please contact Guest Service for a list of Doctors on Call by dialing extension 153.
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30 DRUG STORES CVS Pharmacy Walgreens. 467 Mandalay Ave 660 S Gulfview Blvd Clearwater Beach, FL. Clearwater Beach, FL 33767 Tel: 727-447-6429 (727) 443-2393
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DRY-CLEANING – SEE LAUNDRY/VALET Laundry services are available by dialing extension 153. Monday thru Saturday garments picked up prior to 9:00 a.m. are returned to guests by 6:00 p.m. the same evening. Closed Sundays & Holidays.
Back to Resource Information eEVENTS Hilton Family’s online booking channel for small groups and meetings.
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ELECTRICAL The Engineering Department provides assistance with all your mechanical and electrical needs. Please contact your Catering/Event Manager if you require an electrical services request form to secure additional power and/or labor services. All requests for power requirements are to be communicated to your Catering/Event Manager.
A complete production package is also available through your Catering/Convention Services Manager. Please see forms for pricing and ordering.
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ELEVATORS The hotel has 5 guest elevators located in 3 areas: the main entrance and lobby area and 2 elevators in banquet foyer area. All elevators access the 9 floors of the hotel.
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EMERGENCY PROCEDURES The Hilton Clearwater Beach 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 0 or 911. • The hotel has an emergency response team 24 hours a day. In the event of an emergency, calling the emergency number 0 will initiate the appropriate response. • Paramedics, Fire Department, and the Police Department are all located approximately 3 to 5 minutes from the hotel.
31 • Our Security Department, as well as a small number of other employees, are trained in CPR and First Aid. • Emergency evacuation routes and procedures are located on the inside of all guest room doors. Nearest Emergency Room: Nearest Hospital: Morton Plant Hospital Morton Plant Hospital 300 Pinellas Street 300 Pinellas Street Clearwater, FL 33756 Clearwater, FL 33756 (727) 462-7000 (727) 462-7000
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ENTERTAINMENT The Hilton Clearwater Beach has key contacts in the entertainment industry, which make it possible to assure satisfaction and secure the best local, national, and international talents. The city requests that outdoor entertainment begin no earlier than 10:00 a.m. and end no later than 11:00 p.m. Please contact your Catering/Event Manager for assistance in booking entertainment.
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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 goals are to “Reduce – Reuse – Recycle” as much as we can.
Help us to preserve the remarkable habitats and beautiful beaches that surround the Hilton Clearwater Beach. The hotel is committed to safeguarding our environment through consistent water conservation, energy efficiency, waste reduction and clean air practices. We invite you to join in our Be Green initiative, and experience the many ways in which we are giving back to our planet, including:
• Recycling of cardboard, office paper, newspaper, plastic, aluminum and steel cans, toners, and light bulbs • Recycling of aluminum cans and plastic bottles available to the public • Environmentally friendly cleaners used in all areas of the resort • Towel re-use program and guest recycling program in guest rooms • Low flow and automatic flush toilets to conserve water • Energy efficient lighting and timers • Programmable thermostats in rooms with automatic temperature adjustment • Reclaimed water for irrigation and xeriscape techniques used for all landscaping • Use of post consumer recycled paper goods
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32 EXECUTIVE MEETING PACKAGES THE HILTON APPROACH TO ONLINE MEETING PLANNING Let the Hilton Clearwater Beach whisk you and your guests away to the shores of the Gulf of Mexico and allow the typical hassles of event planning melt away. Enjoy a quick, easy, hassle-free experience when you take advantage of our new e-Events service, and plan your entire meeting from one easy-to-use website. A simple click of the mouse will allow you to book blocks of 5 to 25 rooms, take care of food and beverage services, reserve a/v equipment, or choose a venue. Once reserved, rooms may be paid for separately by each group member, or by one person. This online tool is just one of the many ways the Hilton Clearwater Beach Resort will ensure success for your Small Group Event. Book now with e-Events, and allow the typical corporate settings to yield to swaying palms, brilliant white sand and warm ocean breezes.
• One-stop shopping for 5 - 25 guest rooms per night, food & beverage and function space • Simple price quotes and online contract • No phone calls or negotiations necessary • Instant confirmation • 24/7 access to up-to-the-minute information • View and manage reservation details for your attendees • Book rooms directly for your guests
After you book, take advantage of other tools designed to make your Small Group Event easy. Create a Personalized Group Web Page where you can publish details above your meeting agenda. Use Guest List Manager to view, print, or download your attendee list and review current room reservations. For groups requiring more than 25 guestrooms, please click here for an Online Request for Proposal.
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EXHIBITS Please request the hotel’s Exhibit Resource Guide from your Event Services Manager.
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FAX MACHINES Business Center or Front Desk will be able to assist with your fax needs.
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FAX NUMBERS For Guests: (727) 461-0610 Catering/Convention Services office: (727) 461-1768 Sales office: (727) 446-1583 Reservations office: (727) 446-2904
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33 FIRE CODES The following are a few general regulations that typically fall under local fire authorities’ 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. Staggering of dining tables is not permitted. 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, fog machines, fueled cooking demonstrations, laser exhibits (including tabletop) 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 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, or other objects shall be placed so as to obstruct exits, access thereto, egress there from, or visibility thereof.
Hangings or draperies shall not be placed over exit doors or otherwise located as to conceal or obscure any exit. Mirrors shall not be placed on exit doors. 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 in advance of event set-up shall approve all extensive production plans.
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.
34 Please contact your Catering/Event Manager for detailed information regarding Fog Machines, Lasers etc.
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FITNESS CENTER Hilton Fitness by Precor® offers the essentials for your workout: cardio with personal TV screens and headphones, free weights, water, courtesy towels and room to stretch. Our Precor® Fitness Center is located on the 3rd floor with access by room key.
Hours of Operation: Open 24 hours, ages 16 and older.
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FLAGS Our Banquet Department currently has two United States flags and two Florida State flags in inventory. If you require additional flags, please discuss rental costs with your Catering/Event Manager.
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FLORAL/FLORIST Please consult your Catering/Event Manager for assistance with a proposal for your special event or for a list of preferred florists.
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FREIGHT ELEVATOR The Freight Elevator services the back service hall and ballroom areas form the second level stop. Single Freight Elevator with interior dimensions of <80”>L x <56”>W x <84”>H. Door measurement of <42”>W x <84”>H.
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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 Executive Office and are designated for restaurants, lounges 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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GOLF COURSE INFORMATION These Four Golf Courses offers you the very best. Scenic fairways, rolling greens, and beautiful sweeping views. The courses are open to the public. Transportation for your group can be arranged through your Catering/Event Manager in advance.
Golf Course Information Clearwater Country Club [email protected] 525 N Betty Lane Clearwater, FL 33755 (727) 446-224
Clearwater Country Club course, originally designed by Herbert Strong in 1920, has weathered several redesigns. At par 72,6010 yards from the white tees, it remains a short course of average difficulty. However, the greens are small and the fairways are plagued by sand traps, and there is occasional water. Only one of the par 5s tops 500 yards. The par-4s, with one exception, are under 400 yards long from the blue tees (6231 yards). The par-3s are varied from long to short. This is a semi-private golf course. Only soft spikes are allowed.
The Belleview Biltmore Golf Club belleviewbiltmore.com/golf 1501 Indian Rocks Road Belleair, FL 33756-1465 (727) 581-5498
Features 18 championship holes of championship golf. Extensively restored to the classic Ross design, the course has a reputation for its challenging but also forgiving design. For your convenience the Belleview Biltmore Pro Shop carries a complete selection of golf accessories and apparel, club and shoe rentals are available to meet the golf attire and shoe requirements. Our Golf Professional is happy to assist you with the planning of your groups golfing events.
The Belleview Biltmore Golf Academy: As one of Florida's best playing professionals, Bill Shriver has played in four PGA Tour Events, the Buy. Com Tour, and has been named the North Florida PGA Player of the Year in 1999. While directing golf schools in
36 Florida, Bill has had the opportunity to compete against and coach professional golfers. With the extensive teaching and playing experience of Shriver and McClanan Maser, it's a winning combination to the Belleview Biltmore Golf Academy. The course opens at 7:00 a.m. daily and tee-times are required. Complimentary transportation every hour on the hour to our Golf and Beach Club.
Innisbrook Golf and Country Club 36750 U.S. Highway 19 North Innisbrook, FL 34684-1239 Tel: (727) 942-2000
The newly renovated Innisbrook is simply one of America’s most celebrated Florida golf resorts. Not only do we consistently receive top accolades – including Golf Magazine’s “Top 100 You Can Play,” and Golf Digest’s “Top 75 Golf Resorts in America” – we also host an annual PGA Tour championship and the LPGA Legend Tour’s first major.
We’re home to four outstanding layouts – all designed by the innovative and imaginative architect Lawrence Packard – including the top-rated Copperhead course, which welcomes the world’s finest players each March when the PGA TOUR visits Innisbrook for the Transitions Championship.727) 942-2000
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GRATUITIES Informally known as tipping, in the United States tipping is voluntary. Tips are supposed to be rewarded for services performed as well as a supplement to an employee's income (gratitude). Recommendations for housekeeping - $1.00-2.00 per day, Bellman - $1.00 per bag and discretionary for above and beyond services provided for you. Disclosure: all gratuities not outlined in the contract are discretionary.
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GROUP RESERVATIONS IDENTIFICATION PROGRAM (G.R.I.P.) Manage room blocks proactively with automated cross-reference of group registration lists against hotel reservations.
. Automates the process of all reservations booked within or around an associated group block . Reduces exposure to attrition . Ability to monitor booking pace . No charge – it’s FREE
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GROUP CHECK-IN, ARRIVALS AND DEPARTURES The Hilton Clearwater Beach has a specially designed group entrance to accommodate the needs of your group. It has a porte-cochere and ample room for bus loading and unloading. It is also conveniently located near the ballrooms and meeting rooms. This
37 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. Back to Resource Information
GUEST LIST MANAGER An on-line tool provided by Hilton to group customers that allows them to manage their group’s reservations on-line and provides on-line guest list information.
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GUEST ROOMS The hotel’s current bedding breakdown is as follows: 185 King; 231 Queen/Doubles.
Florida 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.pacificcoast.com to order your own Serenity bed.
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GUEST ROOM DELIVERIES Bell Services delivers non-food or packaged deliveries to the guest rooms. The charge for deliveries is as follows: under the door - $2.00 per envelope and deliveries inside the room - $3.00 for the first item & $1.00 for each additional item.
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38 GUEST SERVICE HOTLINE Guests with specific needs or requests may pick up a house phone and dial extension “55” for the Hilton hotline. Our banquet hotline is “156” for banquet needs or requests. Hilton reservation hotline: 1-800-753-3954. Dial “0” for any other requests and our hotel operator will direct you to the appropriate hotel contact.
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HAIR SALON Sharmaine's Salon & Day Spa Salon South Beach 483 Mandalay Avenue, Suite 206 781 Bayway Boulevard Clearwater Beach, FL 33767 Clearwater Beach, FL 33767 Phone: (727) 447-2025 Phone: (727) 444-4551 [email protected] Salonsouthbeach.com Hours of Operation: Mon 9-4, Tues 9-6 Hours of Operations: Tues – Sat 9-5 Wed, Thu, Fri 9-8, Sat 9-6, Sun 10-3
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HEAT HEAT (Hilton Environmental Analysis and Tracking) is our internal measurement system to collect, analyze, and track environmental and social performance at our property as well as our brands globally. In so doing, we are able to integrate sustainability as a core performance metric and drive economic and social returns. Your Catering/Event Manager can share detailed information.
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HOSPITALITY DESKS Your Catering/Event Manager is happy to arrange a hospitality desk for your group. Hospitality desks can be located near the group’s check-in. Phones may be arranged in advance with either in-house extensions or direct dial numbers. Please note that all hospitality desks will be taken down each evening and reset for the next day’s use.
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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39 HOTEL FACTS/HISTORY The following is a fact sheet for the Hilton Clearwater Beach:
Location: Clearwater Beach, FL Address: 400 Mandalay Avenue Telephone: 727 461 3222 Facsimile: 727-461-0610 Reservations: 1-800-HILTONS Website: Hiltonclearwaterbeach.com Managed By: Hilton Corp Opened: 1980 Renovated: 2008
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HOTEL MAP Attendees may receive a map in their key packet when they arrive at the hotel. Your Catering/Event Manager can customize the map for your guests to state your group name and show locations and directions for your special functions at $2.00 each.
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HOUSEKEEPING Daily housekeeping services, which consists of general cleaning, take place between 8:00 a.m. and 6:00 p.m. 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. These 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 roll-aways. Please note there is a maximum of four persons (including children) allowed per room.
Turn-down services include: Daily Exchanging of Linens and Towels & Turning-down bedding.
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IN CONJUNCTION WITH (ICW’S) 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.
40 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 ICW’s should be sent to the hotel no later than 90 days prior to the actual event, so that they can be individually contacted by the Catering Department to set up food, beverage and billing arrangements.
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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 Sunday-Thursday 6:30 a.m.-11:00 p.m., Friday and Saturday: 6:30 a.m.-12:00 a.m. 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 148 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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INTERPRETATION/TRANSLATION SERVICES International Technical Translators (727) 461-3437 1180 NE Cleveland St Clearwater, FL
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INTERNET SERVICES The Hilton Clearwater Beach provides numerous Internet Services. Ibahn is our Internet Service Provider for all guests’ networks and will answer any questions concerning your system.
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41 KEY CARDS Please contact your Catering/Event Manager if you would like keys to any of your meeting, office, or hospitality rooms. If you wish to have a lock changed there will be a $250.00 charge per door/per room and you may be required to sign a hold harmless agreement.
(Customized) KEY CARDS Please contact your Catering/Event Manager if you would like custom keys for your group. They are an excellent way to market your organization.
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KEY HOTEL CONTACTS The Executive Managing Committee consists of the following people: General Manager Bob Walters ext 104 Director of Food & Beverage George Bentley ext 181 Director of Finance Tommy Lewis ext 121 Director of Rooms Mike Morris ext 195 Director of Engineering Todd Isbell ext 185 Director of Sales and Marketing Joanna Patterson ext 111
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KOSHER We offer a variety of Kosher Meals to our guests. These meals are prepared for us and are “Glatt Kosher”. Please ask your Catering/Event Manager for kosher suggestions.
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LAUNDRY/VALET – SEE DRY CLEANING Hilton Clearwater Beach offers coin operated laundry area on the 3rd floor: open 24 hours with key access. Complete laundry services are also available by dialing extension 153 in-house. 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 Day, Christmas Day and New Year’s Day.
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LIMOUSINE SERVICES Arrangements may be made to have a group VIP transported by our hotel limousine or town car, or through an outside service. Execucar at www.execucar.com is our preferred service and can be reached at 888-479- 8545. Our valet department can also arrange limousine transfers and can be reached at ext 154. Super Shuttle can be arranged in advance for transportation back and forth from the airports.
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Julie’s Limousine Execucar- Tampa Bay 17116 US 19 North 11901 30th Court North Clearwater, FL 33764 Tampa Bay, FL 33716 727-538-5113 Tel: 888-479-8545 Fax: 727-538-5113 www.execucar-tb.com... Julieslimo.com
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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: White or Ivory
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LIQUOR LAWS The State of Florida has strict liquor laws that must be followed by the Hilton Clearwater Beach. Because the hotel is only licensed-authorized to sell and serve alcoholic beverages that were purchased by the Hilton Clearwater Beach, no group may bring in their own alcohol to be served in meeting rooms, public areas and on our beach. The legal drinking age in Florida is 21. Your Catering/Event Manager may provide a copy of some of the applicable State of Florida liquor laws upon request.
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LOAD-IN/LOAD/OUT (PRODUCTION, DÉCOR AND STAGING) Please refer to the Production Resource Guide.
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LOADING DOCK THERE IS NO LOADING DOCK AT THE HOTEL. Special arrangements must be made for all palletized or large shipments.
The loading area is located in the back drive. The hours of operation are from 7:00 a.m.- 7:00 p.m. No deliveries or load-in/load out between the hours of 7:00 p.m. and 6:00a.m. Please refer to The Exhibit Resource guide for details.
Clearance to Service Elevator: 42”Wx56”Dx84”H
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43 LOCAL INFORMATION Busch Gardens - 33 MI - E Clearwater Marina - 0.2 MI - E Captain Memo's Pirate Cruise .2 MI SE Clearwater Marine Aquarium - 1 MI - E City Center - 3 MI - E Phillies Spring Training - 8 MI - NE
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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, 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 cannot 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 Based upon availability, a banquet/meeting room may be set aside to store hand carry 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 is available 24 hours a day, 7 days a week and can be accessed via the guest service hotline at extension 55.
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MAIL SERVICES Stamps are for sale with our Clearwater Provision Company and can offer basic mail/shipping services. If you have a large number of items that need to be mailed, or require shipping materials, we suggest our shipping and receiving department.
The Clearwater Provision Company The United States Post Office Monday - Sunday 7a.m.-9p.m. The Marina 45 Causeway Blvd Dial - 177. 727-449-0604. They are located right off of the lobby 8:30a.m. – 4:00p.m. M-F Complete mail services & materials. CLOSED Saturday and Sunday
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44 MASTER ACCOUNTS See Sales Agreement.
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MEDICAL FACILITIES/SERVICES Medical Services facilities nearby:
Morton Plant Hospital 300 Pinellas Street Clearwater, FL 33756 (727) 462-7000 ***3 miles from Hotel** Back to Resource Information
MEETING ROOM CAPACITIES Please refer to Meeting Space diagram and chart on pages 4, 5 & 6, or consult your Catering/Event Manager.
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MEETING ROOM DELIVERIES For small exhibits, when a drayage company is not being used, standard boxes or packages to and from the exhibit area will be delivered by the hotel bell staff for a charge of $3.00 item/per move.
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MEETING ROOM RENTAL Please contact your Sales Manager or Catering/Events Manager for Meeting Room Rental details.
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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 • Ice water • Lectern Basic meeting room set up is complimentary. Depending upon the extent of the setup requirements, additional charges may be incurred. Please contact your Catering/Event Manager for miscellaneous/electrical charge price sheets. All meeting rooms are set non- smoking.
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MUSIC/MUSICIANS The Hilton Clearwater Beach 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.
Clearwater Beach requests that outdoor entertainment begins no earlier than 11:00a.m. and ends no later than 11:00p.m..
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NEWSPAPERS/PUBLICATIONS Newspapers available in our Clearwater Provision Company store are: USA Today St Pete Times Weekend: St Pete Times They are delivered to the Clearwater Provision Company store at 7:00a.m. daily. The USA Today is delivered to guest rooms Monday-Friday.
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OFFICE EQUIPMENT/SUPPLIES The in-house Business Center is 24 hour self service area that offers 2 computer workstations, fax machine and printer. A complete range of services including rental of computer systems, copier machines, facsimile machines can be arranged with our in house AV company. Secretarial support, photocopying, word processing services, fax transmissions can be arranged through your catering and event managers. Prices are quoted on an individual basis depending on the type of equipment needed as well as the scope of the job requested. For large quick printing or copying jobs, we recommend calling: UPS Store 140 Island Way, Clearwater, FL 33767 Cross Streets: Between Windward Psge and Dory Psge (727) 446-0660 Fax: (727) 446-5586
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OFF PREMISE CATERING Please contact your Catering/Events Manager for details.
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46 PACKAGE ROOM Please contact your Catering/Events Manager for details.
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PARKING The Hilton Clearwater Beach offers self-parking at $5.00 per day, event parking at $3.00. We also offer valet parking at the rate of $14.00 per day. If you are planning a large movement or delivery of rental cars for a specific group event or activity, please advise your Catering/Event Manager so that specific parking may be reserved.
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PERSONALIZED GROUP WEB PAGE POG is a personalized web page for your attendees to book reservations directly online.
. Available at all Hilton Family properties . Customize with your program . Customize with your logo . No charge – it’s FREE
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PETS (POLICY) Service animals are always welcome and must be accompanied. Hilton Clearwater Beach does not allow pets on the premises; however, there are Pet Boarding Facilities in the area.
aVIP A Pet's Place of Clearwater, Inc. 1242 Cleveland Street 410 South Pegasus Ave. Clearwater, Florida Clearwater, FL 33765 (727) 446-6700 Phone 727-608-4629 averyimportantpet.com apetsplaceofclw.com/
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PHOTOGRAPHY CVS is located within 1 block from the Hotel. Services include film developing, one hour developing and photo enlarging. 467 Mandalay Ave Clearwater, FL (727) 447-6429 Kimberley Photography, LLC is a company that can also provide photography services for all occasions, special events, weddings, and groups. Kimberley Photography, LLC (727) 543-9723 [email protected] Back to Resource Information
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PIANOS The Hilton Clearwater Beach has 1 piano for use in the foyer. Our piano can be provided in our meeting room; however it is recommended that they be tuned prior to each use. The tuning fee is $150.00 and requires advance notice. Please note that there is an additional labor fee if you request a piano to be placed on top of portable staging. Our piano cannot be placed outside or on one of our covered decks. If your group requires additional pianos or pianos in outdoor/alternate locations, your Catering/Event Manager can rent them from an outside source.
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POOLS • Two heated beachside pools and a Jacuzzi • Lounge chairs provided at no charge • Kids' activities and crafts, daily at poolside • Free pool and beach towels, for use during your stay • Beach club shop, with everything from sunscreen to ice cream to sun glasses • Sand Bar & Grill, offering poolside food and beverages for lunch and dinner, weather permitting; open daily 11 a.m. to sunset
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PORTERAGE Porterage services can be arranged at $4.00 per person on arrival and/or $4.00 per person on departure. Arrivals: bags will be tagged and delivered to rooms. Departure services: a letter will be issued informing persons on times for when luggage will be picked up. Luggage is to be left just inside door.
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POST-CONVENTION MEETING We encourage our customers to meet with our General Manager 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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48 POSTING OF EVENTS Event posting is placed daily on the tv monitors in your guest room as well as in the meeting space and lobby.
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PRE-CONVENTION MEETING In order to introduce our clients to the key contacts of the hotel, we would like to arrange a pre-convention meeting 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 for this meeting (time ranges from 30 minutes to one hour).
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 FASTSIGNS of CLEARWATER Kinkos Copies Manager: Mike Lucke Fedex.com 17948 US Hwy 19N 535 S Fort Harrison Ave, Clearwater Fl Clearwater, FL 33764 (727) 447-9259 (P) 727-797-1177 (F) 727-799-9480 Monday-Friday: 7:30a.m.-9:00p.m. [email protected] Saturday: 10:00a.m.-6:00p.m. Sunday: 12:00p.m.-6:00p.m.
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PRODUCTION GUIDELINES Your Event Manager will provide you with the hotel’s Production Resource Guide.
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PUBLIC TRANSPORTATION The Clearwater Jolley Trolley : historic trolley service from Sand Key, North and South Beach and the Island Estates every 30 minutes. Hours of operation: Sunday-Thursday: 10:00a.m.-10:0p.m. Friday-Saturday: 10:00a.m.-11:00p.m. http://www.clearwaterjolleytrolley.com/
Fare price, passes and trolley maps can be obtained in our Provision Store located on the second floor. All fare classifications are valid on the Jolley Trolley and PSTA system- wide network. Passes are interchangeable between the two service providers.
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49 PYROTECHNICS Groups are strictly prohibited from engaging in any activity or activities on Hotel property or possessing or bringing any materials or items to the Hotel and the Hotel property which involve or contain, or constitute, directly or indirectly: (i) any form or type of pyrotechnics, fireworks, flares, flames, or other flammable or explosive materials or items, or (ii) any Hazardous Substances. The term “Hazardous Substances” includes, but is not limited to, any and all substances (whether solid, liquid or gas); (i) defined, listed or otherwise classified as pollutants, hazardous wastes, or words of similar meaning or regulatory effect under any present or future Laws, or (ii) that may have a negative impact on human health or the environment, including, but not limited to, petroleum and petroleum products, asbestos and asbestos-containing materials, polychlorinated biphenyls, lead, radon, radioactivity, materials, flammable and explosives.
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RADIOS/PAGERS/NEXTELS We are willing to assist you in obtaining walkie-talkie radios and/or Nextels for use during your program. Please consult your Catering/Event Manager for assistance.
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RECYCLING • Recycling of cardboard, office paper, newspaper, plastic, aluminum and steel cans, toners, and light bulbs • Recycling of aluminum cans and plastic bottles available to the public • Environmentally friendly cleaners used in all areas of the resort • Towel re-use program and guest recycling program in guest rooms • Low flow and automatic flush toilets to conserve water • Energy efficient lighting and timers • Programmable thermostats in rooms with automatic temperature adjustment • Reclaimed water for irrigation and xeriscape techniques used for all landscaping • Use of post consumer recycled paper goods
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REGISTRATION ASSISTANCE If additional staffing is needed for your activity or hospitality desk, please consult with your Catering/Event Manager. Registration attendants are easily scheduled with sufficient notice.
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REGISTRATION DESKS Your Catering/Event Manager is happy to arrange a hospitality desk for your group. Hospitality desks are located near the group’s check-in. Phones may be arranged in advance with either in-house extensions or direct dial numbers. Please note that all hospitality desks will be taken down each evening and reset for the next days use.
50 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 Expedited reservation processing straight from your rooming list into our system. . Eliminates dual entry process . Accurate and efficient reservations . Supports 3rd Party Clearinghouses . No charge – it’s FREE
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RESTAURANTS/LOUNGES There are a variety of Restaurants and Lounges within walking distance from the Hilton Clearwater Beach. There are even more, just a short distance away, from Subway to Gourmet, Clearwater Beach has it covered. Please contact your Event/Catering Manager for a detailed list.
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RESTAURANT RESERVATIONS Reservations are strongly recommended for all restaurants in the hotel and in Clearwater Beach, whether it is for a table of four or a dine-around for 250. Please contact our valet/bell stand at 153/154
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RESTROOMS Public restrooms are located in the following areas:
Lobby Level – Adjacent to Reflections Restaurant Lobby Level – Meeting space foyer: southeast corner of the Hotel Outdoor Ground Level – West end of hotel next to beach services desk Outdoor Ground Level- Extension to the Sandbar facilities: poolside
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RESUMES Please contact your Catering/Events Manager
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ROBES 2 light-weight cotton robes are provided in all Guest Rooms. Additional robes are available upon request and for purchase.
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ROPES/STANCHIONS Ropes and Stanchions • Pairs of stanchions with connecting rope.
For more information on banquet equipment, please see your Catering/Event Manager.
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SAFES/SAFE DEPOSIT BOXES For your convenience, all guest rooms have an in-room Safe located in the wardrobe closet.
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SECURITY 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 approval. Such security personnel may not carry weapons. Your catering and event managers can assist in locating security for hire.
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SHIPPING AND RECEIVING Packages for functions may be delivered to the hotel up to three (3) days prior to the event/convention. Arrangements must be made through your Catering/Event Manager for storage. Please note that the hotel storage facilities are extremely limited.
Please do not ship valuables. We cannot be responsible for contents.
Please contact your Catering/Event Manager for pricing and storage arrangements.
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
52 Hold for Arrival (arrival date) Attention
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.
Receiving, handling and shipping charges may apply. No COD packages will be accepted. The Hotel 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 Hilton The Hilton Clearwater Beach utilizes FedEx and US Postal Service for our shipping needs. Please see your Catering/Events Manager for pick-up and delivery schedules. A Freight-Forwarding Form should be obtained from your Catering/Event Manager and completely filled out for shipping.
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SHOPPING There are many shops within walking distance from the Hilton Clearwater Beach. Countryside Mall, with more traditional stores and shopping is located 20 minutes away. Please contact the Bell Stand for directions.
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SIGNAGE/BANNERS In order to maintain a quality image for all Hotel guests, there are a few things we ask of you during your stay:
Only professionally printed signage is allowed in the meeting/convention areas. These signs can be used with easels or in sign stands. No handwritten signs or flipcharts are allowed outside the meeting rooms.
No banners can be hung along the walls of the Public Areas. Banners may be hung from the skirting of the hospitality desks and at outdoor functions. Hotel personnel must provide the labor to hang the signs at a fee of $45 - $75 each.
In addition, nothing is to be placed over exit doors or located to conceal or obscure any exit.
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53 SITE INSPECTION/PRE-PLANNING Site Inspections can be coordinated with a Sales Manager or Catering/Events Manager.
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SMOKING The Hilton Clearwater Beach is 100% smoke-free anywhere inside the hotel. The Smoker’s Oasis is located on the Lobby Level, outside of the South East Corner of the Hotel. Back to Resource Information
SOUND SYSTEM Some hotel meeting rooms and ballrooms have a basic sound system. Please contact your Catering/Event Manager with questions. There may be fees assessed for certain hookups as well as hourly labor charges.
Anchor systems or supplemental systems will be required for all outdoor locations. Please make note of the hotel’s noise curfews: No sound system functions can take place outdoors before 8:00 a.m., and all outdoor evening functions must end no later than 11:00 p.m.
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SPECIAL MEAL REQUESTS Please consult with your Catering/Event Manager for any special meal requests. The Hilton Clearwater Beach, Executive Chef is pleased to accommodate your requests to the best of his abilities.
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SPORT Sustainable Property Operations Results Tracking SPORT is an integrated, performance based system, built into our HEAT system that looks at all of the key focus areas in terms of sustainability and operational best practices. Your Catering/Event Manager can share detailed information.
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STORAGE Storage for your advance boxes and convention supplies is quite limited at the Hilton Clearwater Beach. If you are anticipating shipping a large volume of materials, we suggest you consult your Catering/Event Manager as soon as possible to reserve a room or plan to utilize an area in your office or hospitality room set up. Hotel cannot provide security. If shipping valuables, please make arrangements to hire and pay for outside security.
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SUITES Please refer to the Suites Section on Page 3.
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SUSTAINABILITY Mission Statement: Hilton Worldwide will manage our business through a lens of sustainability to benefit this generation and those that follow. Through action and innovation we will lead our industry in projects and programs that: • Enhance the guest experience • Engage our employees • Improve operational efficiency • Advance building design • Strengthen our partnerships • Serve our communities • Protect our global environment • Enrich our Family of Hotels
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TAXES The current Florida State Tax is 7%. The current Pinellas County Bed Tax is 5%.
All goods and services are subject to state tax including but not limited to food, beverage, labor, and gratuities.
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TAXICABS For the city of Clearwater Beach, there are a total of taxi companies available to our guests. The Hilton Clearwater Beach recommends Yellowcab at 727 799 2222.
The standard rate for transfers from the Tampa International Airport to the Hilton Clearwater Beach is approximately $50.00/one way plus gratuity.
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TELEPHONES/TELECOMMUNICATIONS The following types of telephones are available for guests, meeting and convention service and administrative staff. Please advise your event and catering managers, if you need the use of a phone for your program.
Dial “9” line • Used for in-house, local and toll-free calls only. Price is $50.00++ per day.
55 Dedicated Analog Phone Line The installation fee is $100.00 plus tax plus price of all calls. DID lines can be used for Long Distance, minimal PC and fax can work as well.
DID Lines The following are enhancements that can be added to a DID Line: Ibahn wireless connections $25.00 per day or (20) connections at $225.00. Hard wired connections: $75.00 per day. Broadband Access – please contact your event service or catering manager.
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 $1.00 connecting fee plus local rate 800/888/8xx toll free 9+1+Number $1.00 connecting fee plus local rate Long Distance 9+1+Number $1.00 connecting fee plus local rate . AT&T Operator assisted International 9+011+CC+CC+Number $1.00 connecting fee plus AT&T Operator assisted rate (by country)
Local, Long Distance and International Calls will be billed to your account if the phone rings more than (7) times, connect with voice message or the other person picks up. Applicable Taxes will be added Rates subject to change. You may obtain free rate information at any time by dialing 9+00 and ask the AT&T Operator for the rate of an Operator Assisted Call. Hilton subscribes to AT&T Long Distance and Operator Services. You have the right to reach other long distance carriers from the telephone, and you may do so by dialing the access code provided by that carrier.
Voice Mail Voice Mail enables you to receive your messages when you are outside the hotel and even after you have checked out.
To hear messages, if the red light is flashing on your guest room telephone: 1. Lift the receiver 2. Press MESSAGE key. 3. Follow recorded instructions.
Should you require assistance while using Voice Mail, simply press the “*” key at any time.
56 Video Teleconferencing We have video conferencing equipment - can be installed in all public space rooms.
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TENTS Please contact your Catering/Event Manager regarding rental of small tents. Large tents can be installed at the Hilton Clearwater Beach. Tents are provided by:
US Tent U.S. Tent Rental, Inc. 2006 72 nd Drive East Sarasota, FL 34243 (941) 727-3311 ustentrental.com
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THEME PARTIES The Hilton Clearwater Beach is proud to present a complete package of signature theme parties. Please discuss themes with your Catering/Event Manager and ask for a copy of our latest and most popular menus and productions.
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TOURS/SIGHTSEEING Please contact your Catering/Events Manager for details on Tours and Sightseeing excursions in Clearwater Beach.
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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:
Men’s Warehouse Deolinda's Tailoring & Alterations 2719 Gulf to Bay Boulevard 514 Park Street Clearwater, FL 33759-4951 Clearwater, FL 33756-5405 (727) 726-2262 (727) 442-0045 menswearhouse.com deolinda.com
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57 VOICE MAIL All guest rooms have a voice mail message service. Group voice mails may be left; however, 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 at Clearwater Beach varies from a low of 50’ degrees to a high of 92 degrees. Before visiting Clearwater Beach , we recommend that guests check the local listings to determine the weather conditions.
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WHEELCHAIRS If a guest requires a wheelchair, we can arrange a rental for them at their own expense. If a guest requests that we rent a wheelchair, please note that we can coordinate the rental, but will be unable to cover the expense.
The following companies have wheelchairs, beach wheelchairs and/or scooters for rent.
Fun Ride Rentals 400 Mandalay Ave Clearwater Beach, FL 33767 (727) 519-3008 Hours of operation: Monday – Saturday 10:00a.m.-Sunset Sunday 11:00a.m.-Sunset
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WIRED PAYMENT If you would like to have payment wired, please notify your Catering/Event Manager, and instructions will be faxed to you.
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58 WORSHIP SERVICES The following is a list of nearby locations.
Baptist Jehovah’s Witness Methodist Skycrest Baptist Jehovah's Witnesses First United Methodist Church Clearwater Church 125 N. Belcher Road Congregation 411 Turner Street Clearwater, FL 33765 1745 Weston Drive Clearwater, FL 33756- (727) 791-7107 Clearwater, FL 33755 5328 skycrestfamily.org (727) 442-9266 (727) 446-5955 watchtower.org fumc-clw.com Catholic St Brendan’s Catholic Jewish Mormon Church Temple B'nai Israel Church of Jesus Christ 245 Dory Passage 1685 South Belcher of LDS Clearwater Beach, FL Road 1740 North Highland 33767 Clearwater, FL 33764- Avenue (727) 443-5485 6594 Clearwater, FL 33755- stbrendancatholic.org/ (727) 532-3829 2104 templebnaiisraelclw.org (727) 446-9320 cofchrist.org Christian
Central Christian Lutheran Church St. Paul’s Lutheran Pentecostal Church Bridge of Love 1200 Keene Road South 407 South Saturn Clearwater, Florida Ministries Avenue 1329 North Highland 33756 Clearwater, FL 33755- Avenue (727) 446-0988 6597 Clearwater, FL 33755- clearwaterdisciples.org/ (727) 446-7718 3416 stpaulsclearwater.org (727) 445-9660
Protestant Holy Trinity Episcopal Church 3200 North McMullen Booth Road Clearwater, FL 33761-2009 (727) 796-5514 holytrinityclw.org
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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 dial extension 150 to Checkout. 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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FORMS:
• CREDIT CARD AUTHORIZATION
• CREDIT APPLICATION
• MISCELLANEOUS REQUEST FORM
• PLANNING CHECKLIST
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HILTON CLEARWATER BEACH
CREDIT CARD PAYMENT AUTHORIZATION FORM
Please complete all areas below. Incomplete requests may be rejected. This form must be received at least 5 business days prior to the Check-In, or by specified date in Event Contract, to ensure acceptance of the credit card to be charged. Do not send completed form by email.
FAX COMPLETED FORM TO: [INSERT FAX #] ATTN: ______
HOTEL USE ONLY: Date: ______Guest / Group Name: Check-In / Event Date: Name of Person/Group Making Reservation: Phone: Authorized Amount: Approval Code: Date:
CARDHOLDER - Please complete the following section and sign/date below. Cardholder Name as it Appears on Credit Card: Cardholder Billing Address: City: State: Zip: Daytime /Business Telephone: Evening Telephone: Credit Card Number: Expiration Date: Credit Card Type: (Circle one) Visa/MasterCard American Express Discover JCB Diners Club Credit Card Issuing Bank Name: Bank Phone Number (from back of your credit card):
I agree to cover the following categories of charges: (Please circle) All Charges Room & Tax Food & Beverage Retail Recreation
I agree to cover the above categories of charges up to a Maximum Amount of $ ______DIRECT BILL ACCOUNT PAYMENTS ONLY: Name on Invoice/Statement ______Date on Invoice/Statement Invoice/Statement Number ______Authorized Amount $______
Note: Charges for room and tax, group deposits or direct bill account payments will be charged to your credit card immediately. Any incidental charges circled above will be charged at the time of check-out.
Amount to be immediately charged to credit card for room and taxes or deposit: $______
Final Balance Billed to Credit Card (hotel use only): $______
By signing below, you authorize the hotel to charge your credit card immediately for the amount indicated above up to the “Maximum Amount” indicated above. You further acknowledge that if “all charges” has been selected, then all guest/group related charges (less Deposit) will be charged to the above card number at the time of check-out or event conclusion.
Cardholder Signature: Date:
HOTEL NAME: Hilton Clearwater Beach Resort SALES OFFICE: (727) 298-1493 ADDRESS: 400 Mandalay Avenue FAX: (727) 461-1768 Clearwater Beach, FL 33767 MAIN LINE: (727) 461-3222
CREDIT APPLICATION Confidential Information Name of Company Requesting Direct Billing: Address: Telephone: City: State: CT Zip: Dun & Bradstreet Number: Rating: Listed in Name of: Group Name: Inclusive Booking Dates: Group Contact: Telephone: Address: Fax: City: Windsor State: CT Zip:
DIRECT BILLING HAS BEEN REQUESTED AS INDICATED: 1. Guest Room Accounts: All charges for specified guests - provide list Room and tax only for specified guests - provide list 2. Catering All catering/banquet charges 3. Miscellaneous: Provide list
BANK REFERENCES: Bank Name: Contact: Full Address: City: State: Zip: Telephone: Account #: ABA #:
HOTEL REFERENCES (Most Recent History): Hotel Name: Dates : Full Address: Telephone: City: State: Zip:
Hotel Name: Dates : Full Address: Telephone: City: State: Zip:
AGREEMENT & RELEASE: I (We) agree if credit is extended, to pay the amount due upon receipt of the first statement. In accordance with the Privacy Act, Freedom of Information Act, the Fair Credit Reporting Act, and any similar federal, state or local statutory or common laws or regulations, I (We) expressly authorize the above- named references, any credit reporting agency, any law enforcement agency (federal/state/local) and any person or entity with knowledge of information relevant to this request for credit to release this information to the hotel (together with its owners, partners, parent, subsidiaries and affiliates, and their officers, directors, agents and employees, “Hotel”) and Hotel to request, obtain and use such information as it sees fit. I (We) hereby agree to release, indemnify, defend and hold harmless Hotel and any all other persons or entities, including without limitation those providing information, from any and all liability for losses, claims, injuries, liabilities, and damages of whatever kind or nature, whether known or unknown, including without limitation those based upon defamation, invasion of privacy, and rights of publicity and personality, which may at any time arise or accrue to me (us) or my (our) heirs, successors, parents, subsidiaries, assigns, officers, directors, employees, agents or other persons or entities claiming by or through us, on account of provision of such information or reliance on such information or on other information gathered pursuant thereto and hereto. I (We) hereby authorize this Credit Application and release to be shown and delivered to such persons, with a copy of this Credit Application and release to be as valid as the original.
Authorized Signature: ______Date: ______
DO NOT WRITE BELOW THIS LINE -- FOR OFFICE USE ONLY Estimated Amount of Charges -- To be Completed by Originator
Rooms: $ Credit Approved By: Catering/Banquet: $ Date: Meeting Room Rental: $ Credit Limit: $ Other: $ Credit Denied: Total: $ Advance Deposit Required: $ Deposit Received: $ File #: Sales Rep: M & C Rep: Catering Rep:
(Always Attach Copy of Contract)
Return form to:
MISCELLANEOUS SERVICES REQUEST FORM
INTERNET CONNECTIONS Start End Total Days Description Daily Price Quantity Description Date Date Selected Subtotal iBAHN Wireless Connection $25.00 1 $0.00 iBAHN Environment (20 Connections) $250.00 1 $0.00 iBAHN Hard Wired Connection $75.00 1 $0.00 TOTAL INTERNET REQUEST 0 $0.00 (Total includes 21% Service Charge & 7% Tax) PHONE LINES End Total Days Description Daily Price Quantity Event/Location Start Date Date Selected Subtotal Dial "9" Line $50.00 1 $0.00 Dedicated Analog Phone Line $100.00 1 $0.00 TOTAL PHONE LINE REQUEST 0 $0.00 (Total includes 21% Service Charge & 7% Tax) BANNERS End Total Days Description Hanging Fee Quantity Event/Location Start Date Date Selected Subtotal 8 Feet or Less $45.00 1 $0.00 9 Fee or More $75.00 1 $0.00 TOTAL BANNER REQUEST 0 $0.00 (Total includes 21% Service Charge & 7% Tax)
ELECTRICAL End Total Days Description Daily Price Quantity Event/Location Start Date Date Selected Subtotal 60 Amp Power Drop $200.00 1 $0.00 120 Amp Power Drop $300.00 1 $0.00 220 Amp - 3 Phase Contact your CSM 1 (Smaller items such as extension cords and power strips will be billed through PSAV) TOTAL ELECTRICAL REQUEST $0.00 (Total includes 21% Service Charge & 7% Tax) KEYS & LOCKS End Total Days Description Price Quantity Event/Location Start Date Date Selected Subtotal 4 Keys or Less Complimentary 1 $0.00 Additional Keys $5.00 1 $0.00 Lock Change $150.00 1 $0.00 (Keys not returned will result in a $25.00 per key charge) Total Key & Lock Charges $0.00 (Total includes 21% Service Charge & 7% Tax) PAYMENT INFORMATION Total Charges $0.00 Please charge total to my: Master Account #: Guest Room: Check (Must be received prior to event): Credit Card #: Ex Date: Name as it Appears on the Card:
By my signature, I certify that I am authorized to obligate myself or my company for the above expenses.
SIGNATURE:
Planning Checklist:
CHECKLIST BY DUE DATE: Date Task EM to provide POG, Rapid and GLM instructions. (At 1 year out or prior to registration opening) EM to forward application for Credit (1 year out) EM to send weekly p/u reports starting 8 weeks prior to cut-off. (Individual Call- In Only) Client to return completed Credit application (6 months out) EM to provide confirmation numbers to Client within 3 days of receiving rooming list. EM to send cut-off letter 1 week prior to cut-off. (All Blocks)
EM to forward Hold Harmless Agreement to Client/Vendors. (45 days out) Client to provide Rooming List to EM. (at cut-off)
Client to send F&B menus and Meeting Room Sets to EM (30 days out)
Client to return Hold Harmless and Proof of Insurance (20 days out)
EM to complete Resume and send to client for final approval (15 days out) Client will communicate VIP, Staff & Sub-block needs. (Date to be prior housing opening) EM to confirm all space contracted (at time of turnover) Updated Program to Hotel by Client (Contracted date) EM to send menu’s to Client
EM to send BEO’s to Client for Review (within 5 business day of receiving)
Client to forward all Changes to EM (within 2 business day receiving BEO’s) Pre-Con & Post-Con Dates/Times established EM to confirm/forward concessions to Client (comps/airport transfers/upgrades/parking) (at cut-off)
EM to forward outstanding Resume questions to Client (30 to 20 days out) Client to return Resume items to EM (20 to 15 days out)
Client to approve Resume before distributed to Staff (14 to 11 days out)
EM to establish time for Master Account Review while On-Site (30 to days out) Client return signed letter prior to cut-off. (All Blocks) Client to assign concessions (30 to 20 days out)