Meeting & Event Resource Guide Hilton Villahermosa & Conference Center
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 Villahermosa & Conference Center Adolfo Ruiz Cortines Ote. Km.12.8 Villahermosa, Tabasco, Mexico 86280 www.villahermosa.hilton.com
Table of Contents
General Information • Hotel Overview • Guest Room diagrams with specifications • Suite Information and Descriptions
Function Space and Banquets • Function Space Diagrams with specification • Catering Menu’s available separately
Spa • Information
Resource Information • Hotel specifics listed alphabetically
Forms • Amenity Request Form • Credit Application • Credit Card Authorization • Electrical Form • Miscellaneous request form • Planning Checklist
2 GENERAL INFORMATION
Discover luxury in Hilton Villahermosa & Conference Center, conveniently located less than one mile from Villahermosa International Airport and just 10 minutes from downtown, offering the very best accommodations and the finest amenities among Tabasco, Mexico luxury hotels.
The Hilton Villahermosa Hotel and Conference Center boasts an ultra luxurious Executive Floor, 220 elegant guestrooms and suites and more than 26,493 square feet of function space, perfect for weddings, corporate retreats, family reunions and events of all sizes and types. Check into your beautifully-appointed room to experience incredible features to make your stay enjoyable.
3 Rooms
Suite
Our spacious Suites boast exquisite bathrooms with Jacuzzis, separate showers and double vanities. Guests of our Suites enjoy privileges at our Executive Lounge where Continental Breakfast is served every morning and wine and hors d´oeuvres every afternoon.
King Guestroom
Our King Guestrooms feature contemporary décor and an expansive living space
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Double Guestroom
Ideal for both family and business travelers, our Double Guestrooms provide plenty of privacy and living space.
Your deluxe hotel accommodations include:
• High-Speed Internet access - to stay connected • Hilton logo robes and slippers - for the utmost in comfort • Hilton Serenity Collection™ of bedding - for restful slumber • Luxury granite bathrooms with rain shower - to refresh and invigorate • Neutrogena bath and personal accessories - to pamper your senses • Spacious work desk with three phones - to accomplish important work
Travel Mexico to experience the ultimate rainforest vacation at Hilton Villahermosa Hotel & Conference Center. Take a break from work or gather the kids together for a visit to La Venta archaeological site or famous Palenque , Mexico, known for its historical significance as an ancient Mayan city. Business travelers will also find the location convenient with access to many city and state government offices and major corporations including PEMEX, all within 15 minutes from this hotel in Tabasco, Mexico. In addition to entertainment opportunities in the surrounding area, this hotel is ideal for relaxing vacations, provides wonderful onsite features to complement your stay.
• Two lighted tennis courts - to unwind and relax • 26 meeting rooms for 10-1000 attendees - for successful destination meetings • Full-service spa - rejuvenating treatments for mind and body • Swimming and Jacuzzi® complex - to soak in the tropical sun • A delectable onsite restaurant and two bars, including a pool bar - for tempting meals and refreshing cocktails • Well-equipped fitness center - to stick to your exercise routine
5 Find delight in our great accommodations, amenities designed to pamper and first-class service in a breathtaking locale amid more than five acres of lush landscaping with easy access to surrounding points of interest.
Travel should take you places™.
FUNCTION SPACE AND BANQUETS
Over 26,493 square feet of technologically advanced space for meetings, conventions, events and work sessions, plus ample pool deck area and spacious grounds. Includes 26 flexible meeting rooms accommodating from ten to 1,000 attendees, outstanding personnel, a separate 900-space parking lot and a private business center dedicated to highly successful conferences and events.
• Catering Menu’s available separately.
SPA
The state’s newest and most comprehensive Spa for contented relaxations, treatments and rejuvenation. Steam and massage rooms, professional staff and products are sure to restore mind and body for any mental or physical activity one encounters.
6 RESOURCE INFORMATION
Advertising Opportunities Affiliates Airline Information Amenities Americans with Disabilities (ADA) Audio/Visual Automated Teller Machines 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 Car Rental Agencies Cash Paid Outs Cash Paying Guests Celebrity/ Dignitary Visits Changing Facilities/Day Use Check-In and Checkout Coffee Maker Concierge Convention Center Corkage Credit Cards Credit Policy Currency Exchange Dance Floor Decorations Destination Management Companies (DMC) Deposits Diagrams Dietary Requirements Directions to the Hotel Doctors on Call Drug Stores Dry Cleaning eEvents
7 Electrical Elevators Emergency Procedures Environmental Commitment Exhibits Fax Machines Fax Numbers Fire Codes Fitness Center Floral/Florist General Manager Gift Certificates Gift Ideas Gratuities Group Check-In, Arrival and Departures Guest List Manager Guest Rooms Guest Room Deliveries Guest Service Hotline HHonors Floor Hospitality Desks Hospitality Suites Functions Hotel Facts/History Hotel Map Housekeeping In Conjunction With (ICW’s) Indemnification In-Room Dining Interpretation/Translation Services Internet Services Key Cards Key Hotel Contacts Kosher Labor Laundry/Valet Linen Selection Liquor Laws Load-In/Load Outs (Production, Decor, & Staging) Loading Dock Local Information Lost and Found Luggage Storage Manager on Duty (MOD) Mail Services Massage Therapy Master Accounts
8 Medical Facilities/Services Meeting Room Set Standard Newspapers/Publications Office Equipment/Supplies Package Room Parking Personalized Group Web Page Pets (policies) Photography Pianos Pools Post-Convention Meeting Post Event Report Posting of Events Pre-Convention Meeting Production Guidelines Production Crew Meals Public Transportation Pyrotechnics Registration Assistance Registration Desks Reservations (RAPID!) Restaurants/Lounges Restaurant Reservations Restrooms Resumes Rigging Ropes/Stanchions Rooming Codes/Rooming Lists Safes/Safe Deposit Boxes Security Shipping and Receiving Shopping Signage/Banners Site Inspection/Pre-planning Smoking Sound System Spa Special Meal Requests Storage Suites Sunrise/Sunset Taxes Taxicabs Team Member Recognition Telephones/Telecommunications
9 Tents Tours/Sightseeing Tuxedo/Formalwear Voice Mail Weather Wheelchairs Wired Payment Worship Services
10 ADVERTISING OPPORTUNITIES The hotel offers groups and their affiliates 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, box lunch to go, etc. Video Channel Plasma Screens Banners/Signage
We display all events taking place in meeting rooms in screen located in the main lobby.
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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
Airline Phone Aeromexico 018000214000 Aviacsa 993 3 16 57 00 01800 0062200 Aerocalifornia 993 3 16 80 00 Aeromar 993 3 56 00 07 Volaris 01-800-7VOLARIS The information given applies only when dialing from Mexico.
Airport Information The nearest airport is the International Airport Carlos Rovirosa Perez. Located 3 minutes from the Hilton Villahermosa & Conference Center . Shuttle available Hotel/Airport/Hotel on a complimentary basis. Webpage: http://www.asur.com.mx/asur/ingles/aeropuertos/villahermosa/villahermosa.asp Informative Email: [email protected] Phone: 3 56 01 58 and 3 56 01 56
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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 service charge is currently 15%.
Standard Amenities
Strawberries au chocolat Strawberries covered with black and white chocolate and tamarind honey Time of preparation: 30 minutes $ 126 per amenity
Tropical skewers Fruit skewers with caramel and hazelnut sauce Time of preparation: To be requested 1 day in advance $ 105 per amenity
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Petit fours of liquors Cacao with marzipan truffle savor Malibu, Baileys and Grand Marnier covered with dark, white and cinnamon chocolate Time of preparation: To be requested 1 day in advance $ 137 per amenity
Delights of the oven Cookies with pistachios in caramel Time of preparation: 30 minutes $ 105 per amenity
Regional Fruits Typical regional fruits Time of preparation: 30 minutes $ 137 per amenity
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Truffle with cacao Set Dark, bitter and white chocolate truffles Time of preparation 30 minutes $ 95 per amenity
Cheese & Wine Domestic and imported cheeses and 375 ml Bottle of Chateau Domecq White or red wine Time of preparation: 30 minutes $ 263 per amenity
Box of truffles Variety of truffles - 24 pieces Stuffed and perfumed with hazelnut, mint, almonds, cinnamon, Baileys and walnut. Time of preparation 30 minutes $ 294 per amenity
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Tabasco Style Candies Variety of 5 kinds of home made typical candies. Time of preparation 30 minutes $ 105 per amenity
Birthday cake White and bitter chocolate with wild berries reduction Time of preparation 4 hours $ 137 per amenity
All prices are in Mexican pesos.
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AMERICANS WITH DISABILITIES (ADA) Mexico has different regulations about this subject; therefore full compliance with the American with Disabilities Act is not a requirement for our property. In an effort to show the property’s ease of access, we have filled out a Check List for Accessibility published by Meetings & Conventions Magazine / October 2001.
EMERGENCY PROCEDURES Has the facility’s staff received instruction on the needs of people with disabilities, particularly in emergencies? Are emergency exit doors clearly marked? Are all audible alarms accompanied by visual signals?
PUBLIC RESTROOMS Are accessible restrooms for each gender clearly marked with the international access symbol? Is there a space in front of the sink for a wheelchair?
15 Are there grab bars along the side and back of the toilet to ease wheelchairs transfers?
ELEVATORS Are all floors accessible by elevator? Are buttons in halls and elevators low enough for wheelchair users? Do they have Braille floor designations?
ENTRANCES, CORRIDORS AND STAIRS Is at least one accessible route from the parking area to the facility entrance clearly marked? Are doors easy to open?
GUEST ROOMS How many guest rooms have been adapted for people with disabilities? 1 out of 220 Does the hotel have a space on its registration form where those with disabilities can cite their needs? Are guest rooms identified in Braille? Are room keys easy to handle? Do guest rooms and bathrooms allow sufficient turning space for a wheelchair to move about? Are grab bars of sufficient length mounted by the toilet and in the tub and shower? Are shower benches or chairs available for use? Is a telephone accessible from the bed? Are amplified phones and/or TDDs available for use in guestroom? Is a visual alert system available in guest rooms? Are all controls (for lighting, room temperature, etc) within reach of wheelchair users?
MEETING ROOMS Are temporary ramps available for use with all raised podiums or head tables? Are microphones flexible and easy adjusted? Is the lighting nonglare, nonreflecting and nonblinking? (Note that bright or blinking lights can trigger a seizure in those with epilepsy.)
RESTAURANT/LOUNGES Does the restaurant have menus in Braille and large print? Is the restaurant staff willing and able to make reasonable accommodations? Are all lounges accessible (including tables, aisles, game room and dance floor)?
PARKING AND GROUNDS Are parking spaces for persons with disabilities identified by the international access symbol? How many accessible parking spaces are there? Six
16 Are reserved spaces near entrances? Are grounds, walks and floor surfaces non-slip? Are sidewalks from reserved parking areas to the facility entrance free of abrupt changes in surface level? Is an accessible door next to all revolving doors? Are there handrails on both sides of all stairs?
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AUDIO/VISUAL PSAV , our in-house audiovisual company, brings over 10 years of experience in the field of audio visual to your meeting at the Hilton Villahermosa & Conference Center . PSAV can be reached by dialing EXT. 6110.
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AUTOMATED TELLER MACHINES There is an ATM conveniently located in the hotel lobby. There are also ATM locations in Villahermosa city at all major bank locations.
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BABY-SITTING SERVICES We have employees trained for baby- sitting services working for the hotel.
The fees for babysitting services are $50 pesos per hour, per child, maximum 2 children per each babysitter. Direct payment is required to babysitters. No room charges or master billing for babysitting services is permitted.
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BALLOONS For the use of helium balloons please contact at your Event Manager. 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. This service can be offered through the hotel’s maintenance department and can be charged to the Master Account.
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BANKS Bancomer Address: Av. Ignacio Zaragoza #702, Col. Centro, Villahermosa, Tab. Phone: 01-800-8014-400, Office (993) 3102-251 / 3102-252
Banamex Address: Francisco I. Madero #302 and #304 Col. Centro, Villahermosa, Tab.
17 Phone: (993)3120-011
Banorte Address: Av. Gregorio Mendez #225. Esq. Pino Suarez, Col. Centro, Villahermosa, Tab. Phone: (993)3124-882 / 312-4324
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BANQUET BEVERAGE SELECTION The Hilton Villahermosa Conference & Center offers a choice of standard and premium beverages on banquet bars. The following is a list of beverages currently offered by our Food & Beverage department for banquets. As the availability of some of the items vary, this list may be subject to minor changes. Specialty items are available upon request.
Standard Brands
Domestic Brandy Azteca de Oro Don pedro (750 ml) Presidente (750 ml)
Domestic Rum Bacardi aged (750 ml) Bacardi white (750 ml) Bacardi lemon Bacardi Solera
White Tequila Don Julio Herradura Porfirio plata
Aged Tequila Cuervo 1800 Porfidio Cactus Sauza Tres Generaciones
Reposee Tequila Cazadores Cuervo Centenario Don Julio Jimador Herradura (750 ml) Siete leguas Sauza hornitos
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Premium Brands
Scotch Whisky Ballantines 12 years old Buchanans 12 years old Chivas Regal 12 years old J & B Johnnie Walker Black Label Johnnie Walker Red Label
American Whisky Jack Daniels
Cognac Courvoiser V.S.O.P. Hennessy V.S.O.P. Hennessy X.O. Martell V.S.O.P.
Ports Royal Oporto 10 years Dry Sack
Imported Brandy Fundador Carlos I Gran Duque de Alba
Imported Gin Beefeaters Gilbey's Tanqueray
Vodka Absolut Absolut citron Stolichnaya
Liquors Amaretto Disarono Drambuie Frangelico Gallianno Grand Marnier Kahlua
19 Midori Sambuca vaccari Xtabentún
Cordials
Anis sweet Chinchon Anis dry Chinchon Baileys
Beer
Imported beer Budweiser
Domestic beer Corona extra Modelo especial Modelo light Negra modelo
Non-Alcoholic Beverages
Soda Juice Ice Tea Domestic bottled water 500 ml Evian bottled water 330 ml
Hot Beverages Coffee Tea Capuchino Expresso Moka All banquet bars serve 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 10:00 p.m. In accordance with Tabasco liquor laws, all alcoholic beverage sales will begin at 12:00 noon and conclude at 3:00 a.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 or solicitation on banquet equipment, please see your 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 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.
Special meal requests can be accommodated. Please advise your Event Manager in advance with any special dietary requirements.
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STANDARD BANQUET TERMS AND CONDITIONS
1. ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: The function space assigned indicates the space is tentatively being held and will be held on a definite basis upon signing of the 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 (5 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 5% more than this guaranteed minimum. 3. 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.
21 4. GRATUITY & SERVICE CHARGE: 15 % 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. 15 % of the food and beverage total, plus any applicable state or local tax, will be added to your account as a service charge. This service charge is not a gratuity and is the property of the Hotel to cover discretionary costs of the Event. 5. 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. 6. 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. 7. OUTSIDE FOOD AND BEVERAGE: Due to hotel regulations, 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. 8. 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 Tabasco state law regulations. 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. 9. 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. 10. 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. 11. CONDUCT OF EVENT: Group agrees to comply with all applicable federal, state and local laws including health and safety codes. Group agrees to cooperate with
22 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. Porterage charges will be set forth in your contract. The current rate is $40 pesos per person, (in and out) plus state tax, and is subject to change. Departure notices and bag pulls should be coordinated with our Bell Captain.
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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 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.
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BOX LUNCHES Box lunches are available through the Event Services Department. We can help you create your own customized lunch. If you wish to order box lunches for your group, your 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.
Pc w/ internet access $50.00 per hour Printings
23 Color $15.00 Each one Black $4.00 Each one Photocopies $2.00 Each one Fax National $15.00 per minute International $45.00 per minute
Scanner $15.00 per image CD-R $45.00 Diskette $20.00 Internet cable $50.00 DVD-R $60.00
Business hours are: 8:00 a.m.-10:00 p.m. Monday through Sunday
All prices are given in Mexican pesos.
For large quick printing or copying jobs, we recommend calling:
Office Depot Blvd. Adolfo Ruiz Cortines No. 1330 Col. Tabasco dos mil Villahermosa, Tabasco Zip 86035 Phone: (993) 352 23 23
Copycentro Phone: (993) 314 09 49
Central de Copias Phone: (993) 312 79 57
English may not be spoken at these establishments. Please contact your Event Services Manager for further assistance.
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BUS COMPANIES
Name: AUTOTUR Fco. Javier Mina y Lino Merino, Int. ADO, Col. Centro Villahermosa, Tabasco. 86000 Tel. 01 (993) 312 2191 / 312 8313 ext. 2409
English may not be spoken at this establishment. Please contact your Event Services Manager for further assistance.
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CAR RENTAL AGENCIES Following are the three Hilton Villahermosa & Conference Center preferred vendors, their locations, and contact numbers.
Hertz Rent-A-Car Local phone number: (993) 356 08 41 018007095000 Location: In-house (next to Tabasco Foyer) https://www.hertz.com/rentacar/
Avis Rent-A-Car Local phone number: (993) 310 13 00 EXT. AVIS Location: Prol. Paseo Usumacinta, Col. La Choca, Tab. 2000
Budget Rent-A-Car Local phone number: (993) 314 37 90 / (993) 356 01 18 Locations: Av. 27 de Febrero 712. Local # 1 Col. Centro, P. C. 86000
English may not be spoken at these establishments. Please contact your Event Services Manager for further assistance.
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CASH PAID OUTS
Paid outs at the Hotel, are permitted only at Front Desk for a maximum of $2,000 pesos. Exceeding amounts must be approved by the DOF. A paid-out cannot be made for a guest that has paid by check. The refund amount will be forwarded to the Finance Department to issue a check after verification of guest check not being returned. (Some credit card agreements may prohibit cash advances).
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CASH PAYING GUESTS If in the event a hotel guest does not have a major credit card to secure his/her room, the Hilton Villahermosa & Conference Center will require full payment in advance for room and tax charges. In addition, there will be a $2,000 pesos 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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25 CELEBRITY/DIGNITARY VISITS Rest assured your celebrities or dignitaries will be treated with the utmost confidentiality. Your Event Manager is happy to work with you to accommodate any needs you have.
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CHANGING FACILITIES Please contact your Event Manager regarding our changing facility located at the Spa. This facility includes Locker & shower only for adults. 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-IN AND CHECKOUT Hotel check-in is 3:00 p.m., and checkout is 12:00 p.m. (All guests arriving before 3:00 p.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.)
Late Departure Late checkouts are available upon request and subject to availability. Please contact the Front Desk directly to discuss availability and associated fees.
Zip Checkout With zip checkout, your room folio is provided at your door early in the morning of your departure. Simply verify the charges, sign the room folio in acceptance and drop it at front desk upon departure. If you are not departing the hotel immediately, luggage storage can be arranged at the bellman’s desk.
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COFFEE MAKER Conveniently located at all guestrooms.
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CONCIERGE Our front desk staff will be glad to assist you with any special need you may have. We will gladly provide you with information on surrounding areas to visit, tours, restaurants, and make reservations for you to any of these. We will also help with flight confirmations, and any other special requirements that you may have during your stay.
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26 CONVENTION CENTER Convention Center Tabasco 2000 Municipio Libre No. 7 Col. Tabasco 2000 Villahermosa, Tabasco 86035 Phone: (993) 3 16 82 71 (993) 3 16 35 54 Fax: (993) 3 16 82 71
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CORKAGE $160 pesos per person, for a 4-hour period, plus 15% taxes. Client provides their own liquor. The hotel provides mixers, ice, waiter and barman service, glassware, napkins and setup.
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CREDIT CARDS The Hilton Villahermosa & Conference Center accepts most major credit cards including American Express, Visa & Master Card.
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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 Event Manager.
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CURRENCY EXCHANGE The front desk currently exchanges the following currency at the prevailing rate from Hilton Villahermosa & Conference Center. The hotel just exchange: dollars, euros, Canadian dollars and traveler’s checks.
Each guest is not limited to a currency exchange per day, but it is obligatory to exchange with identification. If a large amount of money is to be exchanged, we strongly recommend handling the exchange through your home bank.
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DANCE FLOOR The hotel has a dance floor up to 20 sq ft. Please contact your Event Manager to reserve it.
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27 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, 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.
CREATUR Address: Av. Paseo Tabasco #1404 Tabasco 2000 Villahermosa, Tabasco 86035 Phone: (993) 3109900
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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 Available on our website or contact your Event Manager.
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DIETARY REQUIREMENTS Our Chef will provide meals for your attendees with special dietary requirements. Please advise your Event Manager if a special meal is required.
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DIRECTIONS TO THE HOTEL
From International Airport Carlos Rovirosa Perez:
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DOCTOR ON CALL
Dr. Jorge Moguel Phone: (993) 315 66 79 Mobile: 044 (993) 318 44 27 Calle 8 #111 Fracc Bonanza Villahermosa, Tabasco
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29 DRUG STORES There are drugstores offering delivery service at no extra cost:
Farmacias del Ahorro Phone: (993) 315 66 06
Farmacias de Descuento Unión Phone: (993) 312 36 36
Farmacias Iris Phone: (993) 312 71 74
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DRY-CLEANING – SEE LAUNDRY/VALET Laundry services are available by dialing extension 6854. Garments picked up prior to 9:00 a.m. are returned to guests by 4:00 to 5:00 p.m. the same evening. Garments picked up after 12:00 p.m. will be returned the following day by 10:00 to 11:00 a.m. Please note that there is service all year long.
Back to Resource Information eEVENTS Hilton Family’s online booking channel for small groups and meetings. For further information, visit the web page: www.e-events.hilton.com
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ELECTRICAL The Engineering Department provides assistance with all your mechanical and electrical needs. Please contact your 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 Event Manager.
A complete production package is also available through your Convention Services Manager. Please see forms for pricing and ordering.
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ELEVATORS The Hilton Villahermosa & Conference Center has 3 guest elevators located in each room module.
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30 EMERGENCY PROCEDURES The Hilton Villahermosa & Conference Center 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. • The hotel has an emergency response team 24 hours a day. In the event of an emergency, calling the emergency number 0 or extension 6875 will initiate the appropriate response. • Paramedics, Fire Department, and the Police Department are all located approximately 10 km or 6 miles from the hotel. • 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 hospital: 1.5 km or ,9 miles from the Hilton Villahermosa & Conference Center located in Dos Montes, a small community next to the Hotel. Back to Resource Information
ENVIRONMENTAL COMMITMENT At Hilton Hotels Corporation, protecting the Environment is a top priority. Responsible environmental activity is good for both our business and the community. Hilton has developed a comprehensive company-wide policy to promote business practices that help preserve the environment. We provide guidelines for all of our facilities, and our goals are to “Reduce – Reuse – Recycle” as much as we can.
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EXHIBITS Please request the hotel’s Exhibit Resource Guide from your Event Services Manager.
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FAX MACHINES If you need the services from the fax machines you can call to the extension 6801 or 6877.
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FAX NUMBERS For Guests: (993) 3 13 68 01 Catering/Convention Services office: (993) 3 13 68 77 Sales office: (993) 3 13 68 77 Reservations office: (993) 3 13 68 01
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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.
32 It is ultimately the group’s responsibility to ensure that your event complies with all applicable laws, including, but not limited to fire and safety codes, rules and regulations.
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FITNESS CENTER Our fitness center is located in the Spa and it has no extra charge for guests.
Hours of Operation: From 6:00 am to 10:00 pm.
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FLORAL/FLORIST Hilton Villahermosa & Conference Center doesn’t have a florist in house. Your Event Manager can contact a professional for assistance with a proposal for your special event.
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GENERAL MANAGER Mr. Jorge Gutierrez joined the Hilton Villahermosa Conference & Center in the month of February 2005 as General Manager. He has been in the hotel industry since 1983, previously holding positions as General Manager of Hilton Cancun.
Mr. Jorge Gutierrez is thrilled to welcome your group to the Hilton Villahermosa Conference & Center and is accessible as needed.
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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 Event Service Department and are designated for restaurants, lounges, logo shops and guest room charges. Gift certificates are not honored at our retail shop; however, purchases may be made in certain retail shops and signed to the guest room. A gift certificate can be used as a credit to the guest room account. Please contact your Catering/Event Manager for further details.
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GIFT IDEAS http://www.hiltontohome.com/ - The Hilton Serenity Collection http://www.hilton.corplogoware.com/?rep=hilton - Olympic Merchandise http://www.waldorfcollection-hotelsathome.com/home.html - The Waldorf Collection
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GRATUITIES Informally known as tipping, in Mexico 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 $30 pesos per day, Bellman - $10 pesos 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 CHECK-IN, ARRIVALS AND DEPARTURES The Hilton Villahermosa & Conference Center has a specially designed group entrance to accommodate the needs of your group. It has ample room for bus loading and unloading. It is also conveniently located near the ballrooms and meeting rooms. This area may be conditioned with banquet equipment for satellite check-in and convention registration, depending on your arrival pattern.
All coach arrivals will be directed to the group entrance, as the front entrance becomes easily congested and large movements can be more efficiently accommodated at the group entrance.
Your guests will be asked to remit credit or a cash deposit upon arrival for their incidental charges, unless we have agreed to accept a letter of guarantee from your organization, and it is on file at time of check-in.
If your guests are arriving via group transportation and an arrival manifest has been supplied, we will be happy to have all of the rooms assigned in advance and key packets prepared. If your guests will be arriving at scattered times throughout the day with no transportation arrangements made or arrival manifest, we will assign rooms on a first- come, first-serve basis.
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GUEST LIST MANAGER 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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34 GUEST ROOMS
The hotel’s current bedding breakdown is as follows: 140 King; 160 Full/Doubles.
Additional person in room must pay $250 pesos.
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 is $10 pesos for deliveries inside the room.
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GUEST SERVICE HOTLINE Guests with specific needs or requests may pick up a house phone and dial 0. A hotel operator will direct your needs to the appropriate hotel contact.
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HOSPITALITY 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 day’s use.
Should you require a larger area for an office, storage or hospitality, please consult your Event Manager for space availability.
Handwritten signs are not allowed in any hotel public areas. Professionally printed signs may be ordered in advance.
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HOSPITALITY SUITES FUNCTIONS It can be arranged through the Event Service Department. Please contact them
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HOTEL FACTS/HISTORY The following is a fact sheet for the Hilton Villahermosa & Conference Center Hotel:
Location: Villahermosa, Mexico 86280 Address: Adolfo Ruiz Cortines Ote. km.12.8, Villahermosa, Mexico 86280 Telephone: (993) 313 68 00 Facsimile: (993) 313 68 77 Reservations: (993) 313 68 31 Website: http://www.hilton.com Managed By: Sr. Jorge Gutierrez Grand Opening: May 20 th 2005 Architect: Mario Contreras Employees (Full-Time, Part-Time): 220 Awards: AAA 4 Diamonds Award 2006 Connie Award
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HOTEL MAP Attendees may receive a map in their key packet when they arrive at the hotel. Your Event Manager can customize the map for your guests to state your group name and show locations and directions for your special functions.
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HOUSEKEEPING Daily housekeeping services, which consists of general cleaning, take place between 9:00 a.m. and 11:00 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 $30 pesos 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. Cribs available for children. Please note there is a maximum of 3 persons (including children) allowed per room.
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37 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. 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 24 hours a day for breakfast, lunch, dinner, snacks and beverage service. We are happy to offer convenient doorknob ordering for breakfast service. In-Room Dining can be reached at extension 6832 in-house.
A variety of amenities are also available through room service.
Room service gratuity is 15% and is posted automatically on all checks. Back to Resource Information
INTERPRETATION/TRANSLATION SERVICES Please contact your Event Manager.
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INTERNET SERVICES The Hilton Villahermosa & Conference Center provides numerous Internet Services. Telmex Infinitum is our Internet Service Provider for all guests’ networks and will answer any questions concerning your system.
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KEY CARDS Please contact your Catering/Event Manager if you would like keys to any of your meeting rooms, offices, or hospitality rooms.
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KEY HOTEL CONTACTS The Hilton Villahermosa & Conference Center Managing Committee consists of the following people: General Manager Jorge Gutierrez 6811 Assistant Manager / F&B Domingo Esquivel 6812 Director of Finance Luis Angel Camacho 6840 Director of Front Office Fernando del Toro 6805 Executive Chef Norberto Hernandez 6821 Director of Housekeeping Carin Pool 6855 Director of Engineering Bartolo Zapata 6866 Director of Sales and Marketing Gerardo Banda 6879 Director of Catering Jose Galindo 6880 Director of Events Laylah Garciamora 6892
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KOSHER Please contact your Event Manager for Kosher solicitations.
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LABOR The FTOT Union local is represented at the Hilton Villahermosa & Conference Center by Mr. Edgar Azcuaga.
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LAUNDRY/VALET – SEE DRY CLEANING Complete laundry services are also available by dialing extension 6854 in-house. Garments picked up prior to 9:00 a.m. are returned to guests by 4:00 to 5:00 p.m. the same evening. Garments picked up after 12:00 p.m., will be returned the following day by 10:00 to 11:00 a.m. Please note that there is service all year long.
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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.
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LIQUOR LAWS The State of Tabasco has strict liquor laws that must be followed by the Hilton Villahermosa & Conference Center. Because the hotel is only licensed-authorized to sell and serve alcoholic beverages that were purchased by the Hilton Villahermosa, no group may bring in their own alcohol to be served. The legal drinking age in Villahermosa, Tabasco is 18.
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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 The hours of operation are from 9:00 a.m. – 4:00 p.m. daily. There are no deliveries or load-in/load out between the hours of 1:00 p.m. and 2:00 p.m. Please refer to The Exhibit Resource guide for details.
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LOCAL INFORMATION
Villahermosa, the state capital of Tabasco, is located in the Gulf Coast region, in southeastern Mexico. It lies in a zone that gets heavy annual rainfall. The climate is humid and tropical, with an average year-round temperature of 25º C (77º F), however it can reach up to 40º C (104º F) in the summer.
Known as the Emerald of the Southeast, this modern city offers a wide variety of cultural and tourist attractions. During your stay, you can visit parks of spectacular beauty, such
40 as Parque-Museo La Venta and Parque Tomas Garrido Canabal, or you can check out interesting museums like the Carlos Pellicer Regional Anthropology Museum. In addition, the city offers various entertainment options, particularly at the Tabasco 2000 complex, which has a planetarium, shopping mall Galerias Tabasco 2000, numerous department stores, boutiques, restaurants and a five-star hotel. There you’ll also find city government buildings El Palacio Municipal and El Centro Administrativo de Gobierno.
In Villahermosa’s surrounding areas you can enjoy magnificent natural scenery at places like Cascadas de Agua Blanca, where you’ll see mountains, jungles, lakes, rivers and the Centla Marshes, one of the wettest zones in southeast Mexico. It is also the ideal spot for ecotourism outings, as it allows you to observe exotic examples of indigenous flora and fauna. Near the city you also can visit the Yumka Zoo and archaeological zones La Venta and Comalcalco, ancient capitals of the Olmecs and Mayans. Finally, you can do the cacao tour, an experience that will allow you to appreciate the Tabascans warm hospitality and the region’s fine cuisine.
Villahermosa has several important museums where you can learn about pre-Hispanic societies and the state of Tabasco’s historical development.
Casa Museo Carlos Pellicer Camara - Located at 203 Narciso Saenz Steet, in the Zona Luz. This museum has an exhibit of furniture, documents and other personal objects that belonged to famed Tabascan poet Carlos Pellicer. Open Tuesday through Sunday from 10:00 to 8:00.
Museo de Historia de Tabasco (Tabasco History Museum) – Located in the Casa de los Azulejos, on the corner of Av. 27 de Febrero and Benito Juarez. This museum offers a broad overview of the state of Tabasco’s important social, political and historical events. Open Tuesday through Saturday from 10:00 to 5:00.
Carlos Pellicer Regional Anthropology Museum – Located at 511 Av. Carlos Pellicer, in the Zona CICOM. This three-storied museum exhibits archaeological pieces from various cultures. It also has permanent exhibits and an interactive learning center where visitors will find reproductions of archaeological monuments. Open Tuesday through Sunday from 9:00 to 5:00.
Near Villahermosa you’ll find various archaeological sites with Olmec - Mayan ruins.
La Venta – Located 120 km (74 mi) west of Villahermosa, off Highway 180. This site has numerous examples of the monumental Olmec sculptures. Open daily from 8:00 to 4:30.
Comalcalco – Located 91 km (56 mi) northwest of Villahermosa. To arrive at the site from Villahermosa, take Highway 180 to Highway 187. This archaeological zone was an ancient Mayan city. The structures here are made of bricks rather than the more commonly used stones. Open daily from 10:00 to 5:00.
41 In Villahermosa you can marvel at the architecture of various historic edifices built from the 16th to 19th centuries.
Palacio de Gobierno – Located at Av. 27 de Febrero and Vazquez Norte. This building has a sober neoclassical façade flanked by two towers on the corners. Inside the edifice, the original French-influenced ornamentation remains intact.
Templo de la Concepcion – Located on Ignacio Allende Street. Commonly known as La Conchita (The Little Conch), this religious construction was built at the end of the 19th century. The church has a neogothic façade and a main tower.
Catedral (Cathedral) – Located on the corner of Paseo Tabasco and 27 de Febrero. This 17th-century edifice has a sober baroque-style façade.
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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 0.
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MAIL SERVICES If you have items that need to be mailed, or require shipping materials, we suggest PACKMAIL . They are located in Av. Adolfo Ruiz Cortines #1310 Zip 86035 and offer complete mail services as well as materials.
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They are open Monday through Friday from 9:00 a.m. - 7:00 p.m., and Saturday from 10:00 a.m.-3:00 p.m.. They can be reached at 9933 16 81 59 . Please refer to your Catering/Event Manager if you would like to arrange an on-site service for your group.
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MASSAGE THERAPY
Visit our Spa & Gym, featuring the following treatments
Purifying peppermint massage Detoxify your body. This specialized massage is designed to activate your cellular metabolism.
Aromatherapy Massage This massage uses essential oils with special essences, which act to release stress, bring peace of mind inspire your spirit.
Back, neck and shoulders An ideal treatment to induce relaxation where many carry stress.
Express Massage Anti- stress massage with pressure points in back, neck and shoulders dressed and seated at the shiatsu chair.
Sports Massage A deep massage designed with the active person in mind. Athletes benefit from this mix of vigorous circulatory massage and stretching to promote healing and increase range of motion.
Swedish massage A massage where a soft pressure is applied to your body, leaving you relaxed and in harmony.
Deep tissue Relieves stress and tightness by focusing more pressure in specific points.
Perfect form With a deep pressure that helps shape the body, reducing the body fat with a specialized essence. Designed for those who want to improve their shape.
Reflexology Feet and hands massage using points of pressure, touching specific areas to get the natural balance of the energies in the body.
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MASTER ACCOUNTS See Sales Agreement.
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MEDICAL FACILITIES/SERVICES Medical Services facilities nearby:
Urgent Care/Emergency Room
• Hospital Ángeles Av. Prolongación Paseo Tabasco Usumacinta 2085, Colonia Tabasco 2000 Phone: (993) 316 70 00 24 hours ** About 20 minutes from the hotel**
• Hospital Santa Cruz Av. Gregorio Mendez No. 707 Centro Phone: (993) 312 13 28 Villahermosa, Tab. 24 hours **About 15 minutes from the hotel**
• Hospital del Sureste Regino Hernandez LLergo No. 103, Col. Nueva Villahermosa Villahermosa, Tab. Phone: (993) 315 12 41 (993) 315 20 65 24 hours **About 15 minutes from the hotel**
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MEETING ROOM CAPACITIES
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MEETING ROOM SET STANDARD Standard meeting rooms include the following items:
• Banquet or classroom tables and chairs • Podiums • Pads and pens or pencils • Ice water 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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NEWSPAPERS/PUBLICATIONS Newspapers available in our front desk are:
Tabasco Hoy Presente Olmeca Novedades Milenio They are delivered to the Hilton Villahermosa & Conference Center at 8:00 a.m. daily.
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OFFICE EQUIPMENT/SUPPLIES PSAV offers a complete range of services including rental of computer systems, copier machines, facsimile machines, secretarial support, photocopying, word processing services and fax transmission, just to name a few.
Prices are quoted on an individual basis depending on the type of equipment needed as well as the scope of the job requested. Discuss your group’s needs with PSAV or with your Event Manager.
Business Center hours are 8:00 a.m. to 10:00 p.m. Monday through Friday, 8:00 a.m. to 10:00 p.m., Saturday and Sunday.
For large quick printing or copying jobs, we recommend calling:
46 Copycentro Phone: (993) 314 09 49
Central de Copias Phone: (993) 312 79 57
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PACKAGE ROOM The hotel has a limited space for group´s materials. Please contact your Event Manager.
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PARKING The Hilton Villahermosa & Conference Center offers self-parking at the hotel. Self- parking is complimentary.
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 For further information please contact Event Services Department.
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PETS (POLICY) We are part of the Pet Friendly initiative. Please contact your Event Manager for further information.
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PHOTOGRAPHY Contact your Event manager for information regarding Photography services.
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PIANOS If your group requires pianos or pianos in outdoor/alternate locations, your Catering/Event Manager can rent them from an outside source.
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POOLS
Allow yourself to melt away in our gorgeous pools with views of the exotic landscape. Take a dip in our round overflow pools or enjoy invigorating laps in our lap pool.
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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 Daily events are posted at one of the lobby’s screen. Contact the Event Manager for specific information on the posting of your event.
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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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PRODUCTION GUIDELINES Your Event Manager will provide you with the hotel’s Production Resource Guide.
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PRODUCTION CREW MEALS Please contact your Catering/Event Manager regarding production crew dining.
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PUBLIC TRANSPORTATION There are vans available for our guests leaving each half an hour to some main places in the city. Taxis are available from the hotel front door 24 hours a day. They are also readily available at the airport and.
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PYROTECHNICS The Hilton Villahermosa Conference & Center allows the use of pyrotechnics, but it’s necessary to contact the Event and Security Managers so they can assist you on the specific locations and restrictions.
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REGISTRATION ASSISTANCE If additional staffing is needed for your activity or hospitality desk, please consult with your Event Manager. Registration attendants are easily scheduled with sufficient notice.
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REGISTRATION DESKS Your Event Manager is happy to arrange a hospitality desk for your group. Hospitality desks are located in 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. Should you require a larger area for an office, storage or hospitality, please consult your 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 3 rd Party Clearinghouses No charge – it’s FREE For further information please contact your Event Manager.
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RESTAURANTS/LOUNGES
EL MADRIGAL
Serving local, regional and international cuisine, El Madrigal is a great place to enjoy an appetizing meal in a casual buffet-style setting. Open for breakfast, lunch and dinner.
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RESTAURANT RESERVATIONS Reservations are strongly recommended for all restaurants in the hotel and in Villahermosa whether it is for a table of four or a dine-around for 250.
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RESTROOMS Public restrooms are located in the following areas: - Main lobby. - Next to Diamante and Tabasco rooms.
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RESUMES Document on which the Event Manager passes on all pertinent group information to all the Hotel’s departments. This is approved by the group contact.
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RIGGING Please contact your Event Service Manager for specific information.
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ROPES/STANCHIONS For more information on banquet equipment, please see your Catering/Event Manager.
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ROOMING CODES/ROOMING LISTS The following are the room category and special service codes that are utilized by the hotel’s reservations department. It will assist us greatly if you use these codes on the rooming lists you send to the Hilton Villahermosa & Conference Center.
N - no smoking 5 - smoking room request U - requested high floor T - requested low floor Y - early arrival request Z - near elevator request I - crib A - room nearby/same floor C - connecting room 1 - king bed 2 - 2 double beds
51 ROH - Run of the House - Includes a variety of options in the following categories: Pool and prairie, based upon availability.
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SAFES/SAFE DEPOSIT BOXES Each room of Hilton Villahermosa & Conference Center has a safety deposit box in every room.
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SECURITY The hotel provides support through the Security Department in all conference rooms.
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SHIPPING AND RECEIVING Packages for functions may be delivered to the hotel up to one week 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. When shipping materials to the hotel, please include the following information on all packages to insure proper delivery and storage.
Conference Name Event Dates Client / Guest Name Hold for Arrival (arrival date) Attention
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.
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52 SHOPPING
Local Shopping
Plaza Galerias Tabasco 2000 Villahermosa 10:00 am to 8:30 pm
Plaza Las Americas
Plaza Las Americas offers an incredible experience for shoppers. You can take a walk, listen to the band or buy the most delicious ice cream, take a look at the latest fashions in the colorful stores, buy an interesting souvenir or even watch a movie in the state-of-the-art cinema.
Handicrafts Shopping
There are several places located in the city where beautiful arts and crafts can be acquired, such as carved wood articles, ceramic items, embroidered clothes, stone figures, and palm and leather objects. Many of the shops in Villahermosa offer the highest quality articles produced in the city and surrounding villages. The main areas to buy handicrafts are La Casa de las Artesanias Tabasquenas, Mis Blancas Mariposas and La Venta Museum that besides displaying the most representative features of the Olmec culture has specialized stores that sell several multicolored arts and crafts.
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SIGNAGE/BANNERS The Hilton Villahermosa & Conference Center takes pride in the condition and aesthetic appearance of our facility. In order to maintain a quality image for all Hotel guests, there are a few things we ask of you during your stay:
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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. In addition, nothing is to be placed over exit doors or located to conceal or obscure any exit.
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SITE INSPECTION/PRE-PLANNING Consult your Event Manager for specific policies.
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SMOKING There are specific areas for smoking and non-smoking.
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SOUND SYSTEM Meeting rooms and ballrooms have sound system. Please contact your Catering/Event Manager with questions. There may be fees assessed for certain hookups as well as hourly labor charges. PSAV can be reached at the extension 6110.
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 11:00 p.m., and all outdoor evening functions must end no later than 1:00 a.m.
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54 SPA
Inspired in reestablishing balance between mind and body we create options to help you find that perfect balance your body needs Take a break…. relax, and let us exceed your expectations pampering you with a customized Spa or fitness Programs. Our staff is looking forward to your visit About our services: Spa treatments, sauna, steam room, Jacuzzi, gym, sport courts, pools and beauty salon Operation hours: Everyday from 6:00 a.m. to 10:00 p.m. Reservations (52)(993) 313 6835
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SPECIAL MEAL REQUESTS Please consult with your Catering/Event Manager for any special meal requests. Norberto H. Roldán, the Executive Chef is pleased to accommodate your requests to the best of his abilities.
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STORAGE Storage for your advance boxes and convention supplies is limited at the Hilton Villahermosa & Conference Center. 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 Our spacious Suites boast exquisite bathrooms with Jacuzzis, separate showers and double vanities. Guests of out Suites enjoy privileges to our Executive Lounge where Continental Breakfast is served every morning and wine and hors d´oeuvres every afternoon.
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SUNRISE/SUNSET Sunrise: 6:00 a.m. aprox. Sunset: 7:00 p.m. aprox.
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TAXES Federal Tax is 15%. Lodging Tax is 2%.
All goods and services are subject to state tax including but not limited to food, beverage, labor, and gratuities.
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TAXICABS During the day you can find taxies near the main entrance of the hotel. At night, you can contact Guest Services so they can assist you on calling a cab.
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TEAM MEMBER RECOGNITION We have several programs to recognize team members but the most important one would be the Spirit of Pride, since this one has corporate recognition . This award is given to those team members that have done something extraordinary for our guests of for their colleagues.
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56 TELEPHONES/TELECOMMUNICATIONS The following types of telephones are available for guests, meeting and convention service and administrative staff. Please advise your Telecommunications Department or appropriate team members, if you need the use of a phone for your program.
House phones • Used for in-house, local and toll-free calls only. Installation price is $300 pesos + tax per machine.
DID Lines The installation fee is $300 pesos plus tax plus price of all calls. DID lines can be used for Long Distance, minimal PC and fax can work as well.
B1 Telephone Lines Outside line, not connected to the hotel switchboard. (Dedicated Number) This line should be ordered when a client requires continuous use for PC, faxing or will be using the phone to make outside calls on a constant basis. The hotel operators need (2) days notice before we can activate the lines. The phone company/hotel operators require minimum (2) weeks notice for more than (2) lines. The fee is $300 pesos per line installation plus price of all calls.
Internet Access Broadband Access – T1.5 or greater (Call for price quote) DSL (Call for price quote) Devices - The set-up fee is $500 pesos for the first personal computer and $300 pesos each for each additional personal computer.
Guest Room Calls
There are 2 ways to place a call: Dial direct or use an operator for assistance
OPERATOR-ASSISTED CALLS International Operator DIAL 9090 Major telephone company cards Collect cards (Canada and US) 3rd party billing No charge to hotel bill - Ask international Operator for prices
57 DIRECT-DIALED CALLS All phone charges are based upon the length of time and destination as shown below:
PLACE 1 MINUTE
LONG DISTANCE $15 pesos DOMESTIC
CEL PHONE $10 pesos
USA & CANADA $45 pesos
REST OF THE WORLD $58 pesos
Other rates: Local call $5 pesos per connection Collect call $20 pesos per connection 800 numbers Mexico $58 pesos per connection
Please note that US 800/880 numbers are not toll-free when called from Mexico. These numbers will be billed at the regular long distance rates listed in the above table.
Local, Long Distance and International Calls will be billed to your account only when the call is answered.
Applicable Taxes will be added Rates subject to change. 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. Telmex is our local carrier. 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. Direct Complaints to:
Federal Communications Commission, FCC Enforcement Division; CCB Room 6202; Washington, DC 20554. State of New York Dept. of Public Service; 3 Empire State Plaza; Albany, NY 12223 800-342-3377
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. Back to Resource Information
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TENTS Please contact your Catering/Event Manager regarding rental tents.
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TOURS/SIGHTSEEING Can be arranged through a DMC, please contact Event Services Department.
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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:
D´Etiqueta 27 de Febrero No. 1705 Col. Atasta Villahermosa, Tabasco (993) 3152816
Oscar´s Paseo Tabasco 707-A Col. Jesus Garcia Villahermosa, Tabasco (993) 3152630
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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 the Hilton Villahermosa & Conference Center varies from a low of 20 degrees to a high of 38 degrees. Before visiting the Hilton Villahermosa & Conference Center, we recommend that guests check the local listings to determine the weather conditions.
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59 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.
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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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WORSHIP SERVICES The following is a list of nearby locations.
• Baptist Jesucristo es la Vida Eterna Address: Carretera a Buenavista Km.0+100 Villahermosa, Tabasco, 86500 Phone: (993) 3502325 • Catholic El Sagrario (Catedral) Address: Paseo Tabasco #602 Col. Centro Villahermosa, Tabasco, 86000 Phone: (993) 3151090 • Christian Centro Cristiano de Villahermosa Address: 4 Puebleano St., Col. Pensiones Villahermosa, Tabasco, 86000 Phone: (993) 3510880 • Mormon Mormon Temple Address: Av. 27 de Febrero 1717 Col. Atasta de Serra Villahermosa, Tabasco • Pentecostes Cristo Jesús el Verbo de Dios Address: Col Casa Blanca 1ª Seccion
60 Villahermosa, Tabasco, 86060 Phone: (993) 359825 Back to Resource Information
FORMS
Credit Card Authorization Form Miscellaneous request form Amenity Request Form Credit Application Planning Checklist AV Form (For Exhibitors) Electrical Form
For more information on forms, please contact your Catering/Event Manager.
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