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Meeting and Event Planning Resource Guide 2011

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Meeting and Event Planning Resource Guide 2011 1 DoubleTree by Hilton San Jose Meeting & Event Planner Resource Guide Welcome to meetings, conventions and special events at the DoubleTree by Hilton San Jose. It is a pleasure to assist you with coordinating the many details that are necessary for making the perfect meeting, convention or event. Our goal is to be the Best to Do Business With. There are various stages when we interact with you, the customer. They are: solicitation and marketing, sales and booking, 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. DoubleTree by Hilton San Jose 2050 Gateway Place San Jose, CA 95110 www.sanjose.doubletree.com 2 DoubleTree by Hilton San Jose 2050 Gateway Place San Jose, California 95110 408.453.4000 www.sanjose.doubletree.com Sales: 408.437.2807 Catering: 408.437.2806 Event Services: 408.437.2800 3 Table of Contents General Information Hotel Overview Hotel Floorplan Accommodations Dining Gift Shop Function Space and Banquets Function Space Diagrams with specifications and photos Resource Information Hotel specifics listed alphabetically Forms Amenity Form Business Center Pricing Guide Charitable Food Donations Contract Security Request Form Credit Application Credit Card Authorization Engineering Charge Sheet Hold Harmless Form Nextel Radio Client Responsibility Package Request Form POG Request Form PSAV Exhibitor Price Sheet Rooming List Shipping, FedX/UPS Form Technology Details by Meeting Rooms Telecommunications Request Transportation Request From Vendors 4 GENERAL INFORMATION General Information 5 Hotel Overview In the heart of Silicon Valley, San Jose flourishes with industry, beauty and a culture rich with history. DoubleTree by Hilton San Jose places you in the center of all of it - less than a half-mile from San Jose International Airport, 45 minutes from San Francisco International Airport, and an hour south of San Francisco and north of Monterey/Carmel. As your host, DoubleTree by Hilton San Jose is especially accommodating with 505 newly renovated spacious guest rooms featuring our signature 'Sweet Dreams' bed, 10 executive suites, 5 dining options, 24-hour room service, The UPS Store, high-speed internet access, fitness center, and many other wonderful amenities. DoubleTree by Hilton San Jose’s meeting and conference area has over 48,000 square feet of flexible space- 2 large ballrooms that can accommodate up to 1,200 people each, 21 meeting rooms, and 4 boardrooms for smaller, more intimate meetings. Our newly renovated executive boardroom projects a professional image, and features state- of-the-art technology ideal for multi-media presentations. Exercise your options with a choice of sporting activities. Take a dip in our heated swimming pool or take some time out in the whirlpool spa after an invigorating workout in the Doubletree Fitness by Precor. If the great outdoors beckons, you're a welcome guest at golf courses, tennis courts, and jogging trails nearby. Just as comfort, style and grace are DoubleTree by Hilton traditions, so are the freshly baked chocolate chip cookies that celebrate your arrival. DoubleTree by Hilton San Jose is an experience you're sure to enjoy, whether you're with us for business or pleasure. General Information 6 Hotel Floor Plan 7 Accommodations Relax in style at DoubleTree by Hilton San Jose, where you'll enjoy oversized guest rooms featuring contemporary architectural design. Set in two high-rise towers, your guest room balcony overlooks our outdoor heated pool and provides beautiful vistas of Mount Hamilton or the majestic Santa Cruz Mountains. All of our 505 guest rooms boast high-speed internet access, a private balcony, and luxurious bathrooms featuring marble countertops with dual vanities. Airport Shuttle Concierge Hearing Impaired Eqpmt. Lobby Lounge Audio Visual Services Fitness by Precor Valet Parking Meeting Facilities Bell Person 5 Dining Options High Speed Internet Luggage Storage The UPS Store Gift Shop In-Room Dining Outdoor Heated Pool Club Max Guest Services Starbucks Espresso Bar Whirlpool Spa General Information 8 Accommodations: Deluxe King & Double Queen Standard Guest Room Amenities: Air Conditioning Iron & Board Balcony Key Card System Cable Television Multiple Phones & Phone Lines Wolfgang PuckCoffee Maker Nintendo Citron Bath Amenities Pay-Per-View Movies Spacious Work Desk Print-On Demand Double Vanities Radio & Alarm Clock Dry Cleaning/Laundry Service View Rooms Hair Dryer Wi-Fi Internet Access High Speed Internet USA Today General Information 9 Accommodations: Parlor Suite Executive Amenities: Air Conditioning Iron & Board Balcony Key Card System Cable Television Multiple Phones & Phone Lines Wolfgang PuckCoffee Maker Nintendo Desk In Room Pay-Per-View Movies Double Vanities Print-On Demand Dry Cleaning/Laundry Service Radio & Alarm Clock Executive Lounge Access Wi-Fi Internet Access Hair Dryer View Rooms High Speed Internet 42’ x 30’ - 1260 square feet General Information 10 Accommodations: Presidential Suite Executive Amenities: Balcony Iron & Board Cable Television Key Card System Wolfgang Puck Coffee Maker Multiple Phones & Phone Lines Desk In Room Nintendo Double Vanities Pay-Per-View Movies Wet Bar Print-On Demand Dry Cleaning/Laundry Service Radio & Alarm Clock Executive Lounge Access Wi-Fi Internet Access Hair Dryer View Rooms High Speed Internet Air Conditioning/ Heating General Information 11 Dining Information Spencer's for Steaks and Chops Enjoy San Jose’s finest juicy, tender Prime steaks, succulent chops and sensational seafood served in a comfortable yet stately atmosphere. To make a reservation, please call 408.437.2170 or book online at SpencersForSteaksAndChops.com. Lunch: Monday—Friday 11:30 a.m.—2:00 p.m. Dinner: Daily 5:00 p.m.—10:00 p.m. Club Max Featuring live music and DJ entertainment most evenings. For more information, contact Club Max at 408.437.2167. Friday - Saturday 8:00 p.m.—2:00 a.m. Sunday-Thursday Closed Sprigs Restaurant Enjoy a variety of your favorite dishes in a casual "al fresco" atmosphere. To contact the Restaurant, please call 408.437.2169. Daily 6:00 am - 2:00 pm Sushi Bar Offering California-inspired sushi and fresh seafood from around the world. The Lobby Bar is a great place to unwind and relax before or after a meeting. Lunch: Monday—Friday 11:30 am - 2:00 pm Dinner: Daily 5:00 pm - 9:00 pm Lobby Lounge Looking for a small bite? Our 2050 Lobby Lounge & Bar is a great place for those small bar bites with great drink specials. Sunday - Saturday 11:00 am- 11:00 pm Starbucks Espresso Bar Your ideal "grab & go" option located in the lobby, serves everything from your favorite espresso drink to breakfast pastries and afternoon snacks. You can even take food-to-go with you to the airport! To contact the Espresso Bar, please call 408.437.2169. Daily 6:00 am - 8:00 pm In-Room Dining DoubleTree by Hilton San Jose’s in-room dining service features an extensive menu selection. To order room service, please dial extension 4672. Daily 5:00 am—10:00 pm 12 FUNCTION SPACE & BANQUETS Function Space & Banquets 13 Function Space Diagrams 14 Function Space Capacities Function Space & Banquets 15 Function Space Diagrams Bayshore Ballroom Bayshore Ballroom Dimensions Sq. Ft. Ceiling Reception Rounds Classroom Theater Conference U-Shape 8’x10’ Height Exhibits Full Ballroom 71’x140’ 9940 14’ 1200 840 750 1200 56 Sierra 71’x33’ 2343 14’ 250 200 175 300 50 70 14 Cascade 71’x36’ 2556 14’ 250 200 175 300 50 70 14 Siskiyou 71’x36’ 2556 14’ 250 200 175 300 50 70 14 Donner Pass 71’x35’ 2485 14’ 250 200 175 300 50 70 14 Foyer 6040 11 600 350 20 Sierra Cascade Siskiyou Donner Bayshore Foyer Function Space & Banquets 16 Function Space Diagrams Gateway Ballroom Dimensions Sq. Ft. Ceiling Reception Rounds Classroom Theater Conference U-Shape 8’x10’ Full Ballroom 71’x140’ 9940 14’ 1200 840 750 1200 56 Cedar 71’x33’ 2343 14’ 250 200 175 300 50 70 14 Pine 71’x36’ 2556 14’ 250 200 175 300 50 70 14 Fir 71’x36’ 2556 14’ 250 200 175 300 50 70 14 Oak 71’x35’ 2485 14’ 250 200 175 300 50 70 14 Foyer 6040 11 600 350 20 Cedar Pine Fir Oak Gateway Foyer Function Space & Banquets 17 Function Space Diagrams Monterey/Carmel & San Carlos/San Juan Monterey/Carmel Dimensions Sq. Ft. Ceiling Reception Rounds Classroom Theater Conference U-Shape Height Monterey/Carmel 34’x61’ 2074 9’ 150 140 100 180 50 45 Monterey 34’x29’ 986 9’ 75 70 50 90 30 65 Carmel 34’x32’ 986 9’ 75 70 50 90 30 65 San Carlos/San Juan San Carlos/San Juan 32’x61’ 2074 9’ 150 140 100 180 50 60 San Carlos 32’x29’ 938 9’ 75 70 50 90 30 35 San Juan 32’x32’ 1024 9’ 75 70 50 90 30 35 San Juan San Carlos Carmel Monterey Function Space & Banquets 18 Function Space Diagrams Santa Clara/San Jose & San Martin/San Simeon Santa Clara/San Jose Dimensions Sq. Ft. Ceiling Reception Rounds Classroom Theater Conference U-Shape Height Santa Clara/San Jose 34’x61’ 2074 9’ 150 140 100 180 50 60 Santa Clara 34’x32’ 1088 9’ 75 70 50 90 30 35 San Jose 34’x29’ 986 9’ 75 70 50 90 30 35 San Martin/San Simeon San Martin/San Simeon 35’x61 2135 9’ 150 150 120 180 50 60 San Simeon 35’x29’ 1015 9’ 75 70 50 90 30 35 San Martin 35’x32’ 1120 9’ 75 70 50 90 30 35 San Simeon San Martin San Jose Santa Clara Function Space & Banquets 19 Function Space Diagrams Silicon Valley Room Function Space & Banquets 20 Function Space Diagrams Wine Rooms, Boardroom (All Rooms Located On Second Floor) Dimensions Sq.
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