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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
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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. Ft. Ceiling Height Reception Theater Conference Boardroom 30’x20’ 600 8’ — — 16 Chardonnay 20’x14’ 290 8’ 30 25 10 Riesling 20’x14’ 290 8’ 30 25 14
Zinfandel 20’x14’ 290 8’ 30 25 14
All Wine Rooms Boardroom same dimensions 21
RESOURCE INFORMATION
(alphabetical) Resource Information 22
Guest List Manager A D Guest Room Deliveries Advertising Opportunities Dance Floor Guest Service Hotline Airline Information Decorations Amenities H Destination Management Americans with Disabilities Act Companies (DMC) Hair Salon (ADA) Deposits Hold Harmless Agreement Audio/Visual Diagrams Hospitals Automated Teller Machines Dietary Requirements Hospitality Desks Hotel Facts/History B Directions to the Hotel Hotel Map Balloons Dressing/Green Rooms Housekeeping Banks Dry Cleaning
Banquet Beverage Selection E I Banquet Curfews eEvents In Conjunction With Events Banquet Equipment (ICW’s) Electrical Banquet Menu Selection In-Room Dining Elevators Banquet Terms and Conditions Interpretation/Translation Emergency Procedures Services Bell Services Entertainment Internet Services Billing Exhibits Box Lunches K Business Center F Key Cards Bus Companies Fax Machines & Numbers Key Hotel Contacts Fire Codes C Fitness Center L Car Rental Agencies Flags Labor Cash Paid Outs Floral/Florist Limousine Services Cash Paying Guests Food Donations Linen Selection Celebrity/ Dignitary Visits Freight Elevator Liquor Laws Check Cashing Privileges Load-In/Load Outs Check-In and Check-Out G (Production, Decor, & Staging) Coat Check Services Gift Certificates Loading Dock Convention Center Gratuities Lost and Found Credit Cards Group Reservations Credit Policy Identification Program (GRIP) Luggage Storage
Currency Exchange Group Check-In, Arrival and Departures Resource Information 23
Loading Dock Registration Desks
Lost and Found Reservations (RAPID!)
Luggage Storage Rigging
Ropes/Stanchions
Rooming Codes/Rooming Lists M Manager on Duty (MOD) S Master Accounts Safe Deposit Boxes
Meeting Packages Security
Meeting Room Deliveries Shipping and Receiving
Meeting Room Rental Shopping
Meeting Room Set Standard Signage/Banners
Music/Musicians Smoking
Sound System
N Special Meal Requests Newspapers/Publications Storage
O T Office Equipment/Supplies Taxes
Taxicabs P Telephones/Telecommunications Parking Personalized On-Line Group Page (POG) V Pets Policy Voice Mail Pianos Pools W Post-Convention Meeting Weather
Post Event Report Wheelchairs
Pre-Convention Meeting Wired Payment
Production Guidelines Worship Services Public Transportation Z Pyrotechnics
Zip Checkout R Radios/Pagers/Nextels
Recycling
Registration Assistance Resource Information 24
Advertising Opportunities The hotel offers groups and their affiliates opportunities to sponsor/advertise during the specified dates of the meeting/exhibition. Your Catering/Event Manager can provide detailed information and discuss other ideas not listed below:
Logo products, e.g., keycards, cocktail napkins, to go lunch boxes, etc.
Video Channel
Plasma Screen Electronic Readerboards
Banners/Signage
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 or Catering Departments. All meeting space, if available, will be at the Hotel’s normal prevailing room rental rates and will be subject to the Hotel’s 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 Event Services Department to set up food, beverage and billing arrangements. Airlines
Aero Mexico 1-800-237-6639 Frontier 1-800-432-1359 Air Canada 1-888-247-2262 Japan Airlines 1-800-525-3663 Air France 1-800-237-2747 Jet Blue 1-800-538-2583 Air India 1-800-223-7776 KLM Royal Dutch Airlines 1-800-447-4747 Air Jamaica 1-800-523-5585 Korean Air 1-800-438-5000 Air New Zealand 1-800-262-1234 Lufthansa 1-800-645-3880 Alaska Airlines 1-800-426-0333 Northwest (Domestic) 1-800-225-2525 All Nippon Airways 1-800-235-9262 Northwest (International) 1-800-447-4747 American Airlines 1-800-433-7300 Qantas 1-800-227-4500 America West Airlines 1-800-235-9292 Singapore Airlines 1-800-742-3333 Austrian Airlines 1-800-843-0002 United Airlines 1-800-521-0810 British Airways 1-800-247-9297 US Air 1-800-428-4322 Continental Airlines 1-800-525-0280 Varig 1-800-468-2744 Delta 1-800-221-1212 Virgin Atlantic 1-800-862-8621
Airport Information The nearest airport is the Mineta San Jose International Airport located ¼ mile from the hotel. Nearby Bay Area airports include San Francisco International and Oakland Airport. Resource Information 25
Amenities The Room Service department is happy to service your group’s gift and amenity needs. Please view our AMENITY FORM under the FORMS SECTION for a complete list f our standard amenities. You may also contact your Catering/Event Manager for special requests. All amenity pricing excludes state sales tax, gratuity, and delivery fee. Room service gratuity is currently 20%. Standard delivery fee is $3 per room. Americans with Disabilities (ADA) The Hotel represents, and you acknowledge, that the Hotel facilities being rented for you including guestrooms, common areas, and transportation services will be in compliance with our public accommodation requirements under the Americans with Disabilities Act. You agree that you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space at least two weeks prior to your event. You agree to pay all charges associated with the provision of such aids by the Hotel. Audio/Visual Presentation Services Audio Visual (PSAV), our audio visual company, brings over 10 years of experience. PSAV may be reached by dialing 408.437.2194. See PSAV under FORMS SECTION for pricing guideline. Automated Teller Machines There is an ATM conveniently located on the lobby level by Club Max. The City of San Jose also has most major banks with their own individual ATM machines. Balloons There is a $100 clean up fee for the use of helium balloons. All helium tanks must be in an approved safety stand or cart. There must be prior written approval for the use of all displays and/or decorations proposed by guest. Please see the Banquet Even Order (BEO) for other specific contractual information.
Balloonatics
180 Dillon Avenue Campbell, California 95008 408.866.8206 [email protected] balloonaticsevents.com
Banks Wells Fargo Bank of America 1705 North First Street #1 777 North First Street San Jose 95112 San Jose 95112 408.277.6403 408.983.0588 www.wellsfargo.com Monday – Saturday, 9:00 a.m.—6:00 p.m. Sunday Closed
Resource Information 26
Banquet Beverage Selection We offer a choice of standard and premium beverages on banquet bars. As the availability of some of the items vary, they may or may not be complete and are subject to change. Specialty items are available upon request. Please see our Catering Menus for full details of our Beverage Services
All banquet bars serve wines by the glass, domestic and imported beers, soft drinks, juices, mineral water, and non-alcoholic beers and wines. Blended drinks and champagne by the glass are available upon request.
Banquet Curfew In accordance with California liquor laws, alcoholic beverage sales will conclude at 1:00 a.m. For outdoor functions, curfew and alcoholic beverage sales will conclude at 10:00 p.m.
Banquet Equipment Items in our banquet inventory are for your use at no additional charge. Any requests for these items must be submitted to your Catering/Event Manager two weeks in advance. For more information on available banquet equipment, please see your Catering/Event Manager.
Banquet Menu Selection We request that banquet menus, room arrangements, and other details pertinent to your convention be submitted to your Catering/Event Manager 30 days prior to your conference date. We are happy to custom design menu proposals for your group and assist in selecting the proper menu items and program arrangements to ensure a successful event.
Specialty and theme parties may be designed to meet your particular needs. Special meal requests are easily accommodated. Please advise your Catering/Event Manager in advance with any special dietary requirements.
Resource Information 27
Banquet Terms and Conditions • ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: You agree to confirm with us the assigned function space before printing any materials listing specific meeting or function locations. The schedule of events in your sales agreement indicates the space is tentatively being held. Upon review of your event requirements, Banquet Event Orders (“BEO”) will be sent to you to confirm all final arrangements and prices. These BEO’s must be signed and returned prior to the event and will serve as a part of this agreement.
• GUARANTEE OF ANTICIPATED REVENUE: At least 72 hours (3 business days) before your event, you must inform us, in writing, of the exact number of people who will attend your event. You will be charged based on the event guarantee, or contracted revenue minimum, whichever is greater. We will not undertake to serve more than 5% more than this guaranteed minimum.
• LABOR CHARGE: If the guaranteed number for your event is less than the contracted number of persons, we will add a labor charge, to be determined by your Catering/Event Manager, to your account. This will be used to cover our costs of the event and will not be distributed as a service charge or gratuity to our employees working at your event.
• 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 Banquet Event Order. 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.
• GRATUITY & SERVICE CHARGE: 20% of the food and beverage total plus 8.25%applicable state 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.
• 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.
• 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, contractors, or agents.
• OUTSIDE FOOD AND BEVERAGE: Due to state law, you may not bring into the Hotel alcoholic beverages without prior approval from the Hotel. 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.
• AUXILIARY AIDS: The Hotel represents and you acknowledge that the Hotel facilities being rented for you including guest rooms, common areas and transportation services will be in compliance with our public accommodation requirements under the Americans with Disabilities Act. You agree that you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space at least two weeks prior to your event. You agree to pay all charges associated with the provision of such aids by the Hotel.
• 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.
Bell Services Our Bell Services Department is responsible for transporting your luggage and for the delivery of all non- food and beverage amenities. Porterage is available when needed for luggage drops/pulls. The current rate is $3 per person, plus state tax and is subject to change. Departure notices and bag pulls should be coordinated with our Guest Services Manager and your Catering/Event Manager. Billing Should you require a credit for billing purposes, please complete and return our credit application 30 days prior to your arrival. Upon approval, master accounts will be assigned per your instructions. Please advise your Catering/Event Manager in advance for any specific instructions on how you would like your bill organized. We recommend on-site daily review with your Event Manager. Box Lunches Box lunches are available. We can help you create your own customized lunch. If you wish to order box lunches for your group, your Catering/Event Manager will arrange the order for you and provide delivery to your specified location on the property.
Resource Information 28
Bus Companies Greyhound
Nearest station to Hotel:
70 South Almaden Avenue, San Jose
408.295.4151
greyhound.com
Car Rental Following are the DoubleTree by Hilton San Jose preferred car rental agencies:
Hertz Rent-A-Car Budget Rent-A-Car
National: 800.654.3011 National: 800.527.0700
Local: 408.295.9266 Local: 408.286.7850
Location: 1475 Airport Blvd., San Jose Location: 2300 Airport Blvd., Suite 140, San Jose
Avis Rent-A-Car Enterprise Rent-A-Car
National: 800.321.3712 National: 1.800.261.7331
Local: 408.993.2224 Local: 408.452.1100
Location: 2200 Airport Blvd., San Jose Location: 2300 Airport Blvd., Suite 100, San Jose
Cash Paid Outs The Doubletree Hotel San Jose will give cash to groups if our bank has received the money in advance. Groups should make allowances for their check to clear as some checks may take up to three to four weeks. Prior arrangements must be made through the Catering/Event Manager should the group want to pick up cash on the weekend or holiday.
Cash Paying Guests In the event a hotel guest does not have a major credit card to secure his/her room, the Doubletree Hotel San Jose will require full payment in advance for room and tax charges. In addition, there will be a $100 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. Resource Information 29
Celebrity/Dignitary Visits Rest assured your celebrities or dignitaries will be treated with the utmost confidentiality. Your Catering/Event Manager is happy to work with you to accommodate any needs you have.
Check Cashing Privileges Hotel guests may cash checks up to $50 at the Front Office with valid ID. The check must be imprinted with the guest’s name and address and made out to The Doubletree Hotel San Jose.
Check-in / Check-out 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 Services Department can arrange to check luggage for those guests arriving early when rooms are not available and for guests attending functions on departure day.
Early Departure
Your guests will have the opportunity to confirm their departure date at check-in. Once this departure date has been confirmed, there will be a $50 early departure fee assessed in the event the guest departs prior to their confirmed departure date.
Late Departure
Late checkouts are available upon request and subject to availability. Please contact the Front Desk directly to discuss availability and associated fees.
Satellite Check-In
Satellite check-in is available. The following conditions must be met in order to be eligible for consideration; arrival manifest provided 14 days in advance of major arrival. The success of a satellite check-in is very dependant on the hotel's occupancy the evening before and flow of your arrival manifest. Your Catering/Event Manager will be able to discuss these issues in more detail to determine if this is the correct solution for your arrival.
Zip Checkout
With zip checkout, your room folio is provided at your door early in the morning of your departure. Simply verify the charges, use the television remote or dial extension 2150 to check-out. Please leave your keys in the room. If you are not departing the hotel immediately, luggage storage can be arranged at the bellman’s desk. Resource Information 30
Coat Check Coat check services are available; please see your Catering/Event Manager. Coat Room Attendants are $150 each (six hour service).
Convention Centers San Jose Convention Center Santa Clara Convention Center
408 Almaden Boulevard 1850 Warburton Avenue
San Jose, 95110-2715 Santa Clara, 95050
Administration: 408.277.5277 800.272.6822
Event Information: 408.277.3900 santaclara.org
Visitor Information: 408.SAN.JOSE
sjcc.com
Credit Cards The Doubletree Hotel San Jose accepts most major credit cards including Visa, Mastercard, Discover, American Express, JCB International, and Diners Club Card.
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 seven days prior to your function or by personal bank check two weeks prior to your function. If you have established credit, payment in full will be due within thirty (30) days of your function. If you prefer, all charges can be paid by credit card. The Doubletree Hotel San Jose accepts American Express, Diners Club, Discover Card, JCB International, MasterCard or Visa. If credit has not been approved for your function, you will provide us with the credit card to which all estimated master account charges will be charged no later than 14 days in advance. If credit has been approved, you will provide us with your credit card information at the time of your function. Dance Floor Dance floors can be arranged through your Catering/Event Manager. Please note that dance floors are not permitted to be elevated or placed on any risers for safety reasons. If your dance floor requirements exceed hotel inventory, charges may apply. Resource Information 31
Decorations Please contact your Catering/Event Manager for a description of items available as well as a complete party package proposal. We are happy to suggest ideas on novelty favors, printed programs, creative ice carvings, theme food presentations, 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. Destination Management Companies (DMC) Preferred vendors that have successfully worked with the hotel are listed below for your reference.
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.
Dietary Requirements Our Chef will provide meals for your attendees with special dietary requirements. Please advise your Catering/Event Manager if a special meal is required. Kosher meal requests must be submitted 2 weeks prior to your event. Directions from Airport to Hotel:
Norman Y. Mineta San Jose International Airport
Follow signs for Hwy. 101 to local roads, RIGHT on Airport Parkway, LEFT at the First Light, Gateway Place, Hotel is on your RIGHT
Dressing/Green Rooms Doubletree Hotel San Jose has multiple areas available for green/dressing rooms. Ask your Catering/Event Manager for suggestions on what will work best for your event.
Dry Cleaning Dry Cleaning/Laundry services are available by dialing extension 2155.
Garments picked up prior to 8:45 a.m. are returned to guests by 8:00 p.m. the same evening.
Garments picked up after 5:00 p.m. will be returned the following day by 8:00pm. An optional rush service will return items the following day by 10:00 a.m.
Please note that there is no service on the following Holidays: Memorial Day, July Fourth, Labor Day, Thanksgiving, Christmas, and New Year’s. Resource Information 32
e-Events Hilton Family’s online tool that makes it easy to book your entire group event from start to finish. Book up to 25 guest rooms, meeting space, food and beverage, and even audio visual equipment by selecting the features you need from easy to follow online pick lists and menus. You’ll receive an instant online confirmation without waiting around for a RFP.
www.sanjose.doubletree.com/e-Events Electrical The Engineering Department provides assistance with all your mechanical and electrical needs. Please contact your Catering/Event Manager if you have electrical needs. All requests for power requirements are to be communicated to your Catering/Event Manager a minimum of two weeks prior to your event. Elevators The Doubletree Hotel San Jose hotel has five guest room elevators. Emergency Procedures The Doubletree Hotel San Jose is fully prepared to handle different types of situations to assist our guests. The following is information on our emergency procedures:
• Hotel internal emergency number: 911
• Hotel Emergency Response Team available 24 hours a day. In the event of an emergency, calling the emergency number 911 will initiate the appropriate response.
• Paramedics, Fire Department, and the Police Department are all located approximately 5 minutes from the hotel. Our Security Department, as well as approximately 5% of our employees, are trained in CPR and First Aid.
• Emergency evacuation routes and procedures are located on the inside of all guest room doors.
Entertainment The Doubletree Hotel San Jose has key contacts in the entertainment industry, which make it possible to assure satisfaction and secure the best local, national, and international talents. Please contact your Catering/Event Manager for assistance in booking entertainment. Exhibits Get from Contract!!! Fax Machines Fax machines are available at the Front Desk and The UPS Store.
Fax numbers
For Guests: 408.437.2898
Catering/Convention Services office: 408.437.2899
Sales office: 408.437.2899
Reservations office: 408.437.2898
Resource Information 33
Fire Codes The following are some general regulations that fall under local fire authorities’ specifications. They should be considered when planning and coordinating space, decorations, etc., in the ballrooms and meeting rooms:
• 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.
Fitness by Precor 24-hour Fitness Center is located on the 2nd floor, accessible with guestroom keycard.
Flags Our Banquet Department currently has two United States flags and two California State flags in inventory. If you require additional flags, please discuss rental costs with your Catering/Event Manager.
Floral/Florist World of Princess
Food Donations Hilton is committed to assist our communities in the effort to alleviate hunger in this country. Our hotels often have prepared food available from over-production that can be donated to charitable organizations for service to their constituencies. All owned and managed hotels support this effort by donating surplus food to suitable organizations in their area and to establish and implement a program and procedures in accordance with our Standard Practice Instructions.
Resource Information 34
Freight Elevator The Freight Elevator services the Ballroom areas: 4” wide x 9.5” long. Capacity: 2500.
Gift Certificates A gift certificate is a wonderful way to reward your attendees, staff or sporting event winners. Gift certificates are available for purchase through the Hotel and are designated for restaurants, lounges, logo shops and guest room charges. Gift certificates are not honored at our retail shops; however, purchases may be made in certain retail shops and signed to the guest room. A gift certificate can be used as a credit to the guest room account. Please contact your Catering/Event Manager for further details.
Gratuities Informally known as tipping. In the United States tipping is voluntary. Tips are supposed to be rewarded for services performed as well as a supplement to an employee's income.
Recommendations (All gratuities not outlined in the contract are discretionary.)
Housekeeping: $1.00-2.00 per day
Bellman: $1.00 per bag and discretionary for above and beyond services provided for you.
Group Reservations Identification Program Manage room blocks proactively with automated cross-reference of group registration lists against hotel reservations. Available at select Hilton properties, GRIP helps reduce exposure to attrition, and at no charge to you! Group Check-in, Arrivals, and Departures The Doubletree Hotel San Jose has a convention entrance especially designed to accommodate a group check-in. It’s a porte cochére has ample room for bus loading and unloading. It is also conveniently located near the ballrooms, and the area may be reserved for satellite check-in and convention registration. Most coach arrivals will be directed to the convention entrance to ensure a smooth arrival.
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 and key packets assigned in advance. If your guests will be arriving at independent times throughout the day we will assign rooms on a first-come, first-serve basis.
Your guests will be asked to remit credit or a cash deposit upon arrival for their incidental charges, unless the incidentals are guaranteed to your master account. Instructions can be made on your rooming list, or by written correspondence to your Catering/Event Manger. Guest List Manager An on-line tool provided by Hilton to group customers that allow them to manage their group’s reservations on-line. Guest List Manager provides guest room reservation counts, and guest list information on-line 24 hours a day. Ask your Event Manager to establish a log in and password for your event. Resource Information 35
Guestrooms California state law and local enforcement of national fire codes mandate that there is a maximum of four guests per room (adults/children).
Guestroom Deliveries Bell Services delivers non-food or packaged deliveries to the guest rooms. The charge for deliveries is:
Under the door: $2 per envelope ($3 if personalized)
Inside the room: $3 for the first item, $3 per additional item
Guest Service Hotline CARELINE description Guests with specific needs or requests may pick up a house phone and dial extension 62. A hotel operator will direct your needs to the appropriate hotel contact.
Hair Salon Jo Jo
672 North First Street
San Jose 95112
408.293.5656
Hold Harmless Agreement To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the Hotel, Doubletree Hotel San Jose, 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. You represent and warrant that your activities conducted at the Hotel and in connection with the function shall not infringe the patent, copyright or trademark rights or violate rights of privacy or publicity of any third party.
Hospitals Valley Medical Center O’Connor Hospital
751 South Bascom Avenue 2030 Forest Avenue
San Jose 95128 San Jose 95128
408.885.5000 408.947.2500 Resource Information 36
Hospitality Desks Your Catering/Event Manager is happy to arrange a hospitality desk for your group. Phones may be arranged in advance with either in-house extensions or direct dial numbers. Please note that all hospitality desks may be taken down each evening and reset for the next day’s use.
Should you require a larger area for use as an office, storage room or hospitality room, please consult your Catering/Event Manager for the best option.
Handwritten signs and flip charts are not allowed in any hotel public areas. Professionally printed signs may be ordered through your Catering/Event Manager with associated costs. Hotel Facts/History The following is a fact sheet for the DoubleTree by Hilton San Jose:
Location: San Jose, California Address: 2050 Gateway Place
Telephone: 408.453.4000 Facsimile: 408.437.2898
Reservations: 408.437.2150 Website: www.sanjose.doubletree.com
Managed By: Hilton Hotels Corp. Grand Opening: 1982
Last Renovation: 2006 Employees: 400+
Brief Description: Full service, AAA Four-Diamond hotel
Awards: AAA Four-Diamond, 20+ consecutive years
Hotel Map Attendees may receive a map in their key packet when they arrive at the hotel. Your Catering/Event Manager can customize the map for your guests to state your group name and show locations and directions for your functions for a fee of $100. Housekeeping Daily housekeeping services, which consists of general cleaning, take place between 9:00 a.m. and 3:00 p.m. Should one of your guests require special times of service, requests may be made directly with Housekeeping or your Catering/Event Manager.
The suggested housekeeping gratuity is $1.00 per day. Some groups may have the gratuity rate predetermined in the contract and billed to the master account.
Each guest room is provided with several special service amenities either at no charge or for a nominal fee. These items include: an iron and ironing board, coffee makers, hairdryers, in-room safe, bath/shower amenities, and extra pillows. Additional bedding available for children: cribs and rollaways. Please note there is a maximum of four persons (including children) allowed per room. Resource Information 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 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.
In-Room Dining Our In-Room Dining is open from 5:00am—10:00pm for breakfast, lunch, dinner, and everything in between. We are happy to offer convenient doorknob ordering for breakfast service. In-Room Dining can be reached at extension 4672. A variety of specialty items are also available for an added touch to welcome your guests. Room service gratuity is 20% and is posted automatically on all checks. There is also a delivery fee of $3 per order. Interpretation/Translation Services Communicad
1550 The Alameda, Suite 155
San Jose 95126
1.866.249.8069
408.287.1337
Internet Services The Doubletree Hotel San Jose provides numerous Internet Services. Nortell is our Internet Service Provider for all guests’ networks and will answer any questions concerning your system.
Key Cards for Meeting Rooms Please contact your Catering/Event Manager if you would like keys to any of your meeting, office, or hospitality rooms. Key Cards (customized) Please contact your Catering/Event Manager if you would like custom keys for your group. They are an excellent way to market your organization.
Resource Information 38
Key Hotel Contacts DoubleTree by Hilton San Jose Managing Committee consists of the following people:
General Manager Robert O. Balmer ext. 2105
Director of Food & Beverage Peter O’Malley, ext. 2178
Director of Finance Tyrone Loh, ext. 2102
Director of Front Office Melissa Rojek, ext. 2152
Executive Chef Roger Maune, ext. 2183
Director of Housekeeping Fatima Giammarco, ext. 2193
Director of Engineering John Thoennes, ext. 2190
Director of Business Development Carrie McAllen, ext. 2128
Director of Revenue Management Sabra Wagner, mobile 415.923.5013
Director of Event Technology (PSAV) Randall Festejo, ext. 2195
Director of Catering Services Candice Costorio, ext. 2135
Director of Event Services Jenny Andrade-Cristales, ext. 2142
Labor The DoubleTree by Hilton San Jose is a union hotel.
Limousine Service Arrangements may be made to have a group VIP’s transported by our limousine or town car, or through an outside service.
408 Limo Service
1710 South Amphlett Boulevard, Suite 116
San Jose 94402
866.546.6496
Resource Information 39
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.
Liquor Laws The State of California has strict liquor laws that must be followed by Doubletree Hotel San Jose. Because the hotel is only licensed-authorized to sell and serve alcoholic beverages that were purchased by the Doubletree Hotel San Jose, no group may bring in their own alcohol to be served. Your Catering/Event Manager may provide a full description of the State of California liquor laws upon request.
Load-In/Load-Out (Production, Décor and Staging) Please refer to the Production Resource Guide.
Loading Dock The loading dock is located in the east side of the hotel. The hours of operation are from 6a.m. –12a.m. Please coordinate dock times with your Catering/Event Manager.
Lost and Found For any items lost items, please contact Hotel Security at ext. 2181.
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.
Manager on Duty (M.O.D.) For your convenience, a manager on duty is available 24 hours a day, 7 days a week.
Master Accounts Master accounts are created for all group events whether payment is required in advance or whether credit is established. A daily bill review during your event is suggested.
Resource Information 40
Meeting Room Deliveries Box handling fees may apply. Please inquire.
Meeting Room Set Standard 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. Standard meeting rooms include the following items:Banquet or classroom tables and chairs, Linens, Pads and pens, Candies, Ice water, Glasses
Music/Musicians DoubleTree by Hilton San Jose has key contacts in the entertainment industry which make it possible to assure satisfaction and secure the best local talent.
Newspapers/Publications USA Today and San Jose Mercury News are available in our Gift shop by 6:00 a.m. daily. USA today is delivered outside each guest room daily.
Office Equipment/Supplies The UPS Store offers a wide selection, and is located near the Front Desk.
Parking The DoubleTree by Hilton San Jose offers self-parking and valet parking.
Self-Parking validation up to 3 hours when dining at the restaurants
Self: $2.00 per hour
Valet: $21.00 per day
Overnight: $18.00 per night
Personalized Online Group Page (POG) POG is a personalized web page for your attendees to book reservations online. Available at all Hilton Family properties at no charge!
Resource Information 41
Pet Policy Doubletree Hotel San Jose is a pet friendly hotel. A $50.00 deposit fee per pet is required and will be refunded to you at the end of your stay. There is a 50 lb. limit for each pet. All animals must be crated while in public areas and in unattended guestrooms.
Pianos The Doubletree Hotel San Jose has two baby grand pianos. Pianos are provided at $250 per day, and includes tuning. Please note pianos must remain on floor level and cannot be elevated or on risers. If your group requires additional pianos or pianos in outdoor/alternate locations, your Catering/Event Manager can rent them from an outside source.
Pools Outdoor heated pool and whirlpool spa located on the lobby level. Hours of operation: Daily from 6:00 a.m. - 10:00 p.m.
Post-Convention Meetings We encourage our customers to meet with our General Manager during or after the meeting to provide and review feedback. Your Catering/Event Manager will coordinate a convenient time.
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.
Pre-Convention Meetings 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.
Production Guidelines Your Event Manager will provide you with the hotel’s Production Resource Guide.
Resource Information 42
Production Crew Meals Your Catering/Event Manager can assist you with planning production crew meals. They can be delivered to your production office, or backstage area. Charges can be routed to your group’s master account, or an affiliate master account can be created for the production company. Public Transportation Doubletree Hotel San Jose provides complimentary airport to hotel shuttle service from San Jose International Airport. Your Catering/Event Manager can arrange for a transportation company should your event require shuttle service to and from various destinations throughout the South Bay,
Below is a list of available public transportation services:
Caltrain Amtrak
Nearest station to Hotel (take VTA BUS #10): Nearest station to Hotel:
Railroad Avenue, Santa Clara 65 Cahill Street, San Jose
800.660.4287 408.287.7462 or 1.800.872.7245
caltrain.com amtrak.com
BART, Bay Area Rapid Transit VTA, Valley Transportation Authority
Nearest station to Hotel: Nearest station to Hotel: Metro Station
2000 Bart Way, Fremont At North 1st Street & Metro, San Jose
510.441.2278 408.321.2300
bart.gov vta.org
Pyrotechnics The storage, use or display of pyrotechnic material or devices, fireworks (Class “C” explosives) and similar incendiary devices intended for theatrical or entertainment purposes, in interior locations of hotels or other facilities owned or managed by Hilton Hotels Corporation is prohibited. The use or display of such devices on the property of, but exterior to such hotels or other facilities owned or managed by Hilton Hotels Corporation shall be governed by the following requirements.
All requirements in local and/or state regulations with respect to the display of pyrotechnics shall be adhered to. The local fire department shall be notified on the day of the scheduled display to confirm the exact time the event will commence. When fire department attendance at such displays is required, such displays shall not commence until the fire department representative confirms the adequacy of the preparations and authorizes the event to begin.
Only licensed operators shall be permitted to use or display outdoor pyrotechnics. Proof of current licensure shall be provided by the operator to the hotel or facility representative at least five business days in advance of such activities. All required state and/or local permits associated with the storage, use or display of pyrotechnics shall be obtained from the appropriate authorities having jurisdiction at least five business days prior to such events and copies thereof provided to the hotel or facility representative in advance of the scheduled event. Resource Information 43
Radios/Nextels We are willing to assist you in obtaining walkie-talkie radios and/or Nextels for use during your program. We offer Nextel direct connect services complimentary. Charges apply to walkie talkie rental. Please consult your Catering/Event Manager for assistance.
Recycling We are part of a collaborative Hotel Green Program.
Registration Assistance If additional staffing is needed for your activity or hospitality desk, please consult with your Catering/Event Manager. Registration attendants are easily scheduled with sufficient notice.
Reservations: RAPID! Reservations Automated Processing Input and Delivery System can expedite the reservation process straight from your rooming list into our system in minutes. Available at Select Hilton Properties, RAPID eliminates dual entry process, and offers accurate and efficient reservations. Ask your Event Manager for the rooming list template.
Rigging Your Catering/Event Manager can provide you with our Production Resource Guide.
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 us:
NQ2E Queen/Queen Executive Non-Smoking NK1E King Executive Non-Smoking
SK1 King Premium NK1 King Premium Non-Smoking
SQ2 Queen/Queen Premium NQ2 Queen/Queen Premium Non-Smoking
NK1SE King Parlor Suite NK1SDE King Presidential Suite Resource Information 44
Safe Deposit Boxes Safe deposit boxes are located at the front desk and are free of charge. Security If required, in our sole judgment, in order to maintain adequate security measures in light of the size and/or nature of your function, you will provide, at your expense, security personnel supplied by a reputable licensed guard or security agency doing business in the city or county in which we are located, which agency will be subject to our approval. Such security personnel may not carry weapons.
Conduct of Event: You agree to comply with all applicable federal, state and local laws including health and safety codes and federal anti-terrorism laws and regulations including compliance with the provisions of 29 CFR, part 470, and our rules, copies of which are available from the Hotel’s sales department. You agree to cooperate with Hotel and any relevant governmental authority to ensure compliance with such laws. For the safety of persons and property, no fireworks or incendiary devices may be used indoors at the Hotel. 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. Shipping & Receiving In order to effectively manage shipments that are coming in/leaving the hotel for groups, please note the following:
Each parcel in shipment should be labeled as follows: Name of person picking up shipment Name of Company or Meeting Meeting Dates Care of Name of Event Mgr or Catering Mgr Box ?? of ?? DOUBLETREE HOTEL SAN JOSE 2050 Gateway Place San Jose, Ca 95110
The hotel will accept shipments up to two days before the group arrives.
A shipping clerk is required for exhibitions of 10 exhibitors or more. Two shipping clerks are required for exhibitions of 20 exhibitors or more. Shipping clerks are at a rate of $55/hour and have a four hour minimum. Shipping clerks will work with all exhibitors to locate, deliver, and ship out boxes for a four hour period during both load-in and tear down.
For example, the DT Cookie Company is hosting a 20 exhibitor event. Two clerks are required for load-in and load-out. Pricing: load-in: 2 clerks * 4 hours each = 8 hours * $55/hour = $440. load out: 2 clerks * 4 hours each = 8 hours * $55/hour = $440. $440 load-in + $440 tear down= total of $880.00
The hotel is not responsible or liable for shipping out boxes. It is the responsibility of the on-site contact, or exhibitor, to coordinate outgoing shipments. The on-site contact, or exhibitor, should bring shipping labels. There is a $6.50 processing fee for shipments without labels.
UPS and FedEx have two daily stops to the hotel Monday- Friday (apx 11am and 4pm). **Delivery and pick up times are subject to change. USPS (federal mail) is delivered to the front desk Monday-Saturday excluding holidays.
When using freight companies, the exhibitor should leave the bill of lading with the outgoing shipment. In addition there is an exhibitor contact information form that should be completed, so the hotel can contact the shipper if there is a problem with the freight.
All packages must be properly taped and labeled with correct mailing addresses. No P.O. Boxes or C.O.D. boxes are accepted.
All outgoing boxes must be accompanied by a shipping label filled out by the shipper.
There are no weekend courier services.
The hotel does not store perishable items. Resource Information 45
Shopping
Westfield, Valley Fair Shopping Center Santana Row
2855 Stevens Creek Blvd. 3055 Olin Avenue
Santa Clara 95050 San Jose 95128
408.248.4451 408.551.4611
westfield.com/valleyfair santanarow.com
Monday—Friday 10:00 a.m.—9:30 p.m. Monday—Saturday 10:00 a.m.—9:00 p.m.
Saturday 10:00 a.m.—9:00 p.m. Sunday 11:00 a.m.—7:00 p.m.
Sunday 11:00 a.m.—7:00 p.m.
Gilroy Premium Outlets Stanford Shopping Center
681 Leavesley Road 680 Stanford Shopping Center
Gilroy 95020 (Near Stanford University) Palo Alto 94304
408.842.3729 650.617.8200
premiumoutlets.com stanfordshop.com
Monday—Saturday 10:00 a.m.—9:00 p.m. Monday—Friday 10:00 a.m.—9:00 p.m.
Sunday 10:00 a.m.—6:00 p.m. Saturday 10:00 a.m.—7:00 p.m.
Sunday 11:00 a.m.—6:00 p.m.
Signage/Banners Only professionally printed signage is allowed in the meeting/convention and lobby areas. These signs can be used with easels or frames. No handwritten signs or flipcharts are allowed outside the meeting rooms. Banners may be hung from the skirting of the hospitality desks. PSAV will hang banners at a fee of $50 each. Banners hanging in public areas must be approved by the hotel prior to hanging. Resource Information 46
Smoking DoubleTree by Hilton San Jose is a non-smoking hotel. Smoking is allowed on outdoor guest room balconies. Sound System Some hotel meeting rooms and ballrooms have a basic sound system. If you are providing sound equipment, but would like to use the house speakers there is a $50 house audio patch fee. PSAV is our in- house audio visual company. They have an extensive inventory of sound equipment and can be contacted at 408.437.2195. Special Meal Requests Please consult with your Catering/Event Manager for any special meal requests. Our Executive Chef is pleased to accommodate your requests to the best of his abilities. Storage Storage for your boxes and convention supplies is quite limited. If you are anticipating shipping a large volume of materials, we suggest you consult your Sales/Catering/Event Manager as soon as possible to reserve a room in your contract for storage. Taxes All guestrooms are subject to appropriate state and local taxes, fees, and assessments which includes a 10.1% occupancy tax plus a $1.00 Hotel Business Improvement District Fee per occupied room night. All goods and services are subject to state tax including but not limited to food, beverage, labor, & gratuities. Taxi Cabs For the city of San Jose there several taxi companies available to our guests. We recommend USA Taxi Service at 408.390.1592.
The standard rate for transfers from the Mineta San Jose International Airport to the Doubletree Hotel San Jose is approximately $14.00 plus gratuity.
The UPS Store The UPS Store serves as our business center. Their experts will gladly help with: Copying jobs big and small Shipping Printing and Finishing Services Moving and Packaging supplies Packaging Services Mailbox and Postal services
Resource Information 47
Telephones/Telecommunications The following types of telephones are available for your hospitality desks and staff offices. Please advise your Catering/Event Manager if you need the use of a phone for your program.
House phones
These are for in-house calls only and are complimentary
DID Lines
These lines have long distance capabilities.
You must dial “9” for outside calls, in-house calls are direct.
The installation fee is $225 plus tax. DID lines can be used for minimal PC and fax work.
HSIA
High Speed Internet Access is available via Ethernet or wireless connectivity in guestrooms starting at $9.95 per night. Wireless HSIA is complimentary in the main lobby. Meeting rooms and ballrooms access is available as well-
$300 for first device, $150 each additional device
Wireless: $1,000 per day for 1-50 users, $1,500 per day for 51+ users
Weather Depending on the season, the weather in San Jose varies from a low of 50 degrees to a high of 90 degrees. Before visiting San Jose, we recommend that you check the local listings to determine the weather conditions. Wheelchairs The hotel has two wheelchairs on property. If a guest requires a wheelchair for an extended period of time, we can arrange a rental for them at their own expense. If a guest requests that we rent a wheelchair, please note that we can coordinate the rental, but will be unable to cover the expense. The following companies have wheelchairs for rent and will deliver to the Hotel.
San Jose Home Health Care Equipment and Supplies
225 North Bascom Avenue
San Jose 95128
408.286.6651 Resource Information 48
Wired Payment If you would like to have payment wired, please notify your Catering/Event Manager, and instructions will be emailed/faxed to you.
Worship Services Baptist Buddhist
Antioch Baptist Church San Jose Betsuin
268 E. Julian Street, San Jose 95112 640 North 5th Street, San Jose 95112
408.295.0066 408.293.9292
Catholic Episcopal
St. Joseph’s Cathedral Episcopal Church of St. Francis
80 South Market Street, San Jose 95113 1205 Pine Avenue, San Jose 95127
408.283.8100 408.292.7070
Jehovah’s Witness Jewish
Kingdom Hall Temple Emmanuel
2900 Homestead Road, Santa Clara 95051 1010 University Avenue, San Jose 95126
408.248.2414 408.292.0939
Lutheran Methodist
St. Timothy’s Church Wesley United Methodist Church
5100 Camden Avenue, San Jose 95124 566 N. First Street, San Jose 95112
408.264.3858 408.295.0367 Resource Information 49
Mormon Pentecostal
Christ the King Church East Valley Pentacostal
5284 Monterey Road, San Jose 95111 2715 S White Road, San Jose 95148
408.362.9958 408.270.2500
Zip Checkout With Zip Checkout, your room folio is at your door early in the morning of your departure. Simply verify the charges, and use the television remote to checkout. Please leave your keys in the room. If you are not departing the hotel immediately, luggage storage can be arranged at the bellman’s desk.