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AUSCTR-18007-01 Conference Planning Guide M3.Indd

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AUSCTR-18007-01 Conference Planning Guide M3.Indd CONFERENCE PLANNING GUIDE 2019 1 INTRODUCTION LOCATION OCCUPANCY TAX AND SALES Omni Austin Hotel Downtown is a luxury hotel that surrounds TAX EXEMPTIONS you with comfort and style. Enjoy our well-appointed Tax exempt groups must provide a tax exemption form accommodations with spectacular views. With the heart of the to their CSM 30 days prior to the event start date for both thriving downtown business center at your doorstep, you’ll be occupancy tax and sales tax exemption. steps away from the Austin Convention Center and the Texas For occupancy tax exemptions, unless reservations are paid State Capitol. The 6th Street Entertainment District is walking for by the same credit card/MOP or the rooms are routed to distance from the hotel. The hotel is located just 8 miles from a master account, we must have a tax exempt form for each Austin-Bergstrom International Airport. individual guest. These need to be given to the front desk as the guest is checking in. EVENT PLANNING Omni Austin Hotel Downtown is dedicated to meeting the ACCOMMODATIONS specific needs of the most demanding programs, offering Relax in the grand comfort of one of our Texas-sized guest a professional, yet relaxed setting with gracious service rooms and enjoy the view of the 200-foot atrium or the and hospitality. Our fully-coordinated event planning, glittering city skyline. With 392 guest rooms, including 301 comprehensive state-of-the-art audiovisual capabilities and deluxe rooms, 45 club rooms, 42 one-bedroom suites and world-class amenities make Omni the destination of choice three two-bedroom suites, we can accommodate all rooming for productive programs. needs. Our guest rooms provide comfort and convenience for the business and leisure traveler. Luxurious bedding and CONFERENCE SERVICES MANAGER linens, nightly turndown and room service are just a few of the amenities your guests will enjoy while staying at Omni After receipt of your signed contract, an experienced Austin Hotel Downtown. conference services manager (CSM) or catering manager (CM) will be assigned to assist you in planning all the details of your program. Omni’s conference services department has certified CONFERENCE ROOMS meeting professionals on staff. Your CSM/CM will help you Fourteen conference rooms offer projection capabilities for with guest and meeting room arrangements, audiovisual, multi-screen presentations, video recording, stereo sound, recreation and special functions. Detailed, advanced planning speech enhancement for both speakers and audience and is the key to an effective business meeting or recreational T-1 high-speed internet capabilities. Conference rooms are outing. selected to accommodate your particular requirements in terms of meeting format and audiovisual needs. TAXES AND SERVICE CHARGES 8.25% SALES TAX SIGNAGE 6% MEETING ROOM RENTAL TAX In an effort to maintain the ambiance of the public space 9% CITY TAX for all our groups, your CSM will assist you with effective 6% STATE TAX placement of your event signage. All signage must be 24% FOOD AND BEVERAGE SERVICE CHARGE (TAXABLE) tasteful and professionally printed. The conference services 24% MEETING ROOM SERVICE CHARGE (TAXABLE) department can assist with easels. Prior approval is required 24% AUDIOVISUAL SERVICE CHARGE (TAXABLE) to affix materials to walls, floor or ceilings of function rooms and public space. In the event this is done without our Any consideration for tax exemptions must be arranged and authorization, any damage done will be the responsibility of verified in advance. the client. 1 INTRODUCTION CHECK-IN AND CHECK-OUT ROOM DELIVERIES CHECK-IN TIME | 3 P.M. $3 PER NON-PERSONALIZED ITEM DELIVERED TO CHECK-OUT TIME | 12 P.M. GUEST ROOM AT THE SAME TIME Early check-in requests cannot be guaranteed and will depend $5 PER PERSONALIZED ITEM DELIVERED TO GUEST ROOM on hotel occupancy the evening prior. Requests for late check- If items need to be delivered prior to check-in, outs must be approved by the Front Desk Manager on the day there will be an additional $1 per item surcharge. of departure. It’s the hotel's policy to not deliver gifts to rooms with “Do Not Disturb” signs posted. Photo ID will be required from each guest at check-in for These items will be left at the front desk for the guest. A message will be left by security purposes. Each guest will also need to present a credit phone to notify guests who have an item waiting for them at the front desk. or debit card at check-in (unless all charges are to the Master Account). Please recommend that your guests use credit cards (not debit cards). Credit cards will be pre-authorized for the INTERNET CONNECTIVITY room rate plus $50 per person per night on arrival to ensure We offer complimentary Wi-Fi in all guest rooms for our Select funds are available. If a debit card is used, a hold will be placed Guest® members. For non-Select Guest members, internet is on the card for the room rate plus $50 per person per night available for $9.95 per 24-hour period. You may purchase an from the guest’s account. This hold will be released three to upgrade for a faster speed for $14.95 per 24-hour period. T-1 five business days after check-out. lines are also available in meeting rooms. Please check with Encore Productions for meeting room pricing. Due to limited availability, the hotel cannot guarantee requests for king beds. Reservations not canceled 48 hours prior to arrival will be subject to one night room and tax cancellation fee. PERSONAL ITEMS LEFT ON-SITE LUGGAGE DELIVERY AND You will be responsible for taking all of your personal items LUGGAGE PULLS with you at the conclusion of your program. Omni Austin Hotel Downtown is not responsible for any personal items left LUGGAGE DELIVERY AND PULLS | $5 IN AND $5 OUT, after the event. Please inform your attendees and vendors of PER ROOM this policy. ADDITIONAL FEES GUARANTEES PET FEE | $100 PER ROOM We require the guaranteed number of people attending your event three business days prior to the event by 12 p.m. If no guarantee is received, the number of expected guests shown LUGGAGE STORAGE PRIVATE ROOM on the banquet event order will be considered the guarantee. ROOM RENTAL FEE | $100 TOTAL This number is not subject to reduction as preparations have LUGGAGE ROOM ATTENDANT | $50 PER HOUR, already begun. The hotel will not guarantee service of the same menu to more than a 5% increase in attendance over FOUR-HOUR MINIMUM your guarantee. You will be charged the guarantee number or the actual count, whichever is greater. SMOKING POLICY Omni Austin Hotel Downtown is a nonsmoking facility. A $250 cleaning fee will be charged if a guest should smoke in one of the guest rooms. 2 INTRODUCTION SEATING GUEST FAX AND PHONE NUMBERS Rooms will be set according to your instructions. Function PHONE NUMBER | 512-476-3700 rooms are assigned according to the anticipated number of FAX NUMBER | 512-397-4888 guests and the hotel reserves the right to reassign functions based on fluctuations in the number of attendees. Should you require your function room to be reset, you will incur LOCAL HOSPITALS, CLINICS an additional $150 labor charge. AND EMERGENCY SERVICES ST. DAVID'S MEDICAL CENTER | 512-544-7111 FOOD AND BEVERAGE AUSTIN LAKES HOSPITAL | 512-544-5253 Omni Austin Hotel Downtown, as a licensee, is responsible for the administration, sale and service of all alcoholic beverages PHARMACIES in accordance with the applicable statutes of the Code of Texas and the regulation of the Texas Alcoholic Beverage Commission. WALGREENS Therefore, all liquor, beer and wine must be supplied by the 1920 E. Riverside Dr. Bldg. B | Austin, TX 78741 | 512-326-5228 hotel and consumed on the premises. When serving alcoholic CVS beverages, the state minimum age will be observed. The hotel 500 N. Congress Ave. | Austin, TX 78701 | 512-474-2380 reserves the right to refuse service to any person whom, in the hotel's sole judgment, appears intoxicated. No food or beverage of any kind is permitted to be brought PACKAGE SHIPMENTS into or leave the hotel by the host of an event or the guest. The hotel will receive and store incoming packages prior to the beginning of the program. Any packages are subject to a $5 storage fee. For all incoming pallets, there will be a $75 CONFERENCE PRICING handling and storage fee for loading and unloading. Charges DANCE FLOOR $575 are based on weight of the pallet. Please ask your CSM for those fees. HEATERS $75 EACH Material should be sent using the following format: For additional furniture rentals and pricing, please contact your CSM. OMNI AUSTIN HOTEL DOWNTOWN ATTN | (CSM’S NAME) LOSS PREVENTION 700 SAN JACINTO BLVD. AND EMERGENCIES AUSTIN, TX 78701 The loss prevention department is staffed 24 hours a day, HOLD FOR (NAME OF GUEST) seven days a week. You can reach the loss prevention GROUP (NAME OF GROUP AND DATES) department by pressing ‘0’ and asking the operator to connect Outgoing FedEx shipping forms may be obtained from your you. In case of an emergency involving a guest from your CSM. Omni Austin Hotel Downtown assumes no liability conference, we are limited by HIPPA laws on the information for damages to packages packed by the sender or its agent. we can provide. Handling and shipping charges are the responsibility of the Guests can hire uniformed police officers by contacting the group and will be charged to the group’s master account or CSM/CM for rates. designated individual. If group is using a freight company, the group will need to AUSTIN POLICE DEPARTMENT arrange pickup with said freight company during regular business hours.
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