Conference Planning Guide 2021
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CONFERENCE PLANNING GUIDE 2021 1 INTRODUCTION LOCATION TAXES AND SERVICE CHARGES Omni Barton Creek Resort & Spa is situated among 4,000 8.25% SALES TAX acres of scenic Texas Hill Country and is just 20 minutes from 6% MEETING ROOM RENTAL TAX downtown Austin and 30 minutes from Austin-Bergstrom 6% OCCUPANCY TAX International Airport. 25% FOOD AND BEVERAGE SERVICE CHARGE (TAXABLE) 25% MEETING ROOM SERVICE CHARGE (TAXABLE) EVENT PLANNING 22% SPA SERVICE CHARGE (TAXABLE) 25% AUDIOVISUAL SERVICE CHARGE (TAXABLE) Omni Barton Creek is dedicated to meeting the specific needs of the most demanding programs, offering a professional, yet Any consideration for tax exemptions must be arranged and relaxed setting with gracious service and hospitality. Our fully- verified in advance. If your event qualifies, taxes will be run coordinated event planning, comprehensive state-of-the-art on your charges as normal, and the credit will be added to audiovisual capabilities, world-class amenities and services your master account once all charges are verified. and exquisite setting among the rolling hills of central Texas make Omni the destination of choice for productive programs. OCCUPANCY TAX AND SALES TAX EXEMPTIONS CONFERENCE SERVICES Tax exempt groups must provide a tax exemption form MANAGER (CSM) to their CSM 30 days prior to the event start date for both After receipt of your signed contract, an experienced CSM occupancy tax and sales tax exemption. will be assigned to assist you in planning all the details of For occupancy tax exemptions, unless reservations are paid your program. Omni’s Conference Services Department has for by the same credit card/MOP or the rooms are routed to certified meeting professionals on staff. Your CSM will help a master account, we must have a tax exempt form for each you with guest and meeting room arrangements, audiovisual, individual guest. These need to be given to the front desk as recreation, special functions and ground transportation to the guest is checking in. and from the resort. Detailed, advanced planning is the key to an effective business meeting or recreational outing. It is important that you communicate directly with your CSM to ACCOMMODATIONS ensure your program’s success. The 493 guest rooms, including 50 spacious suites, are handsomely appointed in keeping with the regional character DAILY RESORT CHARGE of this unique property. Offering spectacular views of the Texas Hill Country, each guest room has a king or two queen- Room rates are subject to a daily resort charge which includes sized beds, large dressing area, individual study desks with toll-free, credit card and local calls, basic internet access, high-speed Internet capability, cable television, in-room fitness center and steam room access, in-room coffee and tea movies, iron with ironing board, hair dryer, sundries and an and on-property transportation. Excludes the Rock House, in-room safe. gratuities for golf bag handling and valet parking. CONFERENCE ROOMS Twenty-five conference rooms offer projection capabilities for multi-screen presentations, video recording, stereo sound, speech enhancement for both speakers and audience and T-1 high-speed internet capabilities. Conference rooms are selected to accommodate your particular requirements in terms of meeting format and audiovisual needs. 2 INTRODUCTION SIGNAGE In an effort to maintain the ambiance of the public space for all our groups, we do not allow signage in our main lobby. Your CSM will assist you with effective placement of your event signage. All signage must be tasteful and professionally printed. The Conference Services Department can assist with easels. Prior approval is required to affix materials to walls, floor or ceilings of function rooms and public space. Any damage done will be the responsibility of the client. CHECK-IN AND CHECK-OUT CHECK-IN TIME | 4 P.M. CHECK-OUT TIME | 11 A.M. Early check-in requests cannot be guaranteed and will depend on hotel occupancy the evening prior. Requests for late check- outs must be approved by the Front Desk Manager on the day SMOKING POLICY of departure. Omni Barton Creek is a “non-smoking” facility. A $300 cleaning Photo ID will be required from each guest at check-in for fee will be charged if a guest should smoke in one of the security purposes. Each guest will also need to present a credit guest rooms or balconies. There are designated smoking areas or debit card at check-in (unless all charges are to the Master located throughout the resort. Please refer to the resort map. Account). Please recommend that your guests use credit cards (not debit cards). Credit cards will be pre-authorized for the room rate plus $150 per person per night on arrival to ensure FRONT DESK HANDOUTS funds are available. If a debit card is used, a hold will be placed AND ROOM DELIVERIES on the card for the room rate plus $150 per person per night $1.50 PER ITEM FOR ITEMS HANDED OUT OVER THE DESK from the guest’s account. This hold will be released three to Newsletters, flyers, agendas or other paper items are the only items that can be five days after check-out. handed out over the desk. The resort inventory consists of 493 sleeping rooms, which are $3 PER NON-PERSONALIZED ITEM DELIVERED TO ROOM Additional items are $0.75 located in Arrowhead, Bluebonnet and Cedar Towers. Due to limited availability, the resort cannot guarantee requests for king beds. $5 PER PERSONALIZED ITEM DELIVERED TO GUEST ROOM Additional items are $0.75 Reservations not canceled seven days prior to arrival will be subject to one night room and tax cancellation fee. All in-room deliveries will be delivered during the hours of turndown. LUGGAGE DELIVERY AND It’s the resort’s policy to not deliver gifts to rooms with “Do Not Disturb” signs posted. These items will be left at the front desk for the guest. A message will be left LUGGAGE PULLS by phone to notify guests who have an item waiting for them at the front desk. LUGGAGE DELIVERY AND PULLS | $10 PER ROOM LUGGAGE STORAGE PRIVATE ROOM ROOM RENTAL FEE | $100 TOTAL LUGGAGE ROOM ATTENDANT | $35 PER HOUR 3 INTRODUCTION INTERNET CONNECTIVITY SEATING We offer complimentary T-1 high-speed internet lines in Rooms will be set according to your instructions. Function all guest rooms. You may purchase an upgrade for a faster rooms are assigned according to the anticipated number of speed for $14.95 per 24-hour period. T-1 lines are also guests and the resort reserves the right to reassign functions available in meeting rooms. Please check the audiovisual based on fluctuations in the number of attendees. Should page for meeting room pricing. you require your function room to be reset, you may incur an additional labor charge. RENTAL CARS Rental cars are available through the concierge. If you DINING anticipate requiring a large number of vehicles, please Distinctive dining rooms and luxurious ballrooms provide inform your CSM prior to arrival. a wide selection of settings for banquets, theme events and casual dining. A surcharge applies to Rock House events. PERSONAL ITEMS LEFT ON-SITE You will be responsible for taking all of your personal items FOOD AND BEVERAGE with you at the conclusion of your program. Omni Barton Omni Barton Creek, as a licensee, is responsible for the Creek is not responsible for any personal items left after the administration, sale and service of all alcoholic beverages event. Please inform your attendees and vendors of this policy. in accordance with the applicable statutes of the Code of Texas and the regulation of the Texas Alcoholic Beverage Commission. Therefore, all liquor, beer and wine must be GUARANTEES supplied by the resort and consumed on the premises. When We require the guaranteed number of people attending your serving alcoholic beverages, the state minimum age will event by 12 p.m. three business days prior to the event. If no be observed. The resort reserves the right to refuse service guarantee is received, the number of expected guests shown to any person whom, in the resort’s sole judgment, seems on the banquet event order will be considered the guarantee. intoxicated. This number is not subject to reduction as preparations have No food or beverage of any kind is permitted to be brought already begun. The resort will not guarantee service of the into or leave the resort by the host of an event or the guest. same menu to more than a 5% increase in attendance over Rain calls for outdoor functions must be made no later than your guarantee. You will be charged the guarantee number or 2 p.m. on the day of the event. The resort reserves the right the actual count, whichever is greater. to make the final decision on whether the function will be outdoors or indoors depending on weather conditions POOL CABANA PRICING Seasonal pricing based on availability. LOSS PREVENTION AND EMERGENCIES The Loss Prevention Department is staffed 24 hours a day, seven days a week. You can reach the Loss Prevention Department by dialing 4640 from any house phone or by pressing ‘0’ and asking the operator to connect you. In case of an emergency involving a guest from your conference, we are limited by HIPPA laws on the information we can provide. Guests can hire off duty sheriff deputies by contacting the Travis County Sheriff’s office at 512-854-7271. 4 INTRODUCTION LOCAL HOSPITALS, CLINICS GUEST PHONE NUMBER AND EMERGENCY SERVICES PHONE NUMBER | 512-329-4000 HOSPITAL AT WESTLAKE MEDICAL EMERGENCY ROOM | 512-697-3628 PACKAGE SHIPMENTS SETON SOUTHWEST HOSPITAL | 512-324-9000 The resort will receive and store incoming packages at no BEE CAVES MEDICAL | 512-327-4243 charge if received within 48 hours prior to the beginning of the program.