Doubletree Hotel San Jose
Meeting & Event Resource Guide
Welcome to meeting, conventions and special events at the Doubletree Hotel San Jose. Our goal is to be Best to Do Business With. There are various stages when we interact with you, the customer. They are: solicitation and marketing, sales and booking, pre-planning, on-site and post-event. Through each of these stages, we focus on the following touch points: creativity, consistency, communication, flexibility and image.
To aid you in the planning process, we have compiled the following hotel information. It is a pleasure to assist you with coordinating the many details that are necessary for making the perfect meeting, convention or event a success. Please note that all pricing is subject to change.
We look forward to supporting you in planning a successful event.
Doubletree Hotel San Jose 2050 Gateway Place San Jose, California 95110 408.453.4000
www.Hilton.com www.sanjose.doubletree.com
1 Table of Contents
General Information Hotel Overview Contact Information Accommodations Deluxe King/Double Queen Executive Parlor Suite Presidential Suite Executive Level Dining Information
Function Space & Banquets Function Space Floor Plans Capacities Diagrams Bayshore Ballroom Gateway Ballroom Poolside Rooms City Rooms Silicon Valley Room Wine Rooms & Boardroom Catering Menus available separately
Resource Information Table of Contents (Hotel specifics listed alphabetically)
Forms & Collateral For more information on forms, please contact your Catering/Event Manager.
2
GENERAL INFORMATION
3 Hotel Overview
In the heart of Silicon Valley, San Jose flourishes with industry, beauty and a culture rich with history. Doubletree Hotel 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 Hotel San Jose is especially accommodating with 505 spacious guest rooms featuring our signature 'Sweet Dreams' bed, 8 executive suites, 2 Presidential Suites, 5 dining options, 24-hour in-room dining, The UPS Store, wireless high-speed internet access, the Hilton Fitness Center by Precor, and many other wonderful amenities.
Doubletree Hotel San Jose’s meeting and conference area has over 48,000 square feet of flexible space with 2 large ballrooms that can accommodate up to 1,200 people each, 21 meeting rooms, and 4 boardrooms for smaller, more intimate meetings. Our 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 newly renovated Doubletree Fitness by Precor. If the great outdoors beckons, you're a welcome guest at nearby golf courses, tennis courts, and jogging trails.
Just as comfort, style and grace are Doubletree traditions, so are the freshly baked chocolate chip cookies that celebrate your arrival. Doubletree Hotel San Jose is an experience you're sure to enjoy, whether you're with us for business or pleasure.
4 Contact Information
Doubletree Hotel San Jose 2050 Gateway Place San Jose, California 95110 www.sanjose.doubletree.com
Hotel Direct: 408.453.4000 Sales: 408.437.2807 Catering: 408.437.2806 Event Services: 408.437.2800
5 Accommodations
Relax in style at Doubletree Hotel 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.
Hotel Amenities Complimentary Airport 5 Dining Options Lobby Lounge
Shuttle Gift Shop Meeting Facilities
Onsite A/V Guest Services Luggage Storage
Bell Person Hearing Impaired Eqpmt. Outdoor Heated Pool
The UPS Store Valet Parking Whirlpool Spa
Club Max Wireless High Speed Internet USA Today
Concierge In-Room Dining
Hilton Fitness by Precor Starbuck’s Coffee
6 Accommodations Deluxe King & Double Queen
Guests will experience a sense of luxury in our spacious rooms featuring Doubletree’s signature “Sweet Dreams” bed. All rooms boast a spacious 450 square feet of space with an open sitting area, double vanities and a dedicated work space for added comfort and convenience.
Standard Guest Room Amenities: Air Conditioning Iron & Board
Balcony Key Card System
Cable Television Multiple Phones & Phone Lines
Wolfgang Puck Coffee Maker Nintendo
Spacious Work Desk Pay-Per-View Movies
Double Vanities Print-On Demand
Dry Cleaning/Laundry Service Radio Alarm Clock
Neutrogena Bath Amenities View Rooms
Hair Dryer Wi-Fi Internet Access
High Speed Internet USA Today
7 Accommodations Executive Parlor Suite
Choose our recently renovated Executive Parlor Suites, and enjoy a separate parlor area connecting to a bedroom and bathroom. Entertain guests in your separate parlor area with bar counter, dining table, sofa, and television. You'll be able to unwind with cable television and premium channels including HBO, CNN, and ESPN. Our in-room Nintendo games and movies are also available for your enjoyment.
Executive Parlor Suite Amenities Include all Standard Guest Room Amenities PLUS:
Exclusive Executive Level Key Card Access Executive Lounge Access Complimentary Continental Breakfast Complimentary Evening Appetizers & Cocktails Spacious Soaking Tub Duel Head Personal Shower Upgraded Décor Upgraded Oliva Corpo Bath Amenities Marble-Top Dry Bar Turndown Service – includes Gourmet Chocolates & Bottled Water Premium Bed Linens 50” High Definition Plasma Television Two Private Balconies Duel Marble Vanities
8 Accommodations Presidential Suite
Enjoy our luxurious and modern suites with generous space for entertaining and relaxing. The newly appointed Presidential Suites are sure to wow your guests with a 50” high definition plasma television in both the living room and bedroom, a dry bar with marble counter tops overlooking a formal dining table and a cozy living room. For a more personal experience enjoy the master guestroom with a Doubletree “Sweet Dreams” bed draped with elegant linens and plush pillows or ease your mind in the spacious soaking tub or the dual head walk-in shower.
Presidential Suite Amenities Include all Standard Guest Room Amenities PLUS: Exclusive Executive Level & Lounge Key Card Access Complimentary Continental Breakfast & Evening Cocktails Spacious Soaking Tub Upgraded Oliva Corpo Bath Amenities Dual Head Personal Shower Large Work Desk with Ergonomic Chair Premium Bed Linens 50” High Definition Plasma Television in Master Guestroom & Parlor 23” High Definition Plasma Television in Master Bathroom Three Private Balconies with beautiful views of the Santa Cruz Mountains Large Walk-In Closet
9 Accommodations Executive Level
Executive Level Room Amenities Include all Standard Guest Room Amenities PLUS:
Exclusive Key Card Access to Exec. Level Complimentary Evening Cocktails Executive Lounge Access Complimentary Evening Appetizers Complimentary Continental Breakfast Premium Oliva Corpo Bath Amenities
Executive Lounge
Guests will enjoy an added sense of security and privacy with our key-access executive level lounge. Complimentary continental breakfast and evening appetizers are served 7 days a week, making it convenient to grab a bite on the go or to relax after a long day of meetings.
Executive Level Hours Available all Day: Fruit and Bottled Water Complimentary Continental Breakfast: Monday - Friday: 6:30am - 9:30am Saturday - Sunday: 7:30am -10:30am Complimentary Evening Appetizers: Monday - Sunday: 5:30pm - 7:30pm
10 Dining Information
11
Function Space & Banquets
12 Function Space Floor Plan
13 Function Space Capacities
C/R 2/6 8'x10' Name of Room Dimen. Sq.Ft Recep. RD10 RD6 C/R Theater Confer. U-Shape or 3/8 Exhibits Gateway Ballroom 71' x 140' 9,940 1,200 980 588 752 564 1,200 NA NA 56 Cedar 71' x 33' 2,343 250 200 120 176 132 270 50 72 14 Pine 71' x 36' 2,556 250 200 120 176 132 300 50 72 14 Fir 71' x 36' 2,556 250 200 120 176 132 300 50 72 14 Oak 71' x 35' 2,485 250 200 120 176 132 300 50 72 14 Gateway Foyer 900 240 NA NA NA NA NA NA NA Gateway Large Foyer 300 120 NA NA NA NA NA NA NA Gateway Foyer 1&2 600 120 NA NA NA NA NA NA NA Gateway Foyer 1 NA 60 NA NA NA NA NA NA NA Gateway Foyer 2 NA 60 NA NA NA NA NA NA NA Bayshore Ballroom 71' x 140' 9,940 1,200 940 588 752 564 1,200 NA NA 56 Sierra 71' x 33' 2,343 250 200 120 176 132 270 50 72 14 Cascade 71' x 36' 2,556 250 200 120 176 132 300 50 72 14 Siskiyou 71' x 36' 2,556 250 200 120 176 132 300 50 72 14 Donner Pass 71' x 35' 2,485 250 200 120 176 132 300 50 72 14 Bayshore Foyer 900 240 NA NA NA NA NA NA NA Bayshore Large Foyer 300 120 NA NA NA NA NA NA NA Bayshore Foyer 1&2 600 120 NA NA NA NA NA NA NA Bayshore Foyer 1 NA 60 NA NA NA NA NA NA NA Bayshore Foyer 2 NA 60 NA NA NA NA NA NA NA Convention Entrance 200-250 depending on Space Allocation Zinfandel 20' x 14' 290 NA NA NA NA NA 25 14 NA NA Riesling 20' x 14' 290 NA NA NA NA NA 25 14 NA NA Boardroom 30' x 20' 600 NA NA NA NA NA NA 16 NA NA Chardonnay 20' x 14' 290 NA NA NA NA NA NA 10 NA NA C/R 2/6 8'x10' Name of Room Dimen. Sq.Ft Recep. RD10 RD6 C/R Theater Confer. U-Shape or 3/8 Exhibits Silicon Valley Room 75 60 36 32 24 60 20 18 NA San Simeon/San Martin 35' x 61' 2,135 150 160 96 100 72 180 50 45 NA San Simeon 35' x 29' 1,015 75 70 42 52 36 90 30 33 NA San Martin 35' x 32' 1,120 75 70 42 52 36 90 30 35 NA San Carlos/San Juan 32' x 61' 1,942 150 160 96 100 72 180 50 45 NA San Carlos 32' x 29' 938 75 70 42 52 36 90 30 33 NA San Juan 32' x 32' 1,024 75 70 42 52 36 90 30 35 NA Santa Clara/San Jose 34' x 61' 2,074 150 160 96 100 72 180 50 45 NA Santa Clara 34' x 32' 1,088 75 70 42 52 36 90 30 33 NA San Jose 34' x 29' 986 75 70 42 52 36 90 30 35 NA Monterey/Carmel 34' x 61' 2,074 150 160 96 100 72 180 50 45 NA Monterey 34' x 29' 986 75 70 42 52 36 90 30 33 NA Carmel 34' x 32' 1,088 75 70 42 52 36 90 30 35 NA City Foyer 1,860 150 90 54 NA NA NA NA NA NA Poolside Foyer 2,240 150 90 54 NA NA NA NA NA NA Pool Area 275 40 NA NA NA NA NA NA NA Club Max Foyer 80 40 NA NA NA NA NA NA NA
14
Bayshore Ballroom: Sierra, Cascade, Siskiyou & Donner Pass
Sq. Ceiling 8'x10' Dimensions Ft Height Reception RD10 RD6 C/R Theater Conference U-Shape Exhibits Full Ballroom 71' x 140' 9,940 14’ 1,200 940 588 752 1,200 56 Sierra 71' x 33' 2,343 14’ 250 200 120 176 270 50 72 14 Cascade 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14 Siskiyou 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14 Donner Pass 71' x 35' 2,485 14’ 250 200 120 176 300 50 72 14 Foyer 6,090 900 240
Sierra Cascade Siskiyou Donner Pass
Gateway Foyer
15 Gateway Ballroom: Cedar, Pine, Fir, Oak
Sq. Ceiling 8'x10' Dimensions Ft Height Reception RD10 RD6 C/R Theater Conference U-Shape Exhibits Full Ballroom 71' x 140' 9,940 14’ 1,200 980 588 752 1,200 56 Cedar 71' x 33' 2,343 14’ 250 200 120 176 270 50 72 14 Pine 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14 Fir 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14 Oak 71' x 35' 2,485 14’ 250 200 120 176 300 50 72 14 Foyer 6,040 900 240
Cedar Pine Fir Oak
Gateway Foyer
16 City Rooms: San Simeon, San Martin, San Carlos, San Juan
Sq. Ceiling Dimensions Ft Height Reception RD10 RD6 C/R Theater Conference U-Shape San Simeon/San Martin 35' x 61' 2,135 9’ 150 160 96 100 180 50 45 San Simeon 35' x 29' 1,015 9’ 75 70 42 52 90 30 33 San Martin 35' x 32' 1,120 9’ 75 70 42 52 90 30 35
San Simeon San Martin
Sq. Ceiling Dimensions Ft Height Reception RD10 RD6 C/R Theater Conference U-Shape San Carlos/San Juan 32' x 61' 1,942 9’ 150 160 96 100 180 50 45 San Carlos 32' x 29' 938 9’ 75 70 42 52 90 30 33 San Juan 32' x 32' 1,024 9’ 75 70 42 52 90 30 35 City Foyer 1,860 150 90 54
San Juan San Carlos
17 Poolside Rooms: San Jose, Santa Clara, Carmel, Monterey
Sq. Ceiling Dimensions Ft Height Reception RD10 RD6 C/R Theater Conference U-Shape Santa Clara/San Jose 34' x 61' 2,074 9’ 150 160 96 100 180 50 45 Santa Clara 34' x 32' 1,088 9’ 75 70 42 52 90 30 33 San Jose 34' x 29' 986 9’ 75 70 42 52 90 30 35
San Jose Santa Clara
Sq. Ceiling Dimensions Ft Height Reception RD10 RD6 C/R Theater Conference U-Shape Monterey/Carmel 34' x 61' 2,074 9’ 150 160 96 100 180 50 45 Monterey 34' x 29' 986 9’ 75 70 42 52 90 30 33 Carmel 34' x 32' 1,088 9’ 75 70 42 52 90 30 35 Poolside Foyer 2,240 150 90 54
Carmel Monterey
18 Silicon Valley Room
Dimensions Square Feet Reception Rounds 10 Rounds 6 Classroom Theater Conference U-Shape
See Below 75 60 36 32 60 20 18
19 Wine Rooms & Boardroom
Dimensions Square Feet Theater Conference Ceiling Height
Zinfandel 20' x 14' 290 25 14 9’ Riesling 20' x 14' 290 25 14 9’ Boardroom 30' x 20' 600 16 8’ Chardonnay 20' x 14' 290 10 8’
Zinfandel & Boardroom Riesling & Chardonnay
20
RESOURCE INFORMATION
21 Resource Information Table of Contents
A Check Cashing Privileges Floral/Florist Check-In & Check-Out Food Donation Advertising Opportunities Coat Check Services Freight Elevator Affiliates Convention Centers Airline Information G Credit Cards Airport Information Gift Certificates Credit Policy Amenities Gift Shop Americans with Disabilities D Golf Course Information Act (ADA) Dance Floor Gratuities Audio/Visual Decorations Group Reservations Automated Teller Machines Identification Program Deposits (GRIP) Dietary Requirements B Group Check-In, Arrival & Balloons Directions to the Hotel Departure
Banks Dressing/Green Rooms Guest List Manager Banquet Beverage Selection Dry Cleaning Guest Rooms Banquet Curfews E Guest Room Deliveries Banquet Equipment Guest Service Hotline eEvents Banquet Menu Selection Electrical H Banquet Terms & Conditions Elevators Hair Salon Bell Services Emergency Procedures Hold Harmless Agreement Billing Entertainment Hospitality Desks Box Lunches Exhibits Hospitals Bus Companies F Hotel Facts/History Hotel Map C Fax Machines & Numbers Car Rental Agencies Housekeeping Fire Codes Cash Paid Out Fitness by Precor I Cash Paying Guests Flags In Conjunction with Events Celebrity/Dignitary Visits (ICW’s)
22
Shoe Shine In-Room Dining O Shipping & Receiving Internet Services Office Equipment/Supplies Shopping Interpretation/Translation Services P Signage/Banners Parking Smoking K Personalized On-Line Group Sound System Key Cards for Meeting Page (POG) Rooms Special Meal Requests Pets Policy Key Cards Customized Storage Pianos Key Hotel Contacts Pools T L Post-Convention Meeting Taxes Labor Post Event Report Taxi Cabs Limousine Services Pre Convention Meetings Telephone/ Telecommunications Linen Selection Production Guidelines Liquor Laws Production Crew Meals U Load-In/Load-Out Public Transportation UPS Store (Production, Décor & Pyrotechnics Staging) V Loading Dock R Voicemail Lost & Found Radios/Pagers/Nextels W Luggage Storage Recycling Weather Registration Assistance M Wheelchairs Reservations (RAPID!) Manager on Duty (MOD) Wired Payment Rigging Master Accounts Worship Services Rooming Codes/Rooming Meeting Room Deliveries Lists Z Meeting Room Set Standard Zip Checkout Music/Musicians S Safe Deposit Boxes N Security Newspapers/Publications
23 ADVERTISING OPPORTUNITIES The hotel offers groups and their affiliates opportunities to sponsor/advertise during the specified dates of the meeting/exhibit. Your Event Services manager will provide detailed information and can discuss other ideas not listed below: Logo products, e.g., keycards, cocktail napkins, to go lunch boxes, etc. Video Channel Plasma Screens Banners/Signage Return to Resource Table of Contents
AFFILIATES Groups meeting in conjunction with a conference, but not part of the official convention program who require meeting space will work directly with our Event Services Department. All meeting space, if available, will be at the hotel’s normal prevailing room rental rates and will be subject to the hotel’s standard contract terms and conditions.
A listing of all affiliates should be sent to the hotel no later than 90 days prior to the actual event, so that they can be individually contacted by the Catering/Event Services Department to set up food, beverage and billing arrangements. Return to Resource Table of Contents
AIRLINE INFORMATION Aero Mexico 1-800-237-6639 Air Canada 1-888-247-2262 Air France 1-800-237-2747 Air India 1-800-223-7776 Air Jamaica 1-800-523-5585 Air New Zealand 1-800-262-1234 Air Tran 1-800-247-8726 Alaska Airlines 1-800-426-0333 All Nippon Airways 1-800-235-9262 American Airlines 1-800-433-7300 America West Airlines 1-800-235-9292 Austrian Airlines 1-800-843-0002 British Airways 1-800-247-9297 Continental Airlines 1-800-525-0280 Delta 1-800-221-1212 Frontier 1-800-432-1359 Japan Airlines 1-800-525-3663 Jet Blue 1-800-538-2583 KLM Royal Dutch Airlines 1-800-447-4747 Korean Air 1-800-438-5000 Lufthansa 1-800-645-3880 Midwest Airlines 1-800-452-2022 Northwest (Domestic) 1-800-225-2525 Northwest (International) 1-800-447-4747 Qantas 1-800-227-4500 Singapore Airlines 1-800-742-3333 Southwest Airlines 1-800-435-9792 United Airlines 1-800-521-0810 US Air 1-800-428-4322 Varig 1-800-468-2744 Virgin Atlantic 1-800-862-8621 Return to Resource Table of Contents
24 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 International Airport. Return to Resource Table of Contents
AMENITIES The Room Service department is happy to service your group’s gift and amenity needs. Please view our Amenity Form for a complete list of 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. Return to Resource Table of Contents
AMERICANS WITH DISABILITIES (ADA) The Hotel represents that the Hotel facilities being rented or reserved by you including guest rooms, common areas and transportation services are, and will be, in substantial compliance with applicable public accommodation obligations under the Americans with Disabilities Act. You agree that one week in advance of your event; you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space. You agree that you will be responsible for the procurement and payment of all charges for any and all auxiliary aids. We will, upon your request, furnish you with the names of businesses you can contact to obtain these aids. You also agree to be responsible for compliance with the ADA in the set up and conduct of meetings for your event. Return to Resource Table of Contents
AUDIO/VISUAL Presentation Services Audio Visual (PSAV), our audio visual company, brings over 10 years of experience in the field of audio visual to your meeting at the Doubletree Hotel San Jose. PSAV may be reached by dialing 408.437.2194. Please see the PSAV Price List. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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 Event Order (BEO) for other specific contractual information.
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25 BANKS Wells Fargo Bank of America 1705 North First Street #1 777 North First Street San Jose, CA 95112 San Jose, CA 95112 408.277.6403 408.983.0588
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BANQUET BEVERAGE SELECTION We offer a choice of standard and premium beverages on banquet bars. As the availability of some items varies, 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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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
26 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. Return to Resource Table of Contents
BELL SERVICES Our Bell Services Department is responsible for transporting your luggage and for the delivery of all nonfood 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. Return to Resource Table of Contents
BILLING Should you require 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 Catering/Event Manager. Return to Resource Table of Contents
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. Return to Resource Table of Contents
27 BUS COMPANIES Greyhound (Nearest station to Hotel) 70 South Almaden Avenue San Jose, CA 95113 408.295.4151 www.greyhound.com Return to Resource Table of Contents
CAR RENTAL Following are the Doubletree Hotel 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. Location: 2300 Airport Blvd., Suite 140, San Jose, CA San Jose, CA
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. Location: 2300 Airport Blvd., Suite 100, San Jose, CA San Jose, CA
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CASH PAID OUT 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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
CELEBRITY/DIGNITARY VISITS Rest assured your celebrities or dignitaries will be treated with the utmost confidentiality. Your Catering/Event Manager will be happy to accommodate your needs. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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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. Return to Resource Table of Contents
COAT CHECK Coat check services are available; please see your Catering/Event Manager. Coat Room Attendants are $200 each (six hour service). Return to Resource Table of Contents
CONVENTION CENTERS San Jose Convention Center 408 Almaden Boulevard Santa Clara Convention Center San Jose, CA 95110-2715 1850 Warburton Avenue Administration: 408.277.5277 Santa Clara, CA 95050 Event Information: 408.277.3900 800.272.6822 Visitor Information: 408.SAN.JOSE www.santaclara.org www.sjcc.com Return to Resource Table of Contents
CREDIT CARDS The Doubletree Hotel San Jose accepts most major credit cards including Visa, MasterCard, Discover, American Express, JCB International, and Diners Club Card. Return to Resource Table of Contents
29 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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
DIRECTIONS TO HOTEL From San Jose International Airport: Follow signs for Hwy. 101 North/Airport Parkway. Stay in the right hand lane. Turn Right on to Airport Parkway and continue east. At the first light, turn Left onto Gateway Place. Hotel will be on the right.
If you are on Hwy. 101 South: Exit North First St./Brokaw Rd. Make the first Right onto Airport Parkway. Hotel will be on the right.
If you are on Hwy. 101 North: Exit Brokaw Rd. Make the first Left onto Brokaw Rd. and proceed under Hwy. 101. Hotel will be on the right.
If you are on 880 North: Exit First Street. Make the first Left and go 3/4 of a mile north. Turn Left on Brokaw Rd. Hotel will be on your right.
30 If you are on 880 South: Exit Brokaw Road. Turn Right on to Brokaw and go 1 mile, passing First Street. Hotel will be on your right.
If you are on 280 North: Take 87 North (Guadalupe Parkway) towards downtown. Exit Skyport Drive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right.
If you are on 280 South: Take 87 North (Guadalupe Parkway) towards downtown. Exit Skyport Drive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
E-EVENTS E-Events is the 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 Return to Resource Table of Contents
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. Return to Resource Table of Contents
ELEVATORS The Doubletree Hotel San Jose hotel has five guest room elevators. Return to Resource Table of Contents
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.
31 • Paramedics, Fire Department, and the Police Department are all located approximately 5 minutes from the hotel. Our Security Department and 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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
EXHIBITS A. Hotel unfortunately does not have storage space for crates. B. Uniformed Guards may be required in Exhibit Areas at the expense of the group. C. Exhibitors and the group shall indemnify and hold harmless hotel and its servicing agents from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits. Group hereby agrees to the Indemnity Agreement attached hereto and marked Exhibit A. D. Group shall be responsible for obtaining any necessary Local Fire Department approvals of Exhibit plans. E. Hotel requests that that group submit to hotel a proof of the Exhibitors Contract before it is sent to the Exhibitors. F. 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. Return to Resource Table of Contents
FAX MACHINES AND NUMBERS 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 Return to Resource Table of Contents
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
32 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. Return to Resource Table of Contents
FITNESS BY PRECOR Our recently expanded and updated Hilton Fitness by Precor is available to our guest 24-hours a day and is located on the 2nd floor, accessible with guestroom keycard. Return to Resource Table of Contents
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. Return to Resource Table of Contents
FLORAL/FLORIST The World of Princess Juliet Adam www.wprincess.com 408.267.8360 408.859.5914 mobile 6598 Graystone Meadow Circle San Jose, CA 95120 Return to Resource Table of Contents
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. Please see our Charitable Donations Form. Return to Resource Table of Contents
33 FREIGHT ELEVATOR The Freight Elevator services the Ballroom areas: 4” wide x 9.5” long. Capacity: 2500. Return to Resource Table of Contents
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. Return to Resource Table of Contents
GIFT SHOP The Doubletree Hotel has a fully stocked gift shop for those last minutes gifts, forgotten travel items and snacks to grab on the go. The gift shop is located in the hotel lobby Hours: Monday – Friday: 6a.m. – 9:30p.m. Saturday – Sunday: 7:30a.m. – 9:30p.m. Return to Resource Table of Contents
GOLF COURSE INFORMATION
Cinnabar Hills Golf Club Santa Teresa Golf Club 23600 McKean Rd 260 Bernal Rd San Jose, CA 95141 San Jose, CA 95119 408.323.5200 408.225.2650 www.cinnabarhills.com www.santateresagolf.com
Coyote Creek Golf Club San Jose Municipal Golf Course One Coyote Creek Golf Drive 1560 Oakland Rd San Jose, CA 95037 San Jose, CA 95131 408.463.1400 408.441.GOLF (4653) www.coyotecreekgolf.com www.sjmuni.com Return to Resource Table of Contents
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. Return to Resource Table of Contents
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! Return to Resource Table of Contents
34
GROUP CHECK-IN, ARRIVALS, AND DEPARTURES The Doubletree Hotel San Jose has a convention entrance especially designed to accommodate a group check-in. The porte cochére has ample room for bus loading and unloading. It is also conveniently located near the ballrooms. 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. Return to Resource Table of Contents
GUEST LIST MANAGER The Doubletree Hotel has 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. Return to Resource Table of Contents
GUEST ROOMS California state law and local enforcement of national fire codes mandate that there is a maximum of four guests per room (adults/children). Return to Resource Table of Contents
GUEST ROOM 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 Return to Resource Table of Contents
GUEST SERVICE HOTLINE Guests with specific needs or requests may pick up a house phone and dial the CARELINE- extension 62. A hotel operator will direct your needs to the appropriate hotel contact. Return to Resource Table of Contents
HAIR SALON Jo Jo 672 North First Street San Jose 95112 408.293.5656 Return to Resource Table of Contents
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
35 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. Return to Resource Table of Contents
HOSPITALS Valley Medical Center O’Connor Hospital 751 South Bascom Avenue 2030 Forest Avenue San Jose, CA 95128 San Jose, CA 95128 408.885.5000 408.947.2500
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. Return to Resource Table of Contents
HOTEL FACTS/HISTORY The following is a fact sheet for the Doubletree Hotel San Jose: Location: San Jose, California Grand Opening: 1982 Address: 2050 Gateway Place Last Renovation: 2007 Telephone: 408.453.4000 Employees: 400+ Facsimile: 408.437.2898 Brief Description: Full service, AAA Four- Reservations: 408.437.2150 Diamond hotel Website: www.sanjose.doubletree.com Awards: AAA Four-Diamond, 20+ Managed By: Hilton San Jose, LLC consecutive years Return to Resource Table of Contents
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. Return to Resource Table of Contents
HOUSEKEEPING A daily housekeeping service, which consists of general cleaning, takes place between 9:00a.m. and 3:00p.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 roll-aways. Please note there is a maximum of four persons (including children) allowed per room. Return to Resource Table of Contents
36 IN CONJUNCTION WITH EVENTS (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. Return to Resource Table of Contents
IN-ROOM DINING Our In-Room Dining is open 24 hours a day for breakfast, lunch, dinner, snacks and beverage service. We are happy to offer convenient doorknob ordering for breakfast service. In-Room Dining can be reached at extension 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. Return to Resource Table of Contents
INTERPRETATION/TRANSLATION SERVICES Communicad 1550 The Alameda, Suite 155 San Jose, CA 95126 1.866.249.8069 408.287.1337 Return to Resource Table of Contents
INTERNET SERVICES The Doubletree Hotel San Jose provides numerous Internet Services. Wireless High Speed Internet Access is complimentary in the main lobby. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
KEY HOTEL CONTACTS Doubletree Hotel Managing Committee consists of the following people: General Manager Robert Balmer ext 2105 Director of Operations Sam Claude, ext 2178 Director of Business Development Carrie McAllen, ext 2128 Director of Finance Tyrone Loh, ext 2102 Director of Front Office Betsy Braga, ext 2153 Director of Housekeeping Veronica Hernandez, ext 2192 Director of Engineering Paul Bielinski, ext 2188
37 Director of Revenue Management Steve Sitton, ext 2186 Director of Event Technology (PSAV) David Taylor, ext 2195 Assistant Director of Food & Beverage Clifford Romell, ext 2198 Assistant Director of Food & Beverage Assad Rahmatullah, ext 2196 Executive Chef Roger Maune, ext 2183 Director of Catering Candice Costorio, ext 2135 Director of Group Sales Erica Alcaine, ext 2130 Director of Event Services Thomas Amaral, ext 2142 Event Services Manager (Blue Coat) Lori Johnson, ext 2139 Return to Resource Table of Contents
LABOR The Doubletree Hotel San Jose is a union hotel. Return to Resource Table of Contents
LIMOUSINE SERVICE Arrangements may be made to have a group’s Priority Guest transported by a limousine or town car, or other outside service. 408 Limo Service 1710 South Amphlett Boulevard, Suite 116 San Jose, CA 94402 866.546.6496 Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
LOAD-IN/LOAD-OUT (PRODUCTION, DÉCOR AND STAGING) Your Catering/Event Manager can provide you with our Production Resource Guide. Return to Resource Table of Contents
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. Return to Resource Table of Contents
LOST AND FOUND For any items lost items, please contact Hotel Security at ext. 2181. Return to Resource Table of Contents
38 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. Return to Resource Table of Contents
MANAGER ON DUTY (M.O.D.) For your convenience, a manager on duty is available 24 hours a day, 7 days a week. Return to Resource Table of Contents
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. Return to Resource Table of Contents
MEETING ROOM DELIVERIES See Shipping and Receiving. Return to Resource Table of Contents
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. Return to Resource Table of Contents
MUSIC/MUSICIANS Doubletree Hotel San Jose has key contacts in the entertainment industry which make it possible to assure satisfaction and secure the best local talent. Return to Resource Table of Contents
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. Return to Resource Table of Contents
OFFICE EQUIPMENT/SUPPLIES The UPS Store provides a wide selection of business services, and is located near the Front Desk. Return to Resource Table of Contents
PARKING The Doubletree Hotel San Jose offers self-parking and valet parking. Self-Parking validation up to 3 hours when dining at the restaurants Self: $3.00 per hour Self Overnight: $15.00 per day Valet: $20.00 per day Return to Resource Table of Contents
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! Return to Resource Table of Contents
39 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. Return to Resource Table of Contents
PIANOS The Doubletree Hotel San Jose has two baby grand pianos. Pianos are provided at $250 per day, and include 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 arrange rental from outside source. Return to Resource Table of Contents
POOLS An Outdoor heated pool and whirlpool spa is located on the lobby level. Hours of operation: Daily from 6:00 a.m. - 10:00 p.m. Return to Resource Table of Contents
POST-CONVENTION MEETINGS We encourage our customers to meet with our General Manager during or after the meeting to provide feedback. Your Catering/Event Manager will coordinate a convenient time. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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 (times range 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. Return to Resource Table of Contents
PRODUCTION GUIDELINES Your Event Manager can provide you with the hotel’s Production Resource Guide. Return to Resource Table of Contents
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. Return to Resource Table of Contents
PUBLIC TRANSPORTATION Doubletree Hotel San Jose provides complimentary shuttle service from San Jose International Airport to the hotel. 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:
40
Caltrain Amtrak Nearest station to Hotel Nearest station to Hotel: (take VTA BUS #10): 65 Cahill Street, San Jose, CA Railroad Avenue, Santa Clara, CA 408.287.7462 or 1.800.872.7245 800.660.4287 www.amtrak.com www.caltrain.com VTA, Valley Transportation Authority BART, Bay Area Rapid Transit Nearest station to Hotel: Nearest station to Hotel: Metro Station 2000 Bart Way, Fremont, CA At North 1st Street & Metro, San Jose, CA 510.441.2278 408.321.2300 www.bart.gov www.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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
RECYCLING We are part of a collaborative Hotel Green Program. Return to Resource Table of Contents
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. Return to Resource Table of Contents
41 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. Please see our RAPID Rooming List Template. Return to Resource Table of Contents
RIGGING Your Catering/Event Manager can provide you with our Production Resource Guide. Return to Resource Table of Contents
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 NQ2 Queen/Queen Premium Non-Smoking NK1E King Executive Non-Smoking NK1SE King Parlor Suite NK1 King Premium Non-Smoking NK1SDE King Presidential Suite Return to Resource Table of Contents
SAFE DEPOSIT BOXES Safe deposit boxes are located at the front desk and are free of charge. Return to Resource Table of Contents
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. Return to Resource Table of Contents
SHOE SHINE Shoe Shine service is available from 7 a.m. to 9 p.m. and is located in our main lobby (hours are subject to change). Return to Resource Table of Contents
SHIPPING & RECEIVING In order to effectively manage shipments that are entering/leaving the hotel for groups, please note the following: Each parcel in shipment should be labeled as follows:
42 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. All packages needing to be shipped internationally must be sent out thru the UPS Store/FedEx store with the guest present to sign all documentation for Customs. 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 (approx. 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. Please see the Shipping Form for more information, and for shipping and storage fees. Return to Resource Table of Contents
SHOPPING Westfield, Valley Fair Shopping Center Santana Row 2855 Stevens Creek Blvd. 3055 Olin Avenue Santa Clara, CA 95050 San Jose, CA 95128 408.248.4451 408.551.4611 www.westfield.com/valleyfair www.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. Stanford Shopping Center Gilroy Premium Outlets 680 Stanford Shopping Center 681 Leavesley Road (Near Stanford University) Gilroy, CA 95020 Palo Alto, CA 94304 408.842.3729 650.617.8200 www.premiumoutlets.com www.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. Return to Resource Table of Contents
43 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. Return to Resource Table of Contents
SMOKING Doubletree Hotel San Jose is a non-smoking hotel. Smoking is allowed on outdoor guest room balconies. Return to Resource Table of Contents
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. Return to Resource Table of Contents
SPECIAL MEAL REQUESTS Please consult with your Catering/Event Manager for any special meal requests. Return to Resource Table of Contents
STORAGE Storage for boxes and convention supplies is limited. If you are anticipating 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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. Return to Resource Table of Contents
TELEPHONES/TELECOMMUNICATIONS 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. Return to Resource Table of Contents
UPS STORE The UPS Store serves as our business center. Their experts will gladly help with: Copying jobs big and small Shipping Mailbox and Postal services Printing and Finishing Services Hours: Moving and Packaging supplies Monday – Friday: 8a.m. – 6:30p.m. Packaging Services Saturday: 10a.m. – 4p.m.
44 Sunday: Closed Return to Resource Table of Contents
VOICEMAIL Voice Mail enables you to receive your messages when you are outside the hotel.
To hear messages, if the red light is flashing on your guest room telephone: 1. Lift the receiver 2. Press MESSAGE key. 3. Follow recorded instructions. Should you require assistance while using Voice Mail, simply press the “*” key at any time. Return to Resource Table of Contents
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. Return to Resource Table of Contents
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. The following wheelchair rental company can deliver to the Hotel:
San Jose Home Health Care Equipment and Supplies 225 North Bascom Avenue San Jose, CA 95128 408.286.6651 Return to Resource Table of Contents
WIRED PAYMENT If you would like to have payment wired, please notify your Catering/Event Manager, and instructions can be emailed/faxed to you. Return to Resource Table of Contents
WORSHIP SERVICES Baptist 408.264.3858 Antioch Baptist Church Mormon 268 E. Julian Street, San Jose 95112 Christ the King Church 408.295.0066 5284 Monterey Road, San Jose, CA 95111 Catholic 408.362.9958 St. Joseph’s Cathedral Buddhist 80 South Market Street, San Jose, CA 95113 San Jose Betsuin 408.283.8100 640 North 5th Street, San Jose, CA 95112 Jehovah’s Witness 408.293.9292 Kingdom Hall Episcopal 2900 Homestead Road, Santa Clara, CA Episcopal Church of St. Francis 95051 1205 Pine Avenue, San Jose, CA 95127 408.248.2414 408.292.7070 Lutheran Jewish St. Timothy’s Church Temple Emmanuel 5100 Camden Avenue, San Jose, CA 95124
45 1010 University Avenue, San Jose, CA 408.295.0367 95126 Pentecostal 408.292.0939 East Valley Pentecostal Methodist 2715 S. White Road, San Jose, CA 95148 Wesley United Methodist Church 408.270.2500 566 N. First Street, San Jose, CA 95112 Return to Resource Table of Contents
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. Return to Resource Table of Contents
46 Forms & Collateral
Contact your Catering/Event Service Manager for any of the following documents:
Amenity Request Form Reservations (Single Room Only) Charitable Food Donation Form Rooming List/Rapid! Security Request Form Shipping, FEDEX/UPS Form Credit Application Shuttle Service Agreement Credit Card Authorization Keys & Client Nextel Silicon Valley Room Directions to Hotel Nextel-Client Responsibility Form Hold Harmless Form Transportation Request Form Outside Audio Visual Form Preferred Vendor List Package Request From Key Hotel Contacts PSAV Price List PSAV Exhibitor Price Sheet
PSAV Rigging Services Rental Guide
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