hilton americas ~ houston · • g.r.i.p. • group check in • guest list manager • guest rooms...

Hilton Americas ~ Houston

Meeting & Event Resource Guide Our goal is to be the best hotel in Houston 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 the Event Service Teams 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.

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Hilton Americas ~ Houston 1600 Lamar, Houston, Texas, United States 77010

Tel: 1-713-739-8000 Fax: 1-713-739-8007

www.hilton.comwww.americashouston.hilton.com

Table of Contents General Information Function Space and Banquets

• Function Space specification • Ballroom Information

Resource Information

• Advertising Opportunities • Affiliates • Airline Information • Airport Information • Amenities • Americans with Disabilities (ADA) • Audio Visual • Automated Teller Machines • Banquet Curfews • Banquet Equipment • Banquet Menu Selection • Banquet Terms and Conditions • Bell Services • Billing • Business Center • Bus Companies • Car Rental Agencies • Cash Paid Outs • Cash Paying Guests • Celebrity/Visiting Guests • Check Cashing Privileges • Check in/Check out • Coat Check • Concierge • Credit Cards • Credit Policy • Currency Exchange


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http://www.hilton.com/

• Decorations • DMC • Deposits • Diagrams • Dietary Requirements • Directions to the Hotel • Dressing/Green Rooms • Dry Cleaning • eEvents • Electrical • Elevators • Emergency Procedures/Emergency Medical Technicians • Environmental Commitment • Exhibits • Fax Machines • Fire Codes • Fitness Center • Flags • Floral • Food Donations • Freight Elevators • Furniture Removal • Gift Certificates • Gratuity • G.R.I.P. • Group Check in • Guest List Manager • Guest Rooms • Guestroom Deliveries • Guest Service Hotline • HHonors Floor • Hospitality Desks • Housekeeping • In Conjunction With (ICW) • Indemnification • In-Room Dining • Internet Services • Key Cards • Key Hotel Contacts • Kiosks • Laundry/Valet • Limousine Services • Load-in • Loading Dock • Lost and Found • Luggage Storage


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• Manager on Duty • Mail Services • Master Accounts • Medical Facilities • Meeting Room Standards • Merchant Permit Information • Parking • P.O.G. • Pets • Post Convention Meetings • Post Event Report • Pre-Convention Meeting • Production Guidelines • Public Transportation • Radios/Pagers/Nextel • Registration Assistance • Registration Desks • R.A.P.I.D. • Restaurants • Restrooms • Rigging • Ropes/Stanchions • Safes • Security • Shipping and Receiving • Signage/Banners • Sound System • Spa • Special Meal Requests • Storage • Taxes • Telephones • Voicemail • Wired Payment • Zip-Out Check out

Forms

• Amenity Request Form • Credit Application • Credit Card Authorization • Facility Guideline • Electrical Order Form • I.T. Services Request Form (High Speed Internet) • Telephone Request Form


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GENERAL INFORMATION Welcome to the Hilton Americas-Houston, the largest convention hotel in Houston, Texas, and the proud winner of the 2006 Pinnacle Award from Successful Meetings Magazine. Connected to the George R. Brown Convention Center via two skywalks, the Hilton Americas offers guests a convenient location. Located in Downtown Houston, the hotel is just one block from the Toyota Center, home to the Houston Rockets, and only a few blocks from Minute Maid Park, home of the Houston Astros. Only minutes from the hotel is the Houston theater district, including Jones Hall, and the Hobby Center. Also nearby is the nationally recognized Houston Museum District where you’ll find the Museum of Fine Arts, Museum of Natural Science, Contemporary Arts Museum and the Holocaust Museum. The Hilton Americas-Houston is a 24-story state-of-the-art convention hotel that contains 1,200 guestrooms, including both one and two-bedroom suites. With more than 92,000 square feet of flexible meeting space and 30 versatile meeting rooms, the Hilton Americas can accommodate almost any sized convention in Texas. Both hotel ballrooms are equipped with floor pockets containing an Ethernet connection, dedicated "Show Power" rigging points and more. In addition, the Hilton Americas offers a full service business center as well as two restaurants, a lobby bar, coffee emporium, and a full service spa and health club. FUNCTION SPACE AND BANQUETS

The hotel’s meeting space is specifically designed to accommodate events of all types ranging from private board meetings to large conventions and exhibitions. Meeting rooms can accommodate events from 15 guests to 4,000. The Lanier Grand Ballroom can accommodate up to 3500 guest in a theatre style setting and the Ballroom of the Americas can accommodate up to 2300 guest in a theatre style setting.

• Catering Menu available upon request EVENT SPACE USAGE GUIDELINES The following are the guidelines to be utilized by any company who may be utilizing our event space:

• Groups utilizing our event space are fully responsible for any damages to the space during its use. For this reason, an Event Services Manager is required for the move-in and move-out processes of production companies and vendors.

• Vendors must provide the appropriate Event Manager with a schedule of load-in ten (10) days prior to event.

• All forklifts/scissor lifts must be rented from Freeman AV and must be battery operated, not gasoline. In addition, plastic must be installed on top of the carpeting, then covered with plywood in all locations on which the forklift will travel.


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• Any banner or sign hung in event space must receive approval from the Hotel’s Event Services Department seven (7) days prior to the scheduled event date. All signs and banners must be hung by the Hotel’s Property Operations Department. Fees are determined by labor required.

• Meeting Room doors can have locks changed for a fee of $50.00 per cylinder.

• Please be aware that the air walls in the hotel’s ballrooms are not securable and require additional (third party) security to ensure safe keeping of your valuables.

Measurements: 4th Floor Registration Counters (1) FRONT of Counter (each): Length 21 feet 2 in. Width 1 foot BACK Wall to Counter: Length 8 feet 4 in. BACK Portion of Counter (each): Length 11 feet 5 in. Width 1 foot 10 in. Function Space Specification

Second Floor

Room Size Square Feet

Classroom Theater Conference Banquet U-Shape Reception H-Square

Meeting Room 230

21'-9" x 38'-7" x 10'

694 24 58 24 30 18 69 24

Ballroom of the Americas

155'-9" x 165'-2" x 23' 25,895 1,438 2,354 — 2,070 — 2,589 —

Americas A 48'-7" x 76'-4" x 23' 3,775 194 343 44 270 50 375 64

Americas B 54'-5" x 76'-4" x 23' 4,202 215 382 48 320 54 420 70

Americas C 52' x 76'-4" x 23' 4,036 207 367 48 290 52 400 64

Americas D 48'-7" x 76'-6" x 23' 3,775 194 343 44 270 50 375 64

Americas E 54'-5" x 76'-6" x 23' 4,202 215 382 48 310 54 420 70

Americas F 52' x 76'-6" x 23' 4,036 207 367 48 290 52 400 64

Americas AB 103'-4" x 76'-4" x 23' 7,811 400 710 — 570 94 780 120

Americas BC 106'-10" x 76'-4" x 23' 8,238 422 748 — 610 94 820 120

Americas DE 103'-4" x 76'-4" x 23' 7,977 409 725 — 590 94 790 120

Americas EF 106'-10" x 76'-4" x 23' 8,238 422 748 — 610 94 820 120

Pre-function 196' x 50' x 23' 10,248 — — — 500 — 1,025 —


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Third Floor

Room Size Sq Feet Classroom

Theater

Conference

Banquet

U-Shape Reception H-Square

Meeting Room 335 105'-8" x 39'-1" x 10'

4,079 209 340 60 220 50 400 60

Meeting Room 335A 35' x 39'-1" x 10' 1,400 72 127 24 70 20 140 30

Meeting Room 335B 32' x 39'-1" x 10' 1,175 60 98 24 70 20 110 30

Meeting Room 335C

37'-10" x 39'-1" x 10' 1,504 77 125 24 70 20 150 30

Meeting Room 335AB 67'-5" x 39'-1" x 10' 2,575 132 215 40 130 35 250 40

Meeting Room 335BC 70'-3" x 39'-1" x 10' 2,679 137 223 40 130 35 260 40

Meeting Room 336 56'-11" x 26'-8" x 10' 1,625 73 135 36 80 24 160 30

Meeting Room 336A 27'-7" x 26'-8" x 10' 793 36 66 12 40 13 75 18

Meeting Room 336B

28'-11" x 26'-8" x 10' 832 37 69 12 40 13 80 18

Meeting Room 337 51'-8" x 26'-8" x 10' 1,453 66 121 30 80 24 140 30 Meeting Room 337A 23'-8" x 26'-8" x 10' 660 30 55 12 40 13 65 18

Meeting Room 337B 27'-7" x 26'-8" x 10' 793 36 66 12 40 13 79 18

Meeting Room 338 30'-3” x 29' x 10' 830 38 69 16 40 16 80 22 Meeting Room 339 29'-8" x 54' x 10' 1,593 72 133 24 80 28 150 36 Meeting Room 339A 29'-8" x 27'-8" x 10' 785 36 65 16 40 13 75 18

Meeting Room 339B

29'-8" x 25'-11" x 10' 808 37 67 16 40 13 80 18

Meeting Room 340 29'-8" x 52'-4" x 10' 1,636 74 136 24 80 28 160 36 Meeting Room 340A

29'-8" x 25'-11" x 10' 828 38 75 16 40 13 80 18

Meeting Room 340B

29'-8" x 25'-11" x 10' 808 37 73 16 40 13 80 18

Meeting Room 342 36'-7" x 19'-6" x 10' 785 36 65 16 40 13 75 18 Meeting Room 343 55'-7" x 37'-4” x 10' 2,095 95 176 32 120 — 200 — Meeting Room 343A 28'-1” x 37'-4” x 10' 1,062 48 89 16 60 16 100 24

Meeting Room 343B 27'-1" x 37'-4” x 10' 1,033 47 90 16 60 16 100 24


Meeting Room 344B 27'-7" x 19'-6" x 10' 550 25 46 18 30 10 55 12


Meeting Room 346B 28'-8" x 19'-6" x 10' 574 26 44 12 30 10 57 12


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Forth Floor

Room Size Sq Feet Classroom Theater Conference Banquets U-Shape Reception H-Square Meeting Room 430

27'-5" x 37'-9" x 10'

815 –– 70 12 30 10 80 12

Lanier Grand Ballroom

249'-2" x 156'-4" x 28' 39,138 2,174 3,558 — 2,800 — 3,900 —

Ballroom A 54'-8" x 48'-6" x 28' 2,741 140 249 32 200 47 270 60

Ballroom B 54'-8" x 55'-8" x 28' 3,071 158 279 40 220 54 370 72

Ballroom C 54'-8" x 51'-5" x 28' 2,831 145 257 40 210 54 280 72

Ballroom D 54'-8" x 48'-6" x 28' 2,732 140 248 32 200 47 270 60

Ballroom E 54'-8" x 55'-8" x 28' 3,080 161 280 32 220 54 300 72

Ballroom F 54'-8" x 51'-5" x 28' 2,840 146 258 32 200 47 280 60

Ballroom G 54'-8" x 48'-6" x 28' 2,732 140 248 32 200 47 270 60

Ballroom H 54'-8" x 55'-8" x 28' 3,080 158 280 32 220 47 300 60

Ballroom I 54'-8" x 51'-5" x 28' 2,840 146 258 32 210 47 280 60

Ballroom J 54'-8" x 48'-6" x 28' 2,741 140 249 32 200 47 270 60

Ballroom K 54'-8" x 55'-8" x 28' 3,071 158 279 32 220 47 300 60

Ballroom L 54'-8" x 51'-5" x 28' 2,831 145 257 32 200 47 280 60

BALLROOM INFORMATION The Hotel’s Lanier Grand Ballroom is located on the 4th level of the hotel. The Ballroom of the Americas is located on the 2nd level of the hotel. The following is general information regarding the Lanier Grand Ballroom. Should you have any further questions, please do not hesitate to ask your Event Manager.

Ceiling Height Lanier Grand Ballroom – 28 Feet Height to the bottom of the Chandelier – 23 Feet Ballroom of the Americas – 23 Feet Height to the bottom of the Chandelier – 20 Feet

The Hilton Americas-Houston does not provide custodial services for production or decorating companies. Trash removal from the production/decorated area is the sole responsibility of the contractor. All trash must be placed into its appropriate container, any excess trash which results in an additional dumpster pick-up or delivery will be billed directly to contractor. At the conclusion of the exhibit or production, the function room and loading dock must be left presentable for the next day's business prior to leaving the property.


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It is the responsibility of the decorator/florist to return immediately after the completion of the contracted event to remove any materials used to decorate the function space. The decorator/florist must ensure that the space is left in a presentable manner, which means removal of all trash, wood, leaves, flower petals etc. Any damages caused to hotel property will be directly billed to the contractor. Any leaves, flowers, etc., left on the floors prior to the event must be cleaned up by the florist. RESOURCE INFORMATION: ADVERTISING OPPORTUNITIES The hotel offers groups and their affiliate’s opportunities to sponsor/advertise during the specified dates of the meeting/exhibit. Your Event Manager will provide detailed information and can discuss other ideas not listed below:

Logo products, e.g., keycards Video Channel Plasma Screens Banners/Signage Flags

AFFILIATES (IN CONJUNCTION WITH: ICW) 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 standard 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 Events Department to set up food, beverage and billing arrangements. AIRLINE INFORMATIONAirline Nationwide 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 Austrian Airlines 1-800-843-0002


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British Airways 1-800-247-9297 Continental Airlines 1-800-525-0280 Delta 1-800-221-1212 Frontier 1-800-432-1359 Emirates Airline 1-800-777-3999 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 Virgin Atlantic 1-800-862-8621 Airport Information The nearest airport is the William P. Hobby (HOU) Airport located 10 miles, approximately 20 minutes from the Hilton Americas ~ Houston, or the George Bush Intercontinental Airport (IAH) located 20 miles, approximately 35 minutes from the Hilton Americas ~ Houston. http://www.flyhouston.com/ ALCHOLIC BEVERAGE SERVICE HOURS In accordance with Texas State liquor laws, all alcoholic beverage sales can begin at 10:00AM but must conclude at 2:00 AM. AMENITIES (See In Room Dining for food and beverage amenities) The In-Room Dining department is happy to service your group gift and amenity needs. You may advise your Event Manager of your specific preferences or budgeting guidelines. All amenity pricing excludes state sales tax, gratuity, and delivery fee. Room service gratuity is currently 19%. For a standard delivery, the fee is $4.00. The current amenity order form can be found under the “Forms”. AMERICANS WITH DISABILITIES (ADA) The Hotel represents that the 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 a list of any auxiliary aids needed by your attendees in meeting or function space with be provided to the Hotel one week prior to the start of your event. 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


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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. AUDIO/VISUAL Freeman Audio Visual Solutions, our audio/visual company, brings over 30 years of experience in the field of audio visual to your meeting at the Hilton Americas-Houston. Freeman AV can be reached by calling 713-577-6187.

We endorse and highly recommend Freeman A/V Solutions, the hotel’s in-house Audio/Visual provider, as the contractor for all of your audio/visual needs at our hotel. We also encourage you to use our in-house audio/video department in servicing your exhibit needs, as they hold the exclusive rights to utilize the in-house audio/video systems.

Outside contractors and production companies may patch in to existing in house sound system at the discretion of the Hotel and in house Audio Visual Vendor. Fees to patch into the house system are $45 per room section, per day. The hotel maintains no storage facilities for audio/visual equipment. This is the sole responsibility of the contracted agency.

An outside contractor or production company can be utilized under the following circumstances:

• The contractor or production company must have a certificate of insurance with a minimum of $5,000,000.00 general liability insurance on file with the hotel.

• All federal and local codes as well as those of the Hilton Americas-Houston must be adhered to.

• All hookups to the building's power source are handled by hotel personnel or by approved vendors.

• The contractor or production company is responsible for all charges relating to electrical hookups to the building's power supplies. This is not a complimentary service of the hotel.

Production companies are required to provide the hotel with detailed move in/out schedules.

Some very important issues for you and your production company to consider are technical sound checks and rehearsals. We understand how important these are, however, they must be accomplished without disturbing meetings or events that are in session. Should your sound checks or rehearsals interrupt in-house activities, we will expect immediate termination and re-scheduling for a more suitable time. Freeman Audio Visual Solutions Labor Guidelines (Union and Non-Union Properties) Freeman A/V Solutions is an in-house/on-property fully equipped audio visual company, which can handle from the simplest to the most complex audio visual requirements. Charges incurred may include, pending requirements, labor and power


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needs. Arrangements for equipment rental and services may be made through a Freeman A/V Solutions representative on property. A complete listing of services, equipment, pricing, and labor rates are available upon request. UNION GUIDELINES - Houston AREA Freeman A/V Solutions Labor Guidelines (Union and Non Union Properties) FREEMAN Audio Visual Solutions is the preferred audio visual company of the Hilton Americas Houston. They are the in-house/on-property company and fully equipped to handle the simplest to the most complex of audio visual requirements. Charges may include pending requirements, labor and power needs. Arrangements for equipment rental and services may be made through a FREEMAN Audio Visual Solutions representative on property by dialing 713-577-6187. A complete listing of services, equipment, pricing, and labor rates are available upon request. Contracted Holidays: New Years Day, Martin Luther King Day, Presidents Day, Easter Sunday, Memorial Day, Independence Day (Fourth of July), Labor Day, Thanksgiving Day and Christmas Day. Riggers (IATSE) Riggers are required for sound, lighting and projection equipment installed in the ceiling of a ballroom or meeting room and must be hired by FREEMAN Audio Visual Solutions. A fee of $50.00 per point and $25.00 per air wall hanger will be charged. Scissor lift rentals are available through FREEMAN Audio Visual Solutions for $400 per day or $800 per week. CAD drawings must be received 21 days prior to event for approval. Please contact FREEMAN Audio Solutions directly for a complete list of Rigging Guidelines. Call Times: 6 Hour calls – cannot roll over into another

department on the same job (2 rigger minimum) Work Hours: Straight time (ST) 8:00 AM ~ 5PM, Monday through Friday Over Time (OT) 5:00 PM ~ 12 Midnight, Monday ~ Friday All Day Saturday Double Time (DT) 12 Midnight ~ 8 AM Daily All Day Sunday


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Electrical Services (for Sound and Lighting) Our Property Operations team can assist you with determining the required amount of electrical power necessary for a show, event or production on-site at the Hilton Americas. Electrical requests can be submitted through your Event Manager. All electrical installs or hook-ups will be performed by a licensed electrician on the hotel staff. The determination of work performed by the hotel or its assigned contractor will be made solely by the hotel. Requests must be submitted at least 7 days prior to the date electricity is needed. Additional charges may be applicable for requests inside of 7 days – or the hotel may refer the request out to its assigned contractor.

For current electrical pricing please see the electrical order form under “Forms”. AUTOMATED TELLER MACHINES There is an ATM conveniently located on the east side of the lobby level, across from the gift shop. An ATM can also be found on the 2nd level of the George R. Brown Convention Center. BANQUET EQUIPMENT Items in our banquet inventory are for your use at no additional charge. Any equipment requested not in inventory which have associated costs, must be pre-arranged and will be charged to the group For more information on banquet equipment, please see your Event Manager. BANQUET MENU SELECTION We request that banquet menus, room arrangements, and other details pertinent to your convention be submitted to your Event Manager 60 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 can be accommodated. Please advise your Event Manager in advance with any special dietary requirements. Your Event Manager will send you our Catering Menus Upon Request. STANDARD BANQUET TERMS AND CONDITIONS 1. ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: The function space assigned indicates the space is tentatively being held and will be held on a definite basis upon signing of the Banquet Event Order (“BEO”). The terms and conditions of any group sales or catering sales agreement previously signed regarding this event remain in force and the BEO is intended to provide specific function/event information in support of the original agreement. If for any reason the function space reserved is not available for your event, you agree that we may substitute space of appropriate size and comparable quality for your event. If you plan to print or publish the assigned space, please contact us first to confirm the room assignment. 2. 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


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will attend your event. The arrangements set forth on the reserve side of your BEO will serve as the final arrangements for your event. The services, products, fees, etc. as noted will be provided at the time of your event and you will be charged based on the event guarantee that you give us or the number of people indicated at the time you signed the sales agreement or the BEO, whichever is greater. We will not undertake to serve more than 3% more than this guaranteed minimum. 3. OVERTIME: You agree to begin your event promptly at the scheduled start time and agree to have your guest invitees and other persons vacate the designated event space at the end time indicated on the final BEO. 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. 4. SERVICE CHARGE: 22% of the food and beverage total plus applicable state or local tax will be added to your account as a gratuity and fully distributed to servers, and where applicable, busser’s and/or bartenders assigned to the event. 22% of the food and beverage total, plus any applicable state or local tax, will be added to your account as a service charge. This service charge is not a gratuity and is the property of the hotels to cover discretionary costs of the events. 5. 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 discretion, may make reasonable substitutions in menus and you agree to accept such substitutions. 6. 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, or contractors. 7. OUTSIDE FOOD AND BEVERAGE: Due to state law, you may not bring alcoholic beverages into the Hotel. You must obtain prior approval from us before you bring in any food or non-alcoholic beverages from outside sources. 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. 8. 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. 9. 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, guest sleeping rooms, or equipment rental. 10. CANCELLATION: You may cancel this Agreement only upon giving written notice to us. The parties agree and understand that in the event of a cancellation, our actual damages would be difficult to determine. Therefore, you agree to pay the liquidated damages


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outlined in your sales agreement, if any, or the guarantee amount as set forth in paragraph 2, whichever is greater. As products and services must be purchased and scheduled in advance, notification seven (7) business days or less before the event will require that all charges (including labor and service fees, rentals and applicable taxes) for the final guarantee or contracted number of guests to be charged. Additional damages may be owed for cancellation of your sleeping room contract. 11. CONDUCT OF EVENT: Group agrees 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. The group agrees to cooperate with the Hotel and any relevant governmental authority to ensure compliance with such laws. 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, those types of services must be arranged through the in-house AV provider or the Hotel. You will be responsible for all costs associated with this rigging. BELL SERVICES Our bell services department is responsible for the movement of your luggage and the delivery of all non-food and beverage amenities. Porterage charges will be set forth in your contract. The current rate is $6.00 per person (in/out), plus state tax, and is subject to change. Departure notices and bag pulls should be coordinated with your Event Manager BILLING Should you require a master account for billing purposes, please complete and return our credit application 90 days prior to your event. Upon approval, master accounts will be assigned per your instructions. Please be sure to advise your Event Manager in advance for any specific instructions on how you would like your bill organized. We recommend on-site daily review with the Group Billing Coordinator. BOX LUNCHES If you wish to order box lunches for your group, your Event Manager will arrange the order for you and provide delivery to your specified location on the property. BUSINESS CENTER Whatever your business needs may be they can all be accommodated through our in-house Business Center. Prices are quoted on an individual basis, depending on the type of equipment needed as well as the scope of the job requested. In order to address your specific group’s needs, please refer to the Business Center or discuss them with your Event Manager. The Business Center, located on the 3rd Floor, offers a wide range of business services including copying, faxing, equipment rental (fax machines and copiers), document binding, UPS/FedEx shipping, and the ability to create color posters/signage. Whether you require a fully operational office setup on property or various limited services, the Business Center is designed with everyone’s needs in mind.


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The Business Center also features two small meeting rooms that can be rented by the hour for conference calls, interviews, etc. Each of these rooms accommodate up to 6 people comfortably.

Current Hours of Operation are: - Monday - Friday 7:00 am till 3:00 pm - Saturday - Sunday Closed*

*Based on business volume. We do feature a 24 hour hotel key entry business center. This automated business center is credit card operated and can fulfill your needs with most services present. There is internet accessibility, Copying, Faxing and other services available. BUS/BUS COMPANIES The East Drive, located on Avenida De Las Americas, is designated for all shuttle buses or tour buses arriving at or departing from the hotel. Please contact your Event Manager to schedule usage of the East Drive. The Hotel does not have any availability for bus parking. For transportation and bus services, please refer to the Limousine section of this document. Merlo’s Limousines offers a wide variety of transportation services. CAR RENTAL AGENCIES Following are the three Hilton preferred companies, their locations, and contact numbers. Hertz Rent-A-Car 800-654-3011 Avis Rent-A-Car 800-321-3712 Budget Rent-A-Car 800-527-0700 *CASH PAID OUTS The Hilton Americas- Houston is to be notified prior to your group’s arrival of the need for any Cash Paid Outs. Cash Paid Outs must be covered in advance with a check equal to or greater than monies needed. Cash Paid Outs may be processed Monday-Friday 8:30am – 4:30pm. Should you wish to process a paid out during any other times or days, please inform your Event Manager. *CASH PAYING GUESTS In the event a hotel guest does not have a major credit card to secure his/her room, the Hilton Americas Houston will require full payment in advance for room and tax 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. CELEBRITY/DIGNITARY VISITS Rest assured your celebrities or dignitaries will be treated with the utmost confidentiality. Your Event Manager is happy to work with you to accommodate any needs you have.


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*CHECK CASHING PRIVILEGES Hotel guests may cash checks at the Front Office. The check must be imprinted with the guest’s name and address and made out to Hilton Americas Houston. Identification will be required. The Hotel’s guest can cash up to $50 a day. Gold and Diamond Hilton Honors members can cash up to $100 a day, maximum. CHECK-IN AND CHECKOUT Hotel check-in time 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 Service 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 $75 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. Zip Checkout With zip checkout, your room folio is provided at your door early in the morning of your departure. To check out simply verify the charges, and then use the television remote or dial extension 2401. 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. Kiosks The Hilton Americas Houston offers Kiosk check-in and checkout as a convenience to our guests. Our kiosks are user friendly and accept credit or HHonors cards. Guests are able to retrieve room keys at check-in and a printed folio at checkout. The kiosks can also print out a boarding pass for all major airlines. COAT CHECK SERVICES Coat check service is available and can be coordinated by your Event Manager. Prices listed below are subject to change:

Hosted - $90.00 flat rate per attendant CONCIERGE The Hilton Americas Houston Concierge is located on the Lobby Level across from the Front Desk. Concierge assistance is available from 7:00 am – 11:00 pm, 7 days a week. The Concierge can assist with the following: Show tickets, restaurant reservations, city tours, and city information, as well as many other requests. GEORGE R. BROWN CONVENTION CENTER 1001 Avenida de las Americas


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Houston, Texas 77010 Main Line 800-427-4697; 713-853-8000 Main Fax 713-853-8090 [email protected]://www.houstonconventionctr.com/ CREDIT CARDS The Hilton Americas Houston accepts most major credit cards including: American Express MasterCard Visa Discover JCB Diner’s Club 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 three business days prior to your function or by personal bank check two weeks prior to your function. If you would like to establish credit, please contact your Catering/Event Manager. CURRENCY EXCHANGE The front desk currently exchanges all foreign currency at the prevailing rate from Bank of America. Each guest is limited to a currency exchange of $100 per day, with identification. If a large amount of money is to be exchanged, we strongly recommend handling the exchange through your home bank. DECORATIONS Please contact your Catering Manager for a description of items available as well as complete party package menus. We are happy to suggest ideas on novel favors, souvenir menus, printed programs, creative ice carvings, theme food presentations, and 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. Freeman Company is the preferred Drayage Company of the Hilton Americas Houston. All drayage service must be arranged through the group’s chosen drayage/decorating company. The Hotel does not have available storage space to accept exhibitor packages. Any exhibitor deliveries received prior to the move-in date will not be accepted. DESTINATION MANAGEMENT COMPANIES (DMC) Preferred vendors that have successfully worked with the hotel are listed below for your reference.


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mailto:[email protected]

http://www.houstonconventionctr.com/

1. Destination Houston: John Abrash – 713-227-8300, 912 Prarie, Houston, Texas 77002-3110

2. The Sullivan Group: Clare Sullivan - 832-200-1010, 4545 S. Pinemont, Houston, Texas 77041

3. Cosmo Cool Concepts Inc.: Clayton Orr - 713-863-1800, 1704 Seamist # 410, Houston, Texas 77008

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. DIAGRAMS Blank Meeting Room Diagrams are available on our website or by contacting your Event Manager. A specific Meeting Room Setup diagram can be completed upon request. DIETARY REQUIREMENTS Our Chef will provide meals for your attendees with special dietary requirements. Please advise your Event Manager if a special meal is required. DIRECTIONS TO THE HOTEL

What are the directions from George Bush Intercontinental Airport (IAH) to the hotel?

• Follow the directional signs out of the airport to I-45 South • Proceed on I-45 South • Exit McKinney Street (Left Exit) off of 45 South • Proceed on McKinney to La Branch • Turn right on La Branch and proceed on La Branch to Dallas • Turn left on Dallas and after 2 blocks the Hotel will be on right.

What are the directions to the hotel from William P. Hobby (HOU) airport?

• Follow the directional signs out of the airport to I-45 North • Proceed on 45 North and Exit Downtown Destinations/Scott Street • Proceed on Pease Street to Austin Street • Turn Right on Austin and proceed on Austin to Lamar • Turn Right on Lamar and 3 blocks down on the right will be our hotel


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www.americashouston.hilton.com

DRESSING/GREEN ROOMS Please contact your Event Manager if you require any Dress/Green Rooms for entertainment. DRY-CLEANING – SEE LAUNDRY/VALET Laundry services are available by dialing extension 2301. Garments picked up prior to 9 a.m. are returned to guests by 6 p.m. the same evening. Garments picked up after 9a.m. will be returned the following day by 6 p.m. Please note that there is no service on the following Holidays: Memorial Day, July 4, Labor Day, Thanksgiving, Christmas and New Year’s. e-EVENTS Hilton Family’s online booking channel for small groups and meetings. e-Events can be found at www.hilton.com ELECTRICAL The Property Operation Department provides assistance with all your mechanical and electrical needs. Please contact your Event Manager if you require an electrical services request form to secure additional power and/or labor services. All requests for power requirements are to be communicated to your Event Manager. The electrical request form can be found under the “Forms” section at the end of this document. ELEVATORS The Hilton Americas Houston has 15 guest elevators located on the east and west side of the lobby, as well as an escalator on the eastside of the lobby level. In addition, there are 5 parking garage elevators located in our parking garage. EMERGENCY PROCEDURES The Hilton Americas Houston is fully prepared to handle different types of situations to assist our guests. The following is information on our emergency procedures:


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• The hotel internal emergency number is 55 from any house phone.

• The hotel has an emergency response team 24 hours a day. In the event of an emergency, calling the emergency number 55 will initiate the appropriate response.

• Paramedics, Fire Department, and the Police Department are all located approximately 3 minutes from the hotel.

• Our Security Department, as well as a small number of other employees, are trained in CPR and First Aid.

• Emergency evacuation routes and procedures are located on the inside of all guest room doors.

• Emergency Medical/First aid Services can be coordinated with the following Vendors:

Advantage Nursing Services, ING

3900 Essex Lane, Suite 190

Houston, TX 77027

(713) 850-7677

First Response Medic Services

(832) 877-7912

[email protected]

Medical By Carmen

17315 Loch Langham Ct.

Houston, TX 77084

(713) 666-6880

(713) 254-6841 Mobile

[email protected]

Precision EMS

1419 Silverdale St.

Houston, TX 77029

(832) 771-5648

[email protected]


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ENVIRONMENTAL COMMITMENT At Hilton Hotels Corporation, protecting the Environment is a top priority. Responsible environmental activity is good for both our business and the community. Hilton has developed a comprehensive company-wide policy to promote business practices that help preserve the environment. We provide guidelines for all of our facilities. The Hilton Americas-Houston is proud to have received their Green Seal certification. For a full list of our “green” initiatives please contact your Event Manager. EXHIBITS Please request the hotel’s Facility Resource Guide from your Event Manager. For Exhibit Layouts please contact your Event Manager FAX MACHINES All guests have access to the business center fax machines during business hours and can also contact Freeman AV Solutions to inquire about rentals. FAX NUMBERS For Guests: 713-739-8007 Catering/Event Services office: 713-577-6141 Sales office: 713-577-6140 Reservations office: 713-577-6167 FIRE CODES The following are a few general regulations that typically fall under local fire authorities’ specifications. They should be considered when planning and coordinating space, decorations, etc., in the ballrooms and meeting rooms, along with all other applicable laws, codes, and regulations. Where exits are not immediately accessible from an open floor area, safe and continuous passageways, aisles or corridors shall be maintained leading directly to every exit and shall be so arranged as to provide convenient access for each occupant to at least two exits by separate ways of travel. The aisle needs to be as wide as or wider than the exit to which they are leading. There will not be any setup permitted in front of any exit doors. Staggering of dining tables is not permitted. All room sets must be in compliance with the local Fire Department regulations pertaining to occupancy load, mandatory aisles and ceiling clearance fire exits. Any event which has vehicle displays, fog machines, fueled cooking demonstrations, laser exhibits (including tabletop) or extensive productions with staging and props must have a certified permit from the local Fire Marshall. All associated fees for permits, floor plan approval and stand-by fire watch are your responsibility and final approved copies must be received at least three days prior to the event.


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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. It is ultimately the group’s responsibility to ensure that your event complies with all applicable laws, including, but not limited to fire and safety codes, rules and regulations. General fire & safety policies/procedures have been established to ensure the Hilton Americas Houston, its personnel, guests, clients, and related service industries are working in a safe environment, and working in compliance with The City of Houston statutes governing fire prevention. These policies and procedures should serve as a guideline for all concerned, and will be enforced by Hotel management and The Houston Fire Department. Any requests for variations or exceptions should be directed through your Event Services Manager and must be approved in writing by Hotel management.

• Any material used for scenery, drapes and decorations shall be so treated with a flame-retardant solution and be continuously maintained in such condition as to pass the test for scenery and decoration given in Section 90-58 of the Municipal Code of the Houston Fire Department and be so certified by a testing agency recognized by the Bureau of Fire Prevention.

• All open flame devices used for illumination or decorative purpose shall be in suitable non-combustible holders and be placed in such a manner that they will not ignite any combustible material or constitute a dangerous hazard or condition.

• The minimum width of aisles and passageways shall be kept free of obstructions leading in to and out of assembly occupancy areas.

• It shall be unlawful to lock or fasten any door or other means of an exit from any building, room or space, other than individual dwelling units.

• The storage, handling, keeping or using of any liquefied petroleum gas for any purpose is not permitted in any exhibition area.


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• Obstructions that hinder the effective operation of the automatic sprinkler system are not permitted unless the sprinkler system is extended to include the area(s) below the obstruction.

• Temporary seating in a place of public assembly where more than 200 seats are placed in rows, must be secured (“ganged”) in units of not less than 5 seats and not greater than 20 seats.

• Aisles must lead to exits or to aisles leading to exits. In assembly units of Type 1A or 1B construction, other than theaters, there may not be more than 20 seats between aisles (depth of aisles are to be 32” providing back of chairs do not exceed ¾”) and not more than 10 seats abutting an aisle at one end only. If additional seats are to be added or aisles made longer, refer to Appendix K, G1, Section 54-8.7 and 90-84.

• During setup and removal of exhibits and when workers are in exhibition areas and during hours that the exhibits are closed for the night, all doors that are required to be used as an exit from the exhibition areas and doors required for access to fire fighting equipment on the premises shall be unlocked. Security personnel shall be at all doors while same are unlocked.

• Smoking is not permitted during exhibitions, or during the set-up or dismantling of a show.

• Vehicles on display within an exhibit hall shall comply with the following: all fuel tanks shall be locked or sealed in an approved manner to prevent the escape of vapors; fuel tanks shall contain not more 1/8th tank of fuel; at least 1 battery cable shall be removed from each set of batteries; vehicles shall not be moved during show hours.

FITNESS CENTER Skyline Health Club boasts panoramic downtown views, advanced cardio Precor® equipment and a wide variety of free weights with an array of the latest in strength training equipment. Personal entertainment systems with headset plug-ins flank each fitness machine so you'll never miss breaking news. Locker rooms are lavishly appointed with amenities that include dry and steam saunas. Enjoy convenient private stairway access to our 24th floor heated, 75-foot indoor Infinity pool and oversized whirlpool. All facility features are complimentary for Hilton Honors Silver, Gold and Diamond guests or with any spa service. A nominal fee applies otherwise. Skyline Health Club is open 5:30am to 10pm Monday-Friday and 6am to 10pm Saturday and Sunday.

There is no charge for pool usage.


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FLAGS Our Banquet Department currently has three United States and three Texas State flags in inventory. If you require additional flags, please discuss rental costs with your Event Manager. FLORAL/FLORIST Flowers by Nino, Nino Shbeeb 281-873-6466 is our in-house florist featuring a large selection of flowers and plants. They can provide beautiful table and buffet centerpieces for your special event or even large pieces as seen displayed in front of the Front Desk on the Lobby level. Please contact your Event Manager for assistance with a proposal for your special event. 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. We ask you to cooperate with us in this endeavor. FREIGHT ELEVATOR The Freight Elevator services floors 1-5. The Freight Elevator has interior dimensions of 10’x 20’x 8’ (approx. total weight capacity is 20,000 LBS). The Freight Elevator is used by the Hotel and its employees as well as vendors working in the hotel. The Freight Elevator is not reserved for one function and must be shared at all times. FURNITURE REMOVAL Bed Only - $175.00 per room All furniture- $350.00 per room (We do not recommend suites for meeting rooms. Armoires cannot be removed.) 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 5th floor Executive Office and are designated for restaurants, lounges, 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 Event Manager for further details. GIFT IDEAS www.hiltontohome.com/ The Hilton Serenity Collection www.waldorfcollection-hotelsathome.com/home.html - The Waldorf Collection 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 (gratitude).


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http://www.hiltontohome.com/

http://www.waldorfcollection-hotelsathome.com/home.html

Recommendations: Housekeeping - $1.00-2.00 per day Bellman - $2.00 per bag and discretionary for above and beyond services provided. Disclosure: all gratuities not outlined in the contract are discretionary. GROUP RESERVATIONS IDENTIFICATION PROGRAM (G.R.I.P.) Manage room blocks proactively with automated cross-reference of group registration lists against hotel reservations.

Automates the process of all reservations booked within or around an associated group block

Reduces exposure to attrition Ability to monitor booking pace No charge – it’s FREE

GROUP CHECK-IN, ARRIVALS AND DEPARTURES The Hilton Americas Houston has a specially designed group entrance to accommodate the needs of your group. It has a Porte Cochére and ample room for bus loading and unloading. It is also conveniently located near the ballrooms and meeting rooms. This area may be reserved and set up for satellite check-in and convention registration, depending on your arrival pattern. All coach arrivals will be directed to the group entrance, as the front entrance becomes easily congested and large movements can be more efficiently accommodated at the group entrance. Your guests will be asked to remit credit or a cash deposit upon arrival for their incidental charges, unless we have agreed to accept a letter of guarantee from your organization, and it is on file at time of check-in. 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 assigned. Dependant on the arrival pattern, pre-keying guest rooms for your group is also an option. If your guests will be arriving at scattered times throughout the day with no transportation arrangements made or arrival manifest, we will assign rooms on a first-come, first-serve basis. GUEST LIST MANAGER An on-line tool provided by Hilton to group customers that allows them to manage their group’s reservations on-line and provides on-line guest list information. Please ask your Event Manager for more details. A current HHonors membership is necessary to register for the Guest List Manager. GUEST ROOMS GUEST ROOM ACCOMMODATIONS: 1066 Standard guest room amenities include:

• Private safe, refreshment center, in-room coffee maker, hair dryer, iron and ironing board


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• Video guest room account review and check-out • Telephone voice mail messaging, direct dial phone with message alert, data port • Wireless access, high speed internet • Complimentary USA Today newspaper • 32 rooms are equipped to meet ADA Requirements, 9 rooms include roll-in showers

Executive Level (19th - 22nd Floors): 98 Executive Level guest room amenities include:

• Key access to Private Concierge Service Floor with Lounge • Complimentary breakfast offerings and evening hors d’oeuvres (with cocktail honor

bar service available) in the Executive Lounge • Private safe, refreshment center, in-room coffee maker, hair dryer, iron and ironing

board • Video guest room account review and check-out • Bathrobes, TV Guide and magazines provided • Telephone voice mail messaging, direct dial phone with message alert, dataport • Wireless access, high speed internet • Complimentary USA Today newspaper

Suite Accommodations • 20 Double Bay Suites (779 sq ft) Two connecting bedrooms available (one double/double, one king) • 10 Single Bay Suites (389 sq ft) Two connecting bedrooms available (one double/double, one king) (one double/double, one king) • 1 Northwest Suite (1170 sq ft) One connecting bedroom available (king) • 2 Chairman Suites (1819 sq ft) Two connecting bedrooms available (one double/double, one king) • 2 Presidential Suites (1943 sq ft) Two connecting bedrooms (one double/double/one king)

Suite Diagrams Available upon Request TOTAL GUEST ROOMS 1,200 Texas state law and local enforcement of national fire codes mandate that there is a maximum of four guests per room (adults/children). Hilton is pleased to present “The Serenity Collection”; today’s premier bedding package including pillow top mattresses and luxury linens. Did you enjoy your night’s sleep? Visit http://www.hiltontohome.com/ to order your own Serenity bed and other Hilton room amenities.


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http://www.hiltontohome.com/

GUEST ROOM DELIVERIES Bell Services delivers non-food or packaged deliveries to the guest rooms. Please note that the following fees will apply to all distributions:

Outside of Guest Room Door: $1.50 per piece Door Knob Hanging: $2.00 per piece Under Guest Room Door: $2.25 per piece

Inside of Guest Room: 1st piece: $3.00, each additional piece: $1.50. Special Delivery $5.00 per item (i.e. Flowers, Baskets, Gifts, Boxes):

GUEST SERVICE HOTLINE Guests with specific needs or requests may pick up a house phone and dial extension 2345. A hotel operator will direct your needs to the appropriate hotel contact. HHONORS FLOOR Floors 18 through 22 are designated as our Hilton Honors floors. HOSPITALITY DESKS Your Event Manager is happy to arrange a hospitality desk for your group. Hospitality desks are located in main lobby near the group’s check-in. Phones may be arranged in advance with either in-house extensions or direct dial numbers. Please note that all hospitality desks will be taken down each evening and reset for the next day’s use. Should you require a larger area for an office, storage or hospitality, please consult your Event Manager for space availability. Handwritten signs and flip charts are not allowed in any public areas of the hotel. Professionally printed signs may be ordered in advance. Hospitality Desks will not be permitted in the rotunda near the main entrance of the hotel. HOUSEKEEPING Daily housekeeping services, which consists of general cleaning. Should one of your guests require special times of service, requests may be made directly with Housekeeping or your Event Manager. The suggested housekeeping gratuity is $2.00-$3.00 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-a-ways. Please note there is a maximum of four persons (including children) allowed per room.


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INDEMNIFICATION To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the Hotel, Hilton, and the Owner, as well as their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney’s fees), arising out of, or connected with your function, except those claims arising out of the sole negligence or willful misconduct of the hotel. IN-ROOM DINING Our In-room Dining is open 24-hours a day for breakfast, lunch, dinner, snacks and beverage service. In-Room Dining can be reached at extension 2538 in-house. A variety of amenities are also available through room service. The current amenities list is available in the “Forms” section of this document Room service gratuity is 19% and is posted automatically on all checks. There is also a delivery fee of $3.00 per order. INTERNET SERVICES The Hilton Americas Houston provides numerous Internet Services. The Hilton Americas-Houston Information Technology department can be contacted through your Event manager. Wired and Wireless Internet Services are available in the Hotel’s Guest Rooms at a daily charge. A wide range of service options are available in the Meeting and Event space. A full Information Technology brochure is available in the Forms section at the end of this document. KEYS Please contact your Event Manager if you would like keys to any of your meeting, office, or hospitality rooms. If you wish to have a lock changed there will be a $50.00 charge per cylinder/door/per room and you will be required to sign a hold harmless agreement. A $150 refundable deposit will be required to cover the keys. (Customized) KEY CARDS Please contact your Event Manager if you would like custom keys for your group. Customized Key Cards are an excellent way to market your organization. A fee of $3.00 per room on your peak night will be charged to distribute the cards. KEY HOTEL CONTACTS The Hilton Americas Houston Managing Committee consists of the following people: Resident Manager Melissa Lane 6022 Director of Food & Beverage Jay Bush 6018 Director of Finance Phil Tubb 6015 Director of Front Office Claudia Robinson 6086 Executive Chef Ruffy Sulaiman 6108 Director of Housekeeping Jose Cervantes 6075 Director of Engineering Mo Khan 6083


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Director of Sales and Marketing Janice O'Neill-Cox 6027 Director of Events Randy Shain 6055 KIOSKS The Hilton Americas Houston offers kiosk check-in and checkout as a convenience to our guests. Our kiosks are user friendly and accept credit or HHonors cards. Guests are able to retrieve room keys at check-in and a printed folio at checkout. The kiosks can also print boarding passes from all major airlines. Two kiosks are located between the Front Desk and the Lobby Bar, while two more are located across from the Front Desk in front of the Concierge. LAUNDRY/VALET – SEE DRY CLEANING Complete laundry services are also available by dialing extension 2301 in-house. Garments picked up prior to 9:00 a.m. are returned to guests by 6:00 p.m. the same evening. Garments picked up after 9:00 a.m. will be returned the following day by 6:00 p.m. Please note that there is no service on the following Holidays: Memorial Day, July 4, Labor Day, Thanksgiving Day, Christmas Day and New Year’s Day. LIMOUSINE SERVICES Arrangements may be made to have a group VIP transported by our hotel limousine or town car, or through an outside service. Merlo’s Charter is our preferred service and can be reached at 866-367-5466. LOAD-IN/LOAD/OUT (PRODUCTION, DÉCOR AND STAGING) Please coordinate all Load-in and Load-out details with your Event Services manager. For all other information please refer to the Facilities Guidelines document that will be provided for you prior to your event. LOADING DOCK The loading dock is located at the back of the Hotel on Polk Street the hours of operation are from 6:00AM – 6:30PM daily. Please refer to The Exhibit Resource guide for details. Dimensions: 2 Bays 24’4” wide 15’0” Tall Doorway 10’0” wide 7’9” tall Clearance to Service Elevators: Blast Header 7’9” LOST AND FOUND It is the policy of Hilton Hotels Corporation to make every effort to return any found property to its rightful owner. All property found in the hotel will be recorded, stored, and disposed of, whether it is found in a guestroom, public space, or any other area of your hotel. We will make every attempt to determine the legitimate owner and return the found property. If the


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owner cannot be determined within ninety days (or other time period specified by local law), the found property will be disposed of in accordance with the state law. If no local or state law exists, or these agencies decline involvement, the property shall be returned to the finder. This policy does not apply to minor items found on the property such as a toothbrush, ladies hosiery, cigarettes, etc. Please dial our Security Dept at 6134 to inquire of any lost or found items. LUGGAGE STORAGE Based upon availability, an area in the hotel may be set aside to store hand carry luggage for individuals leaving later in the day. It is requested that your staff supervise these items, as they will be stored at your own risk. Please contact you Event Manager to schedule any luggage storage. A bellman can be scheduled to supervise luggage storage at a rate of $125 per 8 hours. MANAGER ON DUTY (M.O.D.) For your convenience, a manager on duty is available 24 hours a day, 7 days a week and can be accessed via the guest service hotline at extension 2345. MAIL SERVICES Stamps are for sale at the front desk or through the ATM machine located in the east lobby. Concierge and Business Center offers USPS, FedEx, UPS and Airborne services. MASTER ACCOUNTS See Sales Agreement. MEDICAL FACILITIES/SERVICES CHRISTUS ST JOSEPH HOSPITAL – WWW.CHRISTUSSTJOSEPHVILLAGE.ORG 1401 ST JOSEPH PKWY, HOUSTON (713) 757-1000 MEETING ROOM SET STANDARD Standard meeting rooms include the following items: • Banquet or classroom tables and chairs

• Linens

• Pads and pens or pencils

• Ice water

• Lectern

Basic meeting room set up is complimentary. Depending upon the extent of the setup requirements, additional charges may be incurred. Please contact your Event Manager for miscellaneous/electrical charge price sheets. All meeting rooms are set non-smoking.


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http://www.christusstjosephvillage.org/index.htm

MERCHANT PERMIT INFORMATION According to the Houston Municipal Code, an ITINERANT MERCHANT PERMIT is required when selling items during an event:

"...for a trade show or exhibition to anyone who conducts a merchandising service business in the City of Houston at a temporary location for a limited time. An "organized or sponsored trade show or exhibition" means an exposition of services of merchandise, including artwork arranged through an organization or entity which is primarily responsible for obtaining the space and subsidiary services participant vendors or exhibitors may require for this event. The word “sponsor” means any organization or entity, which organizes or sponsors a trade show or exhibition & which is primarily responsible for arranging to obtain the space and subsidiary services with participating vendors or exhibitors may require for such events. A sponsor shall apply for a Class 1 license on behalf of each itinerant merchant who is a participant in an organized or sponsored trade show or exhibition. "

The fee is $ 50.00 (subject to change) and is limited to 40 Days. Payment is payable to:

City of Houston Department of Revenue 901 Bagby Houston, TX 77002 713-837-9838

EACH VENDOR must also have a Texas Business Tax (IBT) Number. EACH VENDOR of the event MUST fill out the application, pay for and receive the permit immediately. If you do not have the permit during the event, a fine may be imposed by the City of Houston on the vendor and/or the organizer/sponsor of the event. To register online go to: www.houstonpermits.com PARKING The Hilton Americas Houston offers self-parking in our garage behind the hotel on Polk Street. Please contact your Event Manager for pricing If you are planning a large movement or delivery of rental cars for a specific group event or activity, please advise your Event Manager so that specific parking may be reserved. PERSONALIZED ON-LINE GROUP PAGE (POG) POG is a personalized web page for your attendees to book reservations directly online.

Available at all Hilton Family properties Customize with your program Customize with your logo No charge – it’s FREE


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http://www.houstonpermits.com/

Please contact your Event Manager to create this group page. A link will be provided upon completion of this page that can be added to your website. The creation of this group page takes three to five business days. PETS (POLICY) Pets: Allowed Maximum size: Medium Maximum weight: 75 lbs Deposit: USD 75.00 Services: Non-refundable deposit POST-CONVENTION MEETING We encourage our customers to meet with our Executive Committee during or after their convention to review and provide feedback. Your Event Manager will coordinate a convenient time. POST EVENT REPORT For meetings and conventions with more than 100 rooms on peak night, your Event Manager will complete a Post Event Report. This report details room pick-up and food and beverage revenues. A copy of this report will be provided to you upon request after your event. PRE-CONVENTION MEETING 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 Event Manager as to who will attend from your organization and what a convenient time would be for this meeting (time ranges from 30 minutes to one hour). Please advise your Event Manager at least 15 business days prior to the event when you would like this meeting to occur. Please note that for smaller groups, a smaller more personalized meeting may be set up involving key operational department heads. PRODUCTION GUIDELINES We recognize that there may be times when you utilize the services of an outside company to assist you with the “production” of your program, whether for audio visual needs or décor. Given those circumstances and the need to help us maintain our facility, we expect you to share the following information with your sub-contractor:

• The Production Company needs to be aware that the Hilton Americas-Houston is a Union hotel. • The Production Company needs to provide the hotel with a Certificate of Insurance for a minimum

of $5,000,000.00. • The Production Company must register on a daily basis with our Security Base Station on Level

One upon arrival and retrieve a bracelet. • There will be a facility walk-through of the contracted event space with you, the Event Services

Manager and the Production Company. • Equipment cannot be closer than eighteen (18) inches to the perimeter walls. • All post set-up storage must either be in compliance with the City of Houston Fire Code or

removed from the Hotel’s premises. Nothing can be stored in the back of the house, service corridor or air wall closets.


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• It is the responsibility of the Production Company to adhere to the appropriate Union jurisdictions in handling all non-Hilton property.

• In compliance with the City of Houston Fire Code, the ballroom doors do not lock. The Hotel is not responsible for anything that is left in the ballroom.

• Due to multiple-group usage of our function space, the Production Company needs to submit a timeline for set-up, rehearsals and teardown times to your Event Manager.

• The Production Company must cover all cabling on the floor using either tape or ramps. A walk-through with your Event Manager will be scheduled to ensure this requirement is met.

• It is the responsibility of the Production Company to protect all carpeted and/or marbled areas during set-up and teardown; the use of either plywood or visqueen is required.

• A fire guard will be required in the event your production necessitates deactivating our fire safety system.

• While on site, any additional needs/requests should be directed to the Event Services Manager.

• No Loading is allowed in front of Hotel. The Hilton Americas-Houston does not provide custodial services for production or decorating companies. Trash removal from the production/decorated area is the sole responsibility of the contractor. All trash must be placed into its appropriate container, any excess of trash which results in an additional dumpster pick-up or delivery will be billed directly to contractor. At the conclusion of the exhibit or production, the function room and loading dock must be left presentable for the next day's business prior to leaving the property. It is the responsibility of the decorator/florist to return immediately after the contracted event has finished, to remove any materials used to decorate the function space. The decorator/florist must ensure that the space is left in a presentable manner, which means removal of all trash, wood, leaves, flower petals etc. Any damages caused to hotel property will be directly billed to the contractor. Any leaves, flowers, etc., left on the floors prior to the event must be cleaned up by the florist PUBLIC TRANSPORTATION Limousine Service: Any inquiries regarding limousine or other transportation services may be directed to the Concierge’s desk at extension 6089.

Taxi Cabs: Asking for a “Flat Rate” from the airports to downtown Houston will get you the best price. To or From William P. Hobby Airport (one way) “Flat Rate” of $22.00 – $23.00 To or From George Bush International Airport (one way) “Flat Rate” of $44.50 – $45.50 Airport Surcharges up to $2.75 will be charged.

Taxis are available from the hotel front door 24 hours a day. They are also readily available at the airport.

Super Shuttle: Airport shuttles to and from both Hobby and Bush International Airports


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Guests may catch the shuttle busses in the Baggage Claim Area of each airport or pre purchase tickets on line by going to: www.supershuttle.com

Current Pricing (as of April 2010): Fees to or from Hobby (one way) $ 19.00 Fee for Round Trip to and from Hobby $ 38.00

Fees to or from Bush Int’l (one way) $ 23.00 Fee for Roundtrip to and from Bush Int’l $ 46.00

All arrival and departure must be pre-arranged with Super Shuttle Parking

The Hilton Americas – Houston offers valet parking for up to 400 cars on a first-come/first-served basis.

Valet Pricing (subject to change):

Day Rate (no “In and Out” privileges) $18 Overnight Rate for Hotel guests (with “In and Out” privileges) $28 per day Self Parking rates (subject to change) are:

(Parking Garage is connected via an enclosed walkway) 0 ~ 30 minutes Free 31 minutes ~ 1 hour $ 4.00

61 minutes ~ 2 hours $ 8.00 121 minutes ~ 6 hours $ 12.00 6 hours ~ 24 hours $ 18.00 Ace Parking Phone Number 713-577-6179 Ace Parking Rates are Subject to change. Please confirm the parking rates with your Event manager prior to publication.

RADIOS/PAGERS/NEXTELS We are willing to assist you in obtaining Nextel’s for use during your program. Please consult your Event Manager for assistance. REGISTRATION ASSISTANCE If additional staffing is needed for your activity or hospitality desk, please consult with your Event Manager. Registration attendants are easily scheduled with sufficient notice. REGISTRATION DESKS Your 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 will be taken down each evening and reset for the next day’s use. Group may be pre-keyed and pre-registered upon request based on guest room availability.


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NOTE: Attendees must either “direct bill all charges” or all incidentals must be guaranteed to the group master account. NO EXCEPTIONS. This is based on room availability. We do not guarantee key delivery time. Should you require a larger area for an office, storage or hospitality, please consult your Event Manager for space availability. Handwritten signs and flip charts are not allowed in any public areas of the hotel. Professionally printed signs may be ordered in advance. RESERVATIONS RAPID! RESERVATIONS AUTOMATED PROCESSING INPUT AND DELIVERY SYSTEM Expedited reservation processing straight from your rooming list into our system.

Eliminates dual entry process Accurate and efficient reservations Supports 3rd Party Clearinghouses No charge – it’s FREE

RAPID is the preferred group rooming list delivery system. The database can be provided to your group upon request. The system is user friendly and compatible with Microsoft Excel. RESTAURANTS/LOUNGES

Please be informed that the Food & Beverage outlets hours of operation are as follow:

Café Breakfast a la Carte 6:00 am to 11:00 am – Open Daily Breakfast Buffet 6:00 am to 10:00 am – Open Daily Lunch 11:00 am to 2:00 pm – Open Daily Dinner 5:00 pm to 11:00 pm – Open Daily Spencer’s Dinner 4:00 pm to 10:00 pm. – Sunday through Thursday Dinner 4:00 pm to 11:00 pm - Friday & Saturday Lounge 2:00 pm to 11:00 pm - Sunday through Thursday Lounge 2:00 pm to 12:00 am - Friday & Saturday Java Jive @ 1600 6:00 am to 7:00 pm – Open Daily Lobby Bar 11:00 am to 2:00 am (last call at 1:30 a.m.) – Mon through Sat 12:00 pm to 2:00 am - Sunday In-Room Dining (Room Service) Breakfast 6:00 am. to 11:30 am. Lunch 11:00 am. to 5:30 pm. Dinner 5:30 pm to 11:00 pm


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Late Night 11:00 pm. to 6:00 am. (Certain items till 3 am) In-Room Dining Beverage Service will be available until 2:00 a.m. RESTAURANT RESERVATIONS Reservations are strongly recommended for Spencer’s. RESTROOMS Public restrooms are located in the following areas: Lobby Level: Between the Lobby Bar and the Café. 2nd Floor: Next to the Westside Elevators, Behind the Eastside Elevators. 3rd Floor: Next to the Escalators on both ends of the floor. 4th Floor: Behind both sets of elevators. RIGGING All rigging must be arranged through Freeman AV Solutions. Please speak with your Event Manager for details. ROPES/STANCHIONS Please check with your Event Manager for the availability of rope and stanchions with connecting rope, for your event. (Please note that the hotel carries a limited amount of rope and stanchions and if additional amounts are required beyond our current inventory a rental fee will be required) SAFES/SAFE DEPOSIT BOXES Available at the front desk, arranged by your Front Desk Agent and can be arranged by your Event Manage. All Guestrooms are equipped with an in-room safe. 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 which conducts business in the city or county in which we are located. The agency will be subject to our approval. Such security personnel may not carry weapons. The Hilton Americas Houston has security officers on duty 24 hours a day; however, the hotel shall not assume responsibility for damage or loss of any merchandise or articles. Your group should make arrangements to provide security and/or insurance to safeguard against any losses or damage to Hotel property. The Hotel can offer suggestions for obtaining private outside security for exhibits, audio visual set-ups, merchandise or displays, and fire watches. (Refer to Vendor List at the end of this document) NO FIREARMS will be allowed on the hotel property at any time.

The Hilton Americas-Houston requires a FIVE MILLION-DOLLAR LIABILITY POLICY on all security contracts.

HELPFUL SUGGESTIONS re: LAPTOP COMPUTERS The following is recommended for safeguarding your item(s):


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• Never leave your Laptop computer unattended, always secure event rooms • Safety deposit boxes large enough to accommodate Laptop computers available at

our Front Desk (Lobby Level) at NO CHARGE IN-HOUSE EMERGENCY TELEPHONE NUMBER The emergency number within our hotel is Ext. 55

The Hilton Guest Service Hotline / Ext. 2345 The Hilton Guest Service Hotline is staffed 24 hours a day, 7 days a week to provide guests with assistance for any questions, needs, or concerns they may have with regard to their stay. The Hilton Guest Service Hotline will help to ensure the guest's stay goes smoothly. The Hilton Guest Service Hotline can be accessed through a direct dial button from a guest's room phone, or Ext. 2345 from any house phone. SHIPPING AND RECEIVING Packages for functions may be delivered to the hotel up to three days prior to the event/convention. Arrangements must be made through your Event Manager for storage. Please note that the hotel storage facilities are extremely limited. When shipping materials to the hotel, please include the following information on all packages to insure proper delivery and storage: Hilton Americas - Houston 1600 Lamar Houston, TX 77010 Guest Name Arrival Date/Hold for Arrival date Group Affiliation Hotel Contact Name (Catering/Event Manager) Conference Name We also recommend that you have a packing slip both inside and outside of each package. Guests will be responsible for the packing and return of all packages. Receiving, handling and shipping charges may apply. No COD packages will be accepted. The hotel’s policies on safe package handling are based on advice from the United States Postal Service (USPS) and the Federal Centers for Disease Control and Prevention (CDC). Our Package Room (Shipping & Receiving Department) provides storage, pick-up and transfer of materials (less than 200 lbs.) from any internal location within our hotel. All shipment items received by the hotel incur a standard per-piece handling charge.

• Charges per inbound packages are $5.00 per package. Any exhibit cases will incur a fee of $10.00 per unit.

• Pallet charges start at $100.00 per pallet. Pallet may consist of mixed size boxes

provided they do not exceed 5 feet in height.


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• Storage fees for pallets that arrive to the hotel prior to 3 days before their scheduled event will be charged a $50.00 per day storage fee above and beyond the normal pallet charges.

• Outbound package pricing: Envelopes /Letters are $3.00 per item if accompanied with a shipping authorization form. Boxes are $6.00 per box. Exhibit cases are $11.00 per unit if accompanied with a shipping authorization form.

SHIPPING TIPS The following are tips for successful shipping to the Hilton Americas-Houston:

• Multiple packages within a single shipment should be numbered in sequence (e.g. 1 of 3, 2 of 3, 3 of 3). It may be helpful to make note of individual package contents so that careful records of all materials may be maintained and the sender alerted in the event of damage or non – receipt.

• Heavy boxes should be identified so that staff (either yours or ours) can avoid injury while lifting them.

• If there is more than one on-site delivery location, please label the boxes with their specific delivery destination (e.g. Office or Registration/Convention Registration Desk).

• Exhibitors are required to ship freight to the designated drayage company, which will deliver boxes to the appropriate exhibit booth.

• Send shipping information in writing to your Events Manager. Be specific regarding: the # of boxes shipped; the point of origin (company/city); how they were shipped; when they are to arrive; where they should be delivered once they arrive; the size, weight and relative condition of the boxes; and any other information which would help the Hotel properly handle your shipment.

SIGNAGE/BANNERS The Hilton Americas - Houston takes pride in the condition and aesthetic appearance of our facility. In order to maintain a quality image for all hotel guests, there are a few things we ask of you during your stay: Only professionally printed signage is allowed in the meeting/convention areas. These signs can be used with easels or in sign stands. No handwritten signs or flipcharts are allowed outside the meeting rooms. Banners may not be hung along the walls of the Public Areas. Banners may be hung from the skirting of the hospitality desks and at outdoor functions. In addition, nothing is to be placed over exit doors or located to conceal or obscure any exit. In order to preserve the décor in the hotel’s public areas and ensure a safe environment for our guests and hotel associates, the hotel has established the following policies for signage: GENERAL GUIDELINES

• No hand-made signs are allowed.


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• The hotel provides electronic signage in the lobby level and meeting room floors as well as in front of each meeting room.

• All signs must abide by City of Houston Fire Code and not obstruct public traffic space.

• No signs, posters or printed material will be allowed to be pinned, taped, or affixed in any way to the doors, walls or ceilings anywhere.

• Arrangements must be made with the hotel’s Property Operations Department, through your Event Manager to hang any posters and/or banners, in addition, fees will be assessed.

• Signs may be ordered, at a charge to the guest, through your Event Manager. • Banners and/or signs which are to be attached to floor-supported drapery will be the

responsibility of the Decorating Company, not the hotel’s Property Operations Department.

The hotel allows the placement of signage as a courtesy to our group customers. Each group is required to remove all signage within 24 hours of the last day of their event. ON THE LOBBY LEVEL

Main Lobby Signs and banners are prohibited in the

rotunda area of the main lobby. Signs are allowed near the guest room elevators.

East Lobby Entrance For groups using the East Lobby entrance as a

location for bus pick-up or drop-off, one (1) sign on an easel is allowed in this area to direct guests. The sign can be placed one (1) hour prior to the scheduled departure/arrival and removed 15 minutes after the last vehicle departs/arrives.

Near the Escalators No more than one (1) directional sign per

group may be set on the Lobby Level. ALL MEETING ROOM LEVELS

SIGNS - (Levels 2, 3 & 4) No more than one (1) directional sign per

group may be placed at each escalator landing. Signs may be placed outside each assigned Meeting Room and displayed on an easel. The preferred/recommended sign size is 22”W x 28”H.

BANNERS – (Levels 2, 3 & 4) Banners may be hung in the pre-function area

and inside the ballrooms and meeting rooms on levels 2, 3 & 4 by our Property Operations Department. Banners in the pre-function areas must be removed at the end of the event. The hotel’s Property Operations Department is


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responsible for hanging and removing any banners in public area. There will be a fee charged based on the prevailing rate.

SOUND SYSTEM Some hotel meeting rooms and ballrooms have a basic sound system. Please contact your Event Manager with questions. There may be fees assessed for certain patches as well as hourly labor charges. Anchor systems or supplemental systems will be required for all outdoor locations. Please make note of the hotel’s noise curfews: No sound system functions can take place outdoors. SPA Indulge yourself. Skyline Spa offers various massage treatments including Hot Stone Massage or a Romantic Retreat for two. An extensive menu of luxurious body and facial treatments including Sea Spa Body Polish and chemical peels are designed to dramatically improve the texture and appearance of your skin. Treatments just for him, such as the Gentleman’s Facial and the Deep Tissue Massage, are perfect for the busy corporate professional. Skyline’s full-service salon features floor-to-ceiling windows, which give way to beautiful city views. The salon offers spa manicures, pedicures, gentle hair removal, and various hair services by appointment. Purchase exclusive organic products that are in tune with the needs of today's modern individual. Whatever your skin type, there is a complete range of face and body products, offering the best possible balance between pleasure and effectiveness.

Packages and gift certificates are also available. Skyline Spa is open 8 am – 8 pm daily. To book a spa treatment or join the health club, dial 713 577 6125 SPECIAL MEAL REQUESTS Please consult with your Event Manager for any special meal requests. STORAGE Storage for your advance boxes and convention supplies is quite limited at the Hilton Americas-Houston. If you are anticipating shipping a large volume of materials, we suggest you consult your Event Manager as soon as possible to reserve a room or plan to utilize an area in your office or hospitality room. The hotel will not provide security. If shipping valuables, please make arrangements to hire and pay for outside security. There will be no storage of exhibit materials on-site. “Bone Yards” are not permitted on the premises. All rates and pallets must be loaded back on to trucks. c

TAXES Following are the various and current taxes in effect in Houston and Harris County:

* Sales tax on all food and (non alcoholic) beverages 8.25% * Sales tax on non-food and non-beverage items 8.25% * Sales tax on Service Charge (Banquets) 8.25% * State & Local Guestroom Occupancy Tax (consolidated) 17%

• State Tax 6% • Hotel Occupancy 9%


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• Sports Authority 2% * Meeting Room Rental Tax 6%

Please Note - If a group or company is exempt from Texas State Sales Tax or Texas Hotel Occupancy tax, it is the responsibility of the group to provide the proper signed forms to either the Event Manager assigned to assist you. The following forms can be printed from the Texas State Comptrollers website: Occupancy Tax Exemption: http://www.window.state.tx.us/taxinfo/taxforms/12-302.pdf Sales Tax Exemption: http://www.window.state.tx.us/taxinfo/taxforms/01-3392.pdf All goods and services are subject to state tax including, but not limited to food, beverage, labor, and gratuities. TELEPHONES/TELECOMMUNICATIONS The following types of telephones are available for guests, meetings conventions, and administrative staff. Please advise your Event Manager if you need the use of a phone for your program. Please see the Information Technology Brochure in the Forms Section at the end of this document. DID Lines The installation fee is $150.00 plus tax and the cost of all calls. DID lines can be used for long distance. DID lines can also be used for minimal PC and faxing. The following are enhancements that can be added to a DID Line: Speaker phone/Polycom at $150.00 per day; hardware rental only, and the price does not include a phone line. B1 Telephone Lines Outside line, not connected to the hotel switchboard. (Dedicated Number) This line should be ordered when a client requires continuous use for PC, faxing or when using the phone to make outside calls on a constant basis. The hotel operators need (2) days notice before we can activate the lines. The phone company/hotel operators require minimum (2) weeks notice for more than (2) lines. Internet Access Broadband Access – T1.5 or greater (Call for price quote) DSL (Call for price quote) Devices - The set-up fee is $200.00 for the first personal computer, and $200 for each additional personal computer. Guest Room Calls

Type of Call Instructions Rates Direct Dial-Bill to Room EMERGENCY 9+911 No Charge Room to Room No Charge Local 9+Number Local Rate $.10 per minute after 60 minutes


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http://www.window.state.tx.us/taxinfo/taxforms/12-302.pdf

http://www.window.state.tx.us/taxinfo/taxforms/01-3392.pdf

800/888/8xx toll free 9+1+Number Toll Free 1st 60 minutes $.10 per minute thereafter Long Distance 9+1+Number AT&T Operator assisted rate less 50% International 9+011+CC+CC+Number AT&T Operator assisted rate (by country) Local, long distance and international calls will be billed to your account only when the call is answered. Applicable Taxes will be added. Rates are subject to change. You may obtain free rate information at any time by dialing 9 + 00. Ask the AT&T Operator for the rate of an Operator Assisted Call. Hilton subscribes to AT&T Long Distance and Operator Services. AT&T is also the local provider for the hotel. You have the right to reach other long distance carriers from the telephone, and you may do so by dialing the access code provided by that carrier. Direct Complaints to: Federal Communications Commission, FCC Enforcement Division; CCB Room 6202; Washington, DC 20554. State of New York Dept. of Public Service; 3 Empire State Plaza; Albany, NY 12223 800-342-3377 Voice Mail Voice Mail enables you to receive your messages when you are outside the hotel and even after you have checked out. To hear messages, (indicated by a flashing red light on your 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.

Video Teleconferencing Our meeting space can be set up for video conferencing with the exception of the boardroom and board dining room. Please contact our in house Audio Visual Company Freeman AV Solutions for a quote VOICE MAIL All guest rooms have a voice mail message service. Group voice mails may be left; however, please note that this process is time consuming as each room number needs to be programmed individually. WIRED PAYMENT If you would like to have payment wired, please notify your Catering/Event Manager, and instructions will be faxed or emailed to you. ZIP-OUT CHECKOUT With Zip Checkout, your room folio is at your door early in the morning of your departure. To check out, simply verify the charges, and use the television remote or dial extension 2401.


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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.

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IN-ROOM DINING AMENITIES

The Baby Fruits $21.00 Assortment of Baby Fruits Based on Seasonal Availability Texas Fruits and Cheese $21.00 Stuffed Apricots with Mascarpone Cheese, Baby Fruits, Fresh Mozzarella on Skewer, French Baguette The Little Italy $29.00 Smoked Prosciutto, Prosciutto di Parma, Sopressatta, Pickle peppers, Olive Tapenade, Mozzarella Pearl, Cornichon, French Baguette Buenas Tardes Houston $16.00 Tortillas Chips, Guacamole, Mango y Salsa Roja Berries on the Fly $19.00 White Chocolate Mousse, Dark Chocolate Mousse, Mango and Raspberry sauce Sweet Sensation $14.00 Assorted Chocolate Truffle Garnish with Tulip Arc The Healthy Start $17.00 Cranberry, Orange, V8 and Mango Juice. Dried Cranberry, Celery Stalk, Mandarin, Fresh Mango

Beverages: Soda $4 Carafe of Choice of Juices $18 Carafe of Milk $10 Aqua Panna (1 litre) $8 Perrier (11oz) $6 Domestic Beer $6 Import Beer $7 Schramsberg Sparkling Wine $95 MERLOT: Parducci $48 Canyon Road $36 CHARDONNAY: Canyon Road $36 Parducci $48 CABERNET: Bonttera $48 B.V. $68


SPLIT WINE Pinot Noir: La Crema $28 Merlot: Francis Coppola $26 Cabernet: Dry Creek $31 Chardonnay: Rombauer $45 Sauvignon Blanc: Frogs Leap $30

Segura $10 Chandon $16


Hilton Americas - Houston

1600 Lamar Street Houston, TX 77010 USA

713-739-800 Phone

713-577-6140 Fax 713-577-6188 Fax-Finance Dept.

CREDIT APPLICATION Confidential Information

Name of Company Requesting Direct Billing: Address: Telephone: City: State: Zip:

Dun & Bradstreet Number: Rating: Listed in Name of: Group Name: Inclusive Booking Dates (required):___________________________ Group Contact: Fax #: Address: Telephone #: City: State: Zip: DIRECT BILLING HAS BEEN REQUESTED AS INDICATED: ALL CHARGES Room & Tax Restaurant Beverage Catering/Banquet Telephone

Movies Laundry/Valet Recreation Other (Specify) __________________________________

Please print names of individuals who are authorized as signers on the account: a. ______________________________ c. ____________________________ Are Purchase Orders required? b. ______________________________ d. ____________________________ YES NO


BANK REFERENCE: Bank Name: Contact: Full Address: City: State: Zip: Telephone: Account #: ABA #: PREVIOUS EVENTS OR CREDIT ESTABLISHED AT OTHER HILTON BRAND HOTELS IN THE U.S.A. Hotel Name: Dates:

Full Address: Telephone:

City: State: Zip: OTHER HOTEL REFERENCES (Most Recent History): 1. Hotel Name: Dates:


City: State: Zip: (hotel references-continued) 2. Hotel Name: Dates:


City: State: Zip: 3. Hotel Name: Dates: Full Address: Telephone: City: State: Zip: AGREEMENT & RELEASE: The company, as represented by its undersigned officer, guarantees (absolutely and unconditionally) payment according to established terms and indebtedness or balance of indebtedness to this hotel resulting from purchases made based upon granting or extension of credit. It is hereby agreed that undersigned will pay all collection agency charges, attorney fees, court costs, and other costs incurred by the hotel to collect unpaid charges; except interest will not accrue on said charges. Authorized Signature: Date: Please print name of Authorized Signature: ________________________________________

1. Credit will be authorized after careful review of this application. Allow at least 30 business days before your event so that credit can be set up for your company and representatives.


2. Payment is due upon receipt on invoice. Revolving credit will be reviewed and is subject to payment history for continuance.

3. As a company policy, Hilton Hotels grant credit based upon a company’s and or organization’s past credit history. Individuals are not normally granted billing privileges or tax exempt status. Advance deposit requirements are not waived with the granting of credit.

4. Please contact your Hotel’s Sales, Catering, and/or Convention Services Manager for deposit requirements. 5. Full and complete disclosure of the above information is required to begin the credit review process. 6. This application must be signed by a company representative authorized to disburse funds or otherwise

contractually obligate your company or organization 7. Hilton Hotels may consider resources of credit information other than those represented on this credit application

to make a determination of credit worthiness. TAX EXEMPTION: Tax exemption will only be approved by our accounting officer after being cleared by the state tax offices. If you would like to request tax exemption, please enter your tax exemption number (if applicable in your state) here and attach a copy of your tax exemption certificate(s). Your master billing must be paid by the company and/or organization that have been granted tax exemption to qualify.

DO NOT WRITE BELOW THIS LINE - FOR SALES/EVENTS/CATERING OFFICE USE ONLY Estimated Amount of Charges Date of Event:________________________________________ (To Be Completed By Originator): Rooms: $ Sales Rep: ______________________________________ Catering/Banquet: $ Meeting Room Rental: $ M&C Services Rep: ___________________ Other: $ Total Estimate: $ Catering Rep: ___________________

DO NOT WRITE BELOW THIS LINE – FOR FINANCE USE ONLY Advanced Deposit Required: YES / NO Credit Approved By: ______ Deposit Received: YES / NO Date: ______ ______ Amount: $ ____________ Credit Limit: (Always Attach Copy of Contract) Credit Denied:


HILTON AMERICAS-HOUSTON

CREDIT CARD PAYMENT AUTHORIZATION FORM Please complete all areas below. Incomplete requests may be rejected. This form must be received at least 5 business days prior to the Check-In, or by specified date in Event Contract, to ensure acceptance of the credit card to be charged. Do not send completed form by email. FAX COMPLETED FORM TO: 713-577-6141 ATTN: ____________________________ HOTEL USE ONLY: Date: _____________________________ Guest / Group Name: Check-In / Event Date: Name of Person/Group Making Reservation: Phone: Authorized Amount: Approval Code: Date: CARDHOLDER - Please complete the following section and sign/date below. Cardholder Name as it Appears on Credit Card: Cardholder Billing Address: City: State: Zip: Daytime /Business Telephone: Evening Telephone: Credit Card Number: Expiration Date: Credit Card Type: (Circle one) Visa/MasterCard American Express Discover JCB Diners Club Credit Card Issuing Bank Name: Bank Phone Number (from back of your credit card): 800-528-2122 I agree to cover the following categories of charges: (Please circle) All Charges Room & Tax Food & Beverage Retail Recreation I agree to cover the above categories of charges up to a Maximum Amount of $ __________________ DIRECT BILL ACCOUNT PAYMENTS ONLY: Name on Invoice/Statement _______ ______ Date on Invoice/Statement Invoice/Statement Number _________________________ ______________ Authorized Amount $_______________________ Note: Charges for room and tax, group deposits or direct bill account payments will be charged to your credit card immediately. Any incidental charges circled above will be charged at the time of check-out. Amount to be immediately charged to credit card for room and taxes or deposit: $______________ Final Balance Billed to Credit Card (hotel use only): $_______________ By signing below, you authorize the hotel to charge your credit card immediately for the amount indicated above up to the “Maximum Amount” indicated above. You further acknowledge that if “all charges” has been selected, then all guest/group related charges (less Deposit) will be charged to the above card number at the time of check-out or event conclusion. Cardholder Signature: Date:


The Hilton Americas-Houston

Facility Guidelines

LOAD IN/OUT

No load-in may occur anywhere on hotel property without the prior approval. Vendors must provide the appropriate Event Manager with a schedule of the load-in sixty (60) days prior to the event. If a "Hold Harmless" agreement is required it must be arranged with your event manager or catering manager prior to setup. This document is to be signed by a representative of the production or decorating company.

We will require a pre-move in inspection of all areas of the property that will be used by an exhibit or production company (hereafter refer to as the Company). The Pre/Post Event Walkthrough Form will be used to release your Company from all preexisting conditions. The inspection and documentation must be completed before any aspect of move in can begin. Your Event Manager will inform you when, where, and who to meet from the hotel’s staff in order to do the inspections.

Regarding exhibit setup, all booth equipment, furniture and carpeting must be confined to the measured limits of the booth. No nails or bracing wires used in the exhibit display may be attached to hotel property. No painting, mixing of chemicals or explosive materials is allowed in the meeting space of the hotel.

We have four (4) loading bays and we'll do our best to clear use of one for you, although we cannot guarantee that one will be available without a wait, as hotel deliveries take priority.

During load-in/load-out of any meeting space in the hotel, the contractor must protect the carpets before any activity is to begin. At times, it may require that the contractor also utilize masonite, 4' x 8' sheets at least 3/4" thick.

All forklifts/scissor lifts, if used, must be battery not propane or gasoline, In addition, plastic must be installed on top of the carpeting, then covered with plywood in all locations on which the forklift will travel. All tires must be shrink-wrapped.

The Event Manager (or a designated hotel representative) in conjunction with the contractor will make an inspection of the function space prior to any activity. This will include access areas, elevators, corridors, loading docks, and any other area pertaining to the move-in and move-out. It is the responsibility of the contractor to contact the Event Manager at 713-739-8000 to setup a walk-through prior to conducting any activity, as to prevent any unnecessary charges.

Any damage caused to the premises by the exhibitor or contractor must be repaired/replaced to its original condition at the exhibitors/contractors expense.

Caterers utilizing hotel meeting space for the preparation of any function must cover the entire area with thick plastic. Any installation that affects fire codes must have prior approval of the Fire Marshal.

Move Out:

The area used is to be inspected after teardown and move-out, preferably by those persons who performed the move-in inspection. The signed Pre/Post Walkthrough Form should be brought to the inspection. It is understood that the contractors could be held liable for any damage to the area that occurred during the contracted dates of the production/trade show. Compensation for those damages is to be handled by the Company. It is understood that the Company will present back to the Hotel a clean, empty area upon completion of tear down and move out. All materials


related to the show and all trash are to be removed by the Company. Your organization will be financially responsible for any repair or clean up resulting from your failure to abide by these guidelines.

MEETING SPECIFICATIONS

Detailed specifications as to meeting room set-ups, audiovisual equipment, telephone services, menus and additional requirements are due 60 days in advance of you event in order to distribute the hotel event orders and resume in a manner that allows time for proper scheduling of employees. Any delay in meeting this requirement may impact availability and additional charges. Upon receipt of the Meeting Resume and Event Orders, carefully ensure that your meeting is properly outlined. Substantial changes requested after the meeting room has been set, are subject to the availability of labor and shall be assessed a labor fee of $25.00* per hour per house person.

It is important to note that all attendees be instructed to secure all personal belongings prior to vacating meetings. The hotel is not responsible for lost or stolen items left in public meeting rooms. The Hotel provides safe keeping of all valuables complimentary.

Should your group request an unusually tight room turnover, an extensive stage set, etc., a labor charge may be assessed. We will provide at no charge, a reasonable amount of equipment, i.e., chairs, tables, easels, etc.

This complimentary arrangement does not include production staging or extraordinary set-ups that would exhaust our present in-house inventory to the point of requiring the hotel to rent additional equipment. Should this occur, you will be notified with as much advance notice as possible. The Event Manager will provide you with the cost to rent the equipment, which would be billed to the group master account unless an alternative arrangement is made.

Public Areas:

The Hilton Americas-Houston public areas offer a tranquil setting for your guests. With this in mind, please adhere to the following policies:

• We do not allow exhibits, banners or displays in our public space. They must be placed inside of the function room unless otherwise approved.

• Registration Desk locations must be approved in advance to your Catering or Events Manager. • Public area and lobby furniture has been placed for our guests' comfort and enjoyment. We are limited, due

to storage space and possible damage, from moving this furniture.

Non Smoking

The Hilton Americas-Houston is a non-smoking hotel.

Meeting Room Equipment:

The Hotel has an extensive inventory of meeting related equipment. However, if an existing inventory is depleted, we will identify the shortage upon receipt of your detailed specifications and procure these items as an expense added to your master account.

Meeting Room Changes:

Please read all event orders carefully to ensure that your meeting is properly represented. Substantial changes requested after the room has been set are subject to availability of labor and shall be assessed a labor fee of $25.00 per hour per houseman.


Ballrooms:

Please be aware that the air walls of the hotel’s ballrooms are not securable and require additional security to ensure safe keeping of your valuables.

KEYS TO MEETING ROOMS

Keys:

Standard keys to meeting rooms are available through the meetings Event Manager. The charge for re-keying any meeting room is $50.00 per cylinder. In addition, a charge of $150.00 per key will be charged if not returned to the hotel upon departure.

*Prices subject to change without notice

SIGNAGE

The hotel reserves the right to approve the copy and placement location of any signs or banners you use within the hotel. No signs are allowed in the lobby level without prior approval.

Banners or large signs may be located inside your assigned function space. If such items are required to be fastened to walls or ceilings, the task must be properly accomplished by the Property Operations department of the hotel. Charges for labor and required materials will be at prevailing rates.

No handwritten signs or posters are permitted anywhere on hotel property. Signage must be professional and placement is restricted to the Foyer and meeting space of each meeting room.

All banners must be approved by the Event Manager. Banners are not to be hung any wall surfaces.

SELLING ITEMS

In effort to maintain a quiet and professional atmosphere as well as maintain contractual agreements with internal lessors the Hilton Americas-Houston restricts the sales of any goods and services to within the confines of the meeting rooms. Please contact your Event Manager for more information

PROGRAMS/HANDOUTS

If you wish the hotel to place programs or handouts in the seats or at the place settings of your function, prior arrangements must be made with the Event Manager. A service charge will apply.

AUDIO/VISUAL PRODUCTION COMPANIES

We endorse and highly recommend Freeman AV Solutions, the hotel’s in-house Audio/Visual provider, as the contractor for all of your audio/visual needs at our hotel. We also encourage you to use our in house audio/video department in servicing your exhibit needs, as they hold the exclusive rights to utilize the in-house audio/video systems.


Should an outside contractor or production company require a patch to the in-house sound system, the Audio/Visual manager on duty will negotiate a rental fee for the use of the system. Should the contractor or production company wish not to utilize the in-house audio system, they must provide the total audio package which would include external sound, amplification and microphones. The hotel maintains no storage facilities for audio/visual equipment; this is the sole responsibility of the contracted agency.

An outside contractor or production company can be utilized under the following circumstances:

• The contractor or production company must have a certificate of insurance with a minimum of $5,000,000.00 general liability insurance on file with the hotel.

• All federal and local codes as well as those of the Hilton Americas-Houston must be adhered to. • All hookups to the building's power source are handled by hotel personnel or by approved vendors. • The contractor or production company is responsible for all charges relating to electrical hookups to the

building's power supplies. This is not a complimentary service of the hotel.

Production companies are required to provide the hotel with detailed move in/out schedules.

Some very important issues for you and your production company to consider are technical sound checks and rehearsals. We understand how important these are, however, they must be accomplished without disturbing meetings or events that are in session. Should your sound checks or rehearsals interrupt in-house activities, we will expect immediate termination and re-scheduling for a more suitable time. We know you can appreciate the need for activities in session to have a priority over all else.

Rigging/Overhead Safety

Freeman AV Solutions is the exclusive rigging contractor for the Hilton Americas-Houston. Freeman AV Solutions is responsible to ensure overhead safety for all public meeting rooms within the Hilton Americas-Houston.

Rigging encompasses attaching motors, trussing, lighting and audio to the ceiling. Freeman AV Solutions will provide all necessary rigging labor for productions at the Hilton Americas-Houston. Please contact Freeman AV Solutions as listed below:

Freeman AV Solutions Hilton Americas-Houston 1600 Lamar Street Houston, TX 77010 Attn: Brian O’Riordan [email protected] 713-577-6123

Sound Levels/Rehearsal

Sound levels are to be appropriate for the contracted space and are not to interfere with activities of any other group. Actual meetings in progress take precedence over any sound check or rehearsal. Please respect any request regarding sound levels you may receive from Hotel Management. The Hotel reserves the right to terminate any event in the case of inappropriate sound level.



PRODUCTION VEHICLE STORAGE

The Hilton Americas-Houston does not provide vehicle storage facilities. There are surface lots for parking surrounding the hotel. The Event Manager can provide additional recommendations for parking.

POWER

All power requirements must be in writing and forwarded to the Event Manager sixty (60) days prior to arrival. All power requirements are handled directly by the hotel's Property Operations department. Power requirements will be charged accordingly per amp. Additionally, any equipment rented or installation work performed by hotel employee(s) will be charged accordingly to the master account. Any equipment used on hotel grounds must carry a UL listing. Information outlining power capabilities as well as appropriate engineering charges, is available from your Event or Catering Manager.

EXTENSION CORDS

All cords or wires laying in the proximity of foot traffic must be secured down, covered and protected safely.

NAILS AND STAPLES

The use of nails or staples in the hotel's meeting space is not permitted on any hotel surface or wall. The hotel's Director of Property Operations will assess damage charges, any questions regarding whether or not the use of nails or staples is necessary may be directed to the hotel's Property Operations Department; they can be reached at 713-577-6085.

ELECTRIC LIFTS

Equipment of this type (genie-lifts, etc.) used in hotel meeting space, must be approved by the Event Manager prior to arrival. There will be a charge of $75.00 per hour per engineer plus service charge and tax. Please note, for insurance and liability reasons, the Engineering Department cannot loan or rent ladders, genie lifts, etc. PHONES All phone requests are to be received no later than forty five (45) days prior to arrival; the hotel will directly handle all phone requirements. Enclosed in the exhibitor prospectus materials, is a copy of the telephone order form, which may be duplicated for use. EMPLOYEE GUIDELINES


All companies and their crews must abide by the Hilton Americas-Houston guide for dress attire and must check with security prior to entering the hotel. All Company employees must park in designated parking locations only. Any vehicle left unattended and without permission is subject to towing. No Company employee or their representative may smoke in the ballroom area or avail themselves of the food and beverages being served to hotel guests. Violator will be asked to leave the Hotel property. At no time may any Company employee or representative erect any set either at the direction of the client or a Hilton Americas-Houston employee that would endanger the lives of the guest or employee. The Director of Security at the Hilton Americas-Houston, or his designated representative, will be the final arbitrator of any real or potential hazard.

SECURITY/FEES The Hotel requires security for all exhibit/production and trade shows. A Hilton Americas-Houston Security Department has final approval on all activities and set-ups. Failure to follow these procedures will result in your event being terminated. All outside vendors must supply a "Certificate of Insurance". Indemnity and Insurance Agreements are enclosed. The Hotel must have these documents on file prior to move in. Failure to provide signed agreements will prohibit Hotel property access. The Hotel is not responsible for theft or damage to any property of the company. Security arrangements are the responsibility of the client and must be pre arranged.

CUSTODIAL SERVICES The Hilton Americas-Houston does not provide custodial services for production or decorating companies. Trash removal from the production/decorated area is the sole responsibility of the contractor. The contractor may utilize the hotel's dumpster with approval. All trash must be placed into its appropriate container, any excess of trash which results in an additional dumpster pick-up or delivery will be billed directly to contractor. At the conclusion of the exhibit or production, the function room and loading dock must be left presentable for the next day's business prior to leaving the property. It is the responsibility of the decorator/florist to return immediately after the contracted event has finished, to remove any materials used to decorate the function space. The decorator/florist must ensure that the space is left in a presentable manner, which means removal of all trash, wood, leaves, flower petals etc. Any damages caused to hotel property will be directly billed to the contractor. Any leaves, flowers, etc., left on the floors prior to the event must be cleaned up by the florist.

FIRE ALARM SYSTEM The Hotel fire alarm system is activated by foreign substances, heat, and smoke. Programs which have equipment such as fog machines, laser shows, special effects, etc., must have written and stamped approval by the Fire Marshal, eight (8) weeks prior to the event. The event approval certificate must be forwarded to the Event Manager to provide backup in the event of any future unforeseen fines. The use of pyrotechnics of any kind is strictly prohibited.


Should the activity in the meeting space require the use of a "Fire Watch" to accommodate the disengagement of the fire system, as approved by the Fire Marshal, the charge to have a Fire Marshall present will be the sole responsibility of the vendor and/or group. -------------------------------------------- Organization Name -------------------------------- ----------------------------------------- ---------------- Authorized Signature Printed Name Date

Show Name: Location: Setup Dates & Time: Breakdown Dates & Time:

Company Name: Master Acct: AV Company:

Address: City State Zip

Telephone: Fax: On Site Contact: Cell#

Payment Type: Visa/ MasterCard Amex Discover Diners Club Check For Credit Card payments, please request a credit card authorization form from your Event Manager.

Hilton-Americas Houston Electrical Service Request

General Event Form

D:\Documents and Settings\Sop

There will be an additional charge of $75 for any orders received within ten business days of the first show date or on-sit. Saturday, Sunday & Holidays $150.00 labor, for on site orders. ALL CHARGES ARE PER DAY! Outlets

Item Number Needed

Rate Labor Cost

*120 Volts 20 Amps $142.00

*208 Volts Single Ph.

*50 Amps $375.00 $200.00

*100 Amps $433.00 $200.00

* 200 Amps $840.00 $200.00 * 400 Amps $1040.00 $200.00

*208 Volts Three Ph.

* 100 Amps $650.00 $200.00

* 200 Amps $1300.00 $200.00

* 400 Amps $2600.00 $200.00

Special Items # Cost

Additional Extension Cord/Power Strip $40.00 N/A

****Standby Electrician (7am-11pm) $75 per

hr/4hr min

****Standby Electrician (11pm-7am) $150 per

hr/4hr min

Outlet Numbers

Number Needed

Rate Labor Cost *480 Volts

20 Amp $347.00 $100.00 30 Amp $483.00 $100.00 40 Amp $641.00 $100.00 60 Amp $914.00 $100.00 80 Amp $1181.0

0 $100.00

SPECIAL NOTICE!! City Of Houston Code requires that no electrical equipment or apparatus be connected unless it conforms to its electrical code. Hotel will supply electrician to correct any minor infractions at stated labor cost.

WIRING REGULATIONS BASED ON THE ELECTRICAL CODE OF THE CITY OF

HOUSTON • All electrical apparatus and splices must be installed in a metal

enclosure to prevent emission of sparks • All metal raceways. Metal lighting fixtures, metal housings of

electrically powered equipment shall be grounded. • All extension cables shall be 3-wire SJ cord or other approved

type. One of the wires with green colored insulation is to be used as a ground. Cable must be large enough for the load and have grounded male plug.

• Flexible cords and cables less than No. 14 gauge wire shall not be permitted.

• Local Ordinance prohibits more than two (2) connections per outlet box to prevent overloading of circuits.

MAKE CHECKS PAYABLE TO: Hilton-Americas Houston

1600 Lamar St, Houston, TX 77010 Tel/Finance Department: (713) 577-6069

Tel/Property Operations: (713)577-6085/6090 Fax/Property Operations Department: (713) 583-9826 FORM MUST BE COMPLETED BEFORE

ORDER CAN BE PROCESSED

Customers paying by check must also provide a valid credit card. Payment of balances not prepaid or covered by company check will be billed directly to the credit card number in advance. By signing above, you acknowledge and agree to these terms and authorize Hilton-Americas-Houston to bill your credit card.

Note: This order must be receivelater than 10 days before opening dtime for opening of show. No sprinor holders allowed. Only fixtures wallowed with No. 14-3 wire SJ Cord

Late Charge Sub Total

Tax 8.25% Total

hieSilva.HQ\Local Settings\Temporary Internet Files\OLK8\Event Resource Guide (REVISED 4 23) (2).docx 58

Personal or foreign checks and wire transfers not accepted. Do not combine payment by check with any other Hilton-Americas Houston order form!

PLEASE INCLUDE TAX ON ALL ORDERS. SEE PAGE 2 FOR TERMS AND CONDITIONS

d by Hilton-Americas no ate to ensure installation in g type clamp, spot fixtures, ith screen-in type clamps .

Hilton-Americas Houston Electrical Service Request

General Event Form

Service Order Information

1. Payment and credit card information for service must accompany service request. 2. The date the payment is received shall determine the penalty rate of $75.00 3. Incomplete information regarding hook-up or power requirement will delay processing 4. If third party billing is required, service contract must include company name c/o display house. Display house and address and contact

name must be indicated on service contract. Payment Policy will apply. 5. A credit will not be given for electrical service installed and not used. Services cancelled prior to installation will be subject to

cancellation fee of 25% of balance 6. Claims will not be considered unless filed by exhibitor prior to close of exposition at HILTON-AMERICAS service desk. Non receipt

of service must be reported to HILTON-AMERICAS service prior to close of the day for verification and consideration. 7. Any unpaid balances are subject to past due penalties 8. Returned checks will be subject to a $30.00 fee plus a $50.00 late fee

Important Rules and Regulations

1. No one other than HILTON-AMERICAS electricians can make any electrical connections or install/remove cable or fixtures. Please consult HILTON-AMERICAS personnel for additional information.

2. Unless otherwise noted, all material and equipment furnished by the HILTON-AMERICAS for services shall remain the property of the HILTON-AMERICAS and shall be removed only by the HILTON-AMERICAS at the closing

3. All electrical equipment must be properly tagged and wired with complete information as to type of current, voltage, phase, cycle, horsepower, etc. 4. Unless otherwise directed, Hilton-Americas installers are authorized to cut floor coverings to permit installation of services 5. Hilton-Americas is not responsible for temporary conditions such as voltage fluctuations or power failure.

6. A standby electrician is required (for requests of 200amps or more) during set-up, teardown, and actual event times. See under “Special Items” on first page for labor charges.

7. Clients are responsible for providing there own “tails” and cables.

Voltage Requirements Alternating current only. *Current available, single phase 60 Hz approximately 115 Volts, single phase 60 Hz approximately 208 Volts, 3 phase 60 Hz approximately 208 Volts. Please indicate amperes per phase leg; voltage, and number of phase required. All prices for equipment and labor quoted are subject to change.

Liability and Insurance

The Hilton-Americas will not be responsible for any injury, loss or damage that may occur to the exhibitor, the exhibitor’s employees or property on both or to any other person, prior during, or subsequent to the period covered by the exhibit contract, provided said injury, loss or damage is not caused by the hotel. Each exhibitor expressly releases the hotel from such liabilities and agrees to indemnify the hotel against any and all claims for such injury, loss or damage. Exhibitors who wish to carry insurance on their exhibits must place it at their own expense. All terms, conditions, rules, regulations and pricing are non-negotiable. I have read, understood and I agree to all of the above,

Name: ____________________________________Company:__________________________________ Signature: _________________________________Date: ______________________________________ Deposit Received YES/NO Master Acct: ______________________________ Amount: $_________________ Approval: ________________________________

DO NOT WRITE BELOW THIS LINE-FOR FINANCE USE ONLY

Page 2 of 2



Request for IT Services Request for IT Services Event Name: Event Name: Company Name: Client Contact: Business Address: City: State: Zip Code: Email: Phone #: Fax #:

PAYMENT OPTIONS - Please check one.

Direct billing for accounts with prearranged credit through the credit office. Master Account Number:

Credit Card accepted by the Hilton Americas-Houston. Type of Card: Number: Card Holder Name: Expiration Date: Card Holder Signature:

Charged to guest room. May only be charged to guest room if the room has been checked in with an approved credit card, or approved for master account billing of room, tax and incidental charges. Your Computer requires an installed ETHERNET CARD with RJ45 FEMALE ADAPTER or 802.11b/g WIRELESS ADAPTER. All orders must be received at least five (5) business days prior to the installation date. Orders received with less lead will be assessed a $25.00 late charge per line. A $50.00 cancellation fee will apply for service cancelled after setup. Per day charges are for full calendar dates only. No partial day adjustments will be made. By your signature you authorize installation and accept responsibility. Prices are subject to change. Please contact hotel directly for current rates. For installation questions or special requests, please contact the IT dept. (713)-577-6000, [email protected]. PLEASE RETURN VIA FACSIMILE TO 713-577-6147, ATTN: Information Technology

LOCATION / ROOM # OF COMPUTERS

DAILY CHARGE

# DAYS

INSTALL DATE / TIME

DISCONNECT DATE / TIME TOTAL

Total:

Event Services/Catering Mgr:

Client Signature: Date:



Please refer to attached High-Speed Internet Pricing sheet for current pricing.

Standard Wired Broadband Connection .......................................................................................................................................................................................................... $200 daily 384kbps, burstable to 1.5Mbps. Category 5 cable terminated to RJ45 (male). Dynamically assigned address. Pricing per device (see table below). Isolated T1 (1.5Mbps) with static Public IP Address ...................................................................................................................................................................................... $400 daily Category 5 cable terminated to RJ45 (male). Multimode fiber connection (SC) available in some rooms. 6 Mbps circuit (burstable to 10 Mbps)........................................................................................................................................................................................................... $1200 daily Category 5 cable terminated to RJ45 (male). Multimode fiber connection (SC) available in some rooms.

Larger circuits available (up to 1Gbps). Point to point connectivity available for some companies. Please call or email for quote. Wireless Internet Connectivity (802.11 b/g) .................................................................................................................................................................... $600 daily (per Access Point) SSID named to your specifications (can be broadcast or hidden), encrypted (WEP, WPA) or unencrypted. VLAN configuration .....................................................................................................................................................................................................................................call for quote Each meeting and guest room are segmented by default. Hotel staff can configure multiple meeting/guest rooms onto the same VLAN to enable the sharing of resources over the virtual LAN. The Hilton Americas-Houston supports nearly all VPN clients (PTPP, L2TP, IPSec) and can provide meeting and guest rooms with private or public IP addresses. We are also connected to the George R. Brown Convention Center via fiber and can provide a dry patch or create a VLAN between the two properties. Technical Support........................................................................................................................................................................................................................................ $45 per hour

Support for non-hotel computers, printers and network devices (waiver required).

Number of Computers

Daily Charge 1 Day 2 Days 3 Days 4 Days 5 days 6 Days 7 Days 8 Days 9 Days 10 Days

1 $200 $200 $400 $600 $800 $1,000 $1,200 $1,400 $1,600 $1,800 $2,000 2 $380 $380 $760 $1,140 $1,520 $1,900 $2,280 $2,660 $3,040 $3,420 $3,8003 $560 $560 $1,120 $1,680 $2,240 $2,800 $3,360 $3,920 $4,480 $5,040 $5,600 4 $740 $740 $1,480 $2,220 $2,960 $3,700 $4,440 $5,180 $5,920 $6,660 $7,4005 $920 $920 $1,840 $2,760 $3,680 $4,600 $5,520 $6,440 $7,360 $8,280 $9,200 6 $1,050 $1,050 $2,100 $3,150 $4,200 $5,250 $6,300 $7,350 $8,400 $9,450 $10,5007 $1,220 $1,220 $2,440 $3,660 $4,880 $6,100 $7,320 $8,540 $9,760 $10,980 $12,200 8 $1,390 $1,390 $2,780 $4,170 $5,560 $6,950 $8,340 $9,730 $11,120 $12,510 $13,9009 $1,560 $1,560 $3,120 $4,680 $6,240 $7,800 $9,360 $10,920 $12,480 $14,040 $15,600 10 $1,730 $1,730 $3,460 $5,190 $6,920 $8,650 $10,380 $12,110 $13,840 $15,570 $17,30011 $1,800 $1,800 $3,600 $5,400 $7,200 $9,000 $10,800 $12,600 $14,400 $16,200 $18,000 12 $1,960 $1,960 $3,920 $5,880 $7,840 $9,800 $11,760 $13,720 $15,680 $17,640 $19,60013 $2,120 $2,120 $4,240 $6,360 $8,480 $10,600 $12,720 $14,840 $16,960 $19,080 $21,200 14 $2,280 $2,280 $4,560 $6,840 $9,120 $11,400 $13,680 $15,960 $18,240 $20,520 $22,80015 $2,440 $2,440 $4,880 $7,320 $9,760 $12,200 $14,640 $17,080 $19,520 $21,960 $24,400 16 $2,450 $2,450 $4,900 $7,350 $9,800 $12,250 $14,700 $17,150 $19,600 $22,050 $24,50017 $2,600 $2,600 $5,200 $7,800 $10,400 $13,000 $15,600 $18,200 $20,800 $23,400 $26,000 18 $2,750 $2,750 $5,500 $8,250 $11,000 $13,750 $16,500 $19,250 $22,000 $24,750 $27,50019 $2,900 $2,900 $5,800 $8,700 $11,600 $14,500 $17,400 $20,300 $23,200 $26,100 $29,000 20 $3,050 $3,050 $6,100 $9,150 $12,200 $15,250 $18,300 $21,350 $24,400 $27,450 $30,500

Telephone Request Form


Event Name: Company Name: Client Contact: Business Address: City: State: Zip Code: _____ Phone #: Fax #:

PAYMENT OPTIONS - Please check one.

Direct billing for accounts with prearranged credit through the credit office. Master Account Number:

Credit Card accepted by the Hilton Americas-Houston. Type of Card: Number: Card Holder Name: Expiration Date: Card Holder Signature:

Charged to guest room. May only be charged to guest room if the room has been checked in with an approved credit card, or approved for master account billing of room, tax and incidental charges.

Billing of calls to your account will occur after service has been disconnected. Therefore, separate billings for service and usage should be expected. All orders must be received at least five (5) business days prior to the installation date. Orders received with less lead time will be assessed a $25.00 late charge per line. By your

signature, you authorize the requested installation and accept responsibility. THIS INCLUDES ALL ASSOCIATED CHARGES (INCLUDING TAX). LOSS OR DAMAGE TO RENTAL EQUIPMENT EXTRA.

Service Option

QUANTITY (OF SERVICE OPTIONS

REQUIRED) LOCATION / ROOM INSTALLATION

DATE / TIME DISCONNECT DATE / TIME

ASSIGNED NUMBER NUMBER NEEDED ADVANCE OPTION PRICE

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Total:

Client Signature: Date: Event Manager:

Please refer to attached Service Option sheet for details. PLEASE RETURN VIA FACSIMILE TO 713-577-6147

(1) IN HOUSE EXTENSION - EXISTING TELEPHONE.......................................................................................no charge Provides for the use of the existing meeting rooms single-line telephone for in-house (direct dialed) and outside incoming calls (through hotel operators). Long distance, local or toll-free calls cannot be placed from this telephone. (2) IN HOUSE, LOCAL & LONG DISTANCE EXTENSION - EXISTING TELEPHONE.................................................$60.00 Provides for the use of the existing meeting rooms single-line telephone for in-house (direct dialed), local, long distance, toll-free and outside incoming calls (through hotel operators). Local and long distance calls will be charged at the current Hilton Americas-Houston published rates. This service option does not apply to exhibit booths and/or computer connections. (3) IN HOUSE, LOCAL & LONG DISTANCE EXTENSION - INSTALLATION ..........................................................$125.00 Provides for the installation of a single-line telephone for in-house (direct dialed), local, long distance, toll-free and outside incoming calls (through hotel operators). Local and long distance calls will be charged at the current Hilton Americas-Houston published rates. (4) D.I.D. - FULL SERVICE EXTENSION ............................................................................................................$150.00 Provides for the installation of a single-line telephone for in-house, local, long distance, international and incoming calls (bypassing hotel operators). Local and long distance calls will be charged at the current Hilton Americas-Houston published rates. This service is suitable for all voice, fax, and most data applications. (5) DIRECT (POTS) LINE....................................................................................................................................$300.00 Provides for a telephone line independent of the hotel PBX for special applications. A limited number of these lines are available. (6) ANALOG SPEAKER PHONE RENTAL ................................................................................................................$75.00 Provides an optional speakerphone (with service options 3 through 5). (7) ANALOG SPEAKER PHONE RENTAL (WITH EXTENSIBLE MICROPHONES)...................................................$100.00 Provides an optional speakerphone (with service options 3 through 5). Suitable for larger rooms/groups.

(8) EIGHT BUTTON DIGITAL TELEPHONE SET - TWO LINE ...............................................................................$350.00 Standard Features: Caller ID, Transfer, Conference, Forward, and Hold $10.00 each appearance (2 included; to a maximum of 8) $15.00 each alternate line appearance (lines of another digital phone only) (9) SIXTEEN BUTTON DIGITAL TELEPHONE SET - TWO LINE............................................................................$375.00 Standard Features: Caller ID, Transfer, Conference, Forward, and Hold $10.00 each appearance (2 included; to a maximum of 16) $15.00 each alternate line appearance (lines of another digital phone only) (10) TWENTY-FOUR BUTTON DIGITAL TELEPHONE SET - TWO LINE..................................................................$400.00 Standard Features: Caller ID, Transfer, Conference, Forward, and Hold $10.00 each appearance (2 included; to a maximum of 24) $15.00 each alternate line appearance (lines of another digital phone only) (11) DIGITAL SPEAKER PHONE RENTAL..............................................................................................................$450.00 (Includes digital line) Digital speakerphones can conference up to 5 outgoing calls together, eliminating the need for an outside conference bridge. (12) DIGITAL SPEAKER PHONE RENTAL (WITH EXTENSIBLE MICROPHONES) ..................................................$475.00 (Includes digital line) Digital speakerphones can conference up to 5 outgoing calls together, eliminating the need for an outside conference bridge. Suitable for larger rooms/groups. (13) VOICE MAILBOX (for options 3, 4, 8, 9, or 10)...............................................................................................$40.00 (14) HUNT GROUP ................................................................................................................ $50.00 plus $10.00 per line Provides an additional phone number that, when dialed, will hunt for an open station among other designated phones. (Available with service options 3, 4, 8, 9, and 10) (15) ANSWER GROUP ........................................................................................................... $50.00 plus $10.00 per line Provides an additional phone number that, when dialed, will ring on multiple lines simultaneously. (Available with service options 3, 4, 8, 9, and 10)

FOR ALL OTHER PROGRAMMING, LINE TYPES OR ACD (AUTOMATIC CALL DISTRIBUTION) OPTIONS, PLEASE CONTACT HILTON IT/TELECOM AT 713-577-6000 OR [email protected] FOR A DETAILED QUOTATION.

CALL PRICING Local $.55 for the first 60 minutes ($.10 per minute after 60 minutes) 800/888/8xxToll Free No Charge for the first 60 minutes ($.10 per minute after 60 minutes) Long Distance Domestic AT&T Operator Assisted Rate, less 50% of Surcharge International AT&T Operator Assisted Rate


You may obtain free AT&T rate information at any time by dialing 9+00 then selecting option 5.



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