RESERVATIONS for events with guestroom blocks, the meeting room may be reserved on a definite basis upon confirmation of your room block. Tentative reservations for meetings or catered events may be made up to six months prior to the event. Events with guestroom blocks take precedence. A credit card or deposit is required as a guarantee upon confirmation of the meeting room.
BILLING AND DEPOSITS Billing arrangements for all events must be made in accordance with Hotel policies. Our Accounting Department must authorize all requests for direct billing prior to the event. Upon booking a meeting room a credit card or cashiers check is required to guarantee and secure the room for the amount of the meeting room charge. Social events (receptions, reunions, weddings, church functions, etc.) require a $250.00 cash advance payment via credit card or cashiers check to guarantee and secure the room. Final payment is due 10-days prior to the catered social events, if paying by credit card or money order. If paying by check, full payment is required 3-weeks prior to the date of the event. The following forms of payment are accepted: Cash, Credit Card and Certified Checks. The hotel must also have a credit card on file for any type of check.
CANCELLATION Once a contract is validated, for social events involving catering (weddings, reunions, showers, etc.) there is a five-day cancellation period at which time your advance payment is refundable. A guaranteed number in attendance is required two weeks (14 days) in advance of catered functions over 100 people, and five (5) business days on catered or non-catered functions under 100 people. Cancellation of any catered event must be made a minimum of two weeks in advance to avoid penalty. If cancellation is not received within seven 7 business days of the event forfeiture for the cost of food (if any) ordered for the event and the advance payment is lost at this time. Groups will be required to pay for all food, gratuity and meeting facility rental if function is cancelled after the 7 business day deadline. Cancellation for a meeting facility only (no catering services) will require a 48-hour cancellation period.
FOOD All food items must be supplied and prepared by the Hotel. We do not allow outside food to be brought in. Menu selections, room requirements and all other arrangements must be received 30 days prior to the function. These menus are suggested for your consideration, or if you prefer, our Sales Department will be pleased to custom design a menu to your desire. No food or beverage will be permitted to be taken from your function.
BEVERAGES: The Hampton Inn Daytona Speedway, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the State of Florida Division of Alcoholic Beverages and Tobacco regulations. It is a policy, therefore, that all-alcoholic beverage must be supplied and served by the hotel. Alcoholic beverages may not be brought into the meeting facility from outside sources. The Hampton Inn Daytona Speedway strictly adheres to all state and federal laws pertaining to the sales and service of alcoholic beverages, including sales to minors and intoxicated persons.
GUARANTEES: You will be required to submit a minimum guarantee when booking the function. Guarantees are due 10-days prior to your event date. Should your guarantee not be received within the specified time, the approximate number/minimum guarantee initially submitted by you will then become the guarantee. Your guarantee is the minimum charge, or if there are meals served above the guarantee, this number will be charged. Guarantee numbers may go up, but if they decline, you will be charged for the minimum guarantee that was set when booking. The hotel will prepare and set up for 5% over this number. Guarantees for functions held on Sunday and Monday must be received by noon on Tuesday the preceding week.
SET-UP FEES Function rooms are assigned according to the anticipated guaranteed number of guests. If there are fluctuations in the number of attendees, the hotel reserves the right to reassign the banquet function space accordingly. The hotel reserves the right to charge an additional set up fee for meetings with extraordinary set up requirements or last minute changes.
AUDIO-VISUAL EQUIPMENT Audio-Visual equipment is available upon request at an additional charge.
LIABILITY The Hampton Inn Daytona Speedway reserves the right to inspect and control all private functions. Liability for damage to the premises will be charged accordingly. The Hotel cannot assume responsibility for personal property and equipment brought into the meeting facilities.
SERVICE CHARGE AND TAX In addition to the charges set forth elsewhere in this Agreement, the patron agrees to pay separately any and all federal, state, municipal or area taxes imposed on or applicable to the Event of the Agreement. Service charges equal to (20%) twenty percent of the charge to patron hereunder for food and beverages will be added to the account. In addition a 6.5% state sales tax will be added for Food, Audio-Visual and Room Rental. In the State of Florida, the service charge is taxable. Should your group or Association have tax-exempt status, the hotel requires a copy of your Florida State Department of Revenue Tax Exemption form 7 days prior to your event, before we can deduct tax from your function. Your exempt certificate must match your credit card or check.
PROPERTY PROTECTION Nothing may be nailed, tacked, taped or otherwise attached to the wall, doors pillars, furniture or any other part of the building. The Meeting Planner or Function Contact will be held liable for any damage incurred by himself, his agents or guests. All displays and decorations must be approved by the hotel.
LABOR FEES All displays or banners proposed by the client are subject to prior approval by Hampton Management for each event date.
EXCUSED NON-PERFORMANCE The Hampton Inn Daytona Speedway shall be excused from performing any obligations under this agreement if such performance is presented, delayed or hindered by an act of God, fire, flood or explosion, strikes, labor disputes and including, but not limited to, inability to procure labor, equipment materials, or surplus, or any other causes beyond Hampton Inn Daytona Speedway's reasonable control. If food or services originally specified cannot be furnished for any reason due to such circumstances, the Hampton Inn Daytona Speedway has sole discretion to substitute other food, and services may be substituted at prices ordinarily charged for them, but not in excess of the prices originally agreed upon.
