RESERVATION PROCEDURES. All reservations will be made by telephone +1 XXX XXX XXXX. Attendees will reference (Code) when making reservations. The Hotel may offer individuals the opportunity to make online reservations by way of a web site at such web address as the Hotel provides to the Group. Attendees will reference (Code) when making online reservations. All room reservations will need to be made by the reservation cut-off date. The reservation cut-off date shall be Day/Month/Year at 5:00 p.m. Eastern time. Reservations received after this date for room nights in the Room Block will be accepted by the Hotel on a space available basis at the applicable Confirmed Room Rate and will be counted toward the Guest Room Minimum. All cancellations received by the Hotel before the reservation cut-off date will revert to the Room Block. On the reservation cut-off date, the Hotel will place any unreserved room nights from the Room Block back into inventory for resale. In addition, if any reservations for room nights within the Room Block are cancelled after the reservation cut-off date, the Hotel will also place those room nights back into inventory for resale. The Hotel will require a deposit in advance from each individual guest to guarantee the guest's particular reservation. The deposit will be in the amount of one night's room revenue plus applicable taxes. Payment of the deposit may be made in accordance with applicable Hotel policy. At the Group’s discretion, specific reservations (for the Group's staff, speakers and VIPs) may be guaranteed to the Master Account. Guaranteed reservations are held until at least 6:00 a.m. the following morning, at which time the reservation and deposit are forfeited. The Group does not guarantee payment for no shows (subject to any applicable room attrition charges) except for those reservations guaranteed to the Master Account. The Group shall publicize the Hotel’s advance deposit requirements to the individuals planning to attend the Conference. Should a guest cancel a reservation, refund of the deposit and/or cancellation fees will be in accordance with the general policy for the Hotel at that time (currently a refund is given if an individual's reservation is canceled at least five days before arrival). The Hotel shall allow name changes at any time at least fourteen (14) days before the date of arrival without any charge or penalty (provided there is no change in the reservation other than the change of name). [The following is to be included if applicable (and a Housing Authority will not be doing this):] All guaranteed reservations will receive either written (including email) or verbal confirmation from the Hotel. Housing Authority - All housing reservations and supporting information will be coordinated through the official housing authority company chosen by the Group and designated to DRD in writing at least six months in advance of the Conference (the "Housing Authority"). The Group agrees that the Housing Authority is fully authorized to act on the Group's behalf to handle the housing and reservation services for the Conference and, in furtherance of and without limiting the foregoing, the Group will cause the Housing Authority to take all of the actions to be performed by the Housing Authority hereunder. The Group will be responsible for all fees payable to the Housing Authority [(except for any commissions payable to the Housing Authority pursuant to this Contract)] and for all charges incurred by and all acts and omissions of the Housing Authority. The Group has advised Hotel that, until the reservation cut-off date, reservations, changes and cancellations for rooms in the Room Block will be made through the Housing Authority. Accordingly, the Hotel will use reasonable efforts to refer all inquiries as to those matters to the Housing Authority before the reservation cut-off date. If, at the Group's or the Housing Authority's request, the Housing Authority will send out the room confirmations, the Hotel agrees that all confirmations for reservations made through the Housing Authority shall be sent by the Housing Authority and not by the Hotel. DRD may require the Housing Authority to include information in or with those confirmations as to the "Disney's Magical Express" service. Such confirmations and "Disney's Magical Express" information will be in form and substance satisfactory to DRD. Confirmations may be sent only for rooms in the Room Block at the time those confirmations are sent. Copies of all such confirmations sent by the Housing Authority shall be furnished to DRD upon its request. The Group will cause the Housing Authority to use its best efforts to satisfactorily resolve any and all customer service complaints in connection with reservations or deposits made or taken by the Housing Authority pursuant to this Contract and to provide such assistance to DRD as DRD may require in connection therewith. Notwithstanding anything to the contrary contained herein, it is understood and agreed that the Housing Authority will be acting as the Group's (and not DRD's or the Hotel's) agent and the Group will ensure that the Housing Authority does not hold itself out to be and shall not be deemed to be DRD's or the Hotel's legal representative or agent for any purpose whatsoever and that neither DRD nor the Hotel will have any liability whatsoever for any reservations or deposits not actually received by DRD or the Hotel and/or any deposits not properly refunded by the Housing Authority to any of the Group's attendees. The Group will defend (with counsel reasonably satisfactory to DRD), indemnify and hold DRD and its parent and other affiliated or related companies harmless from and against any liabilities, obligations, claims or damages (including, without limitation, attorneys' fees and costs up through and including any appeal) arising out of or in connection with any reservations or deposits not actually received by DRD or the Hotel and/or improperly processed by the Housing Authority and/or (where the Housing Authority sends out confirmations) any erroneous, mistaken or inaccurate confirmations. [Do not include the following if the Housing Authority is making the reservations:] At the Group’s request the Hotel will provide each week, starting eight weeks before the Group's arrival date, a room pick-up report showing the number of rooms on each Conference Date for which the Hotel has received reservations from the Group's attendees hereunder. Except as otherwise provided in this Contract no additional charges not specified in this Contract will be charged to the Group for work performed or for services or for items provided by the Hotel for the Conference unless the Hotel has first obtained prior written permission from an authorized representative of the Group to have work completed or the service or item provided. [Do not include the following if the Housing Authority is making the reservations:] If the Room Block is filled, then, to the extent neither the Hotel nor any other Disney hotel books additional guestrooms for Conference guests, the Hotel will use reasonable efforts to refer Conference guests who are not accommodated to the overflow hotel the Group has contracted with. Hotel shall use commercially reasonable efforts not to relocate any Conference attendee holding a guaranteed reservation due to overbooking. However, in the unlikely event that the Hotel does not honor any guaranteed reservation of any Group attendee due to overbooking, the Hotel shall provide the following to that attendee (provided that the Hotel will use reasonable efforts to first notify the Group's representative): The Hotel will provide the attendee with alternative accommodations in a comparable or better nearby hotel at no charge to the attendee (for each night that the attendee is not afforded the opportunity to occupy a room at the Hotel consistent with the attendee's guaranteed reservation). The Hotel will provide the attendee with complimentary roundtrip ground transportation between the Hotel and the alternate hotel (one (1) roundtrip per day, for so long as the attendee is not afforded the opportunity to occupy a room at the Hotel consistent with the attendee's guaranteed reservation). The Hotel will provide the attendee with two (2) complimentary phone calls world-wide (not to exceed $10 in total) and necessary arrangements for forwarding the displaced attendee's telephone messages and mail. The Hotel will offer to relocate the displaced attendee back to the first available room at the Hotel. If a room at the Hotel becomes available and the attendee elects not to return to the Hotel, the Hotel shall have no further obligations under this Section 8.6. Upon the attendee's return to the Hotel, the attendee will be given upgraded accommodations (if available) and a welcome expression from the Hotel's General Manager. If any of the Group's attendees with guaranteed reservations for room nights at the Hotel are displaced due to overbooking, those room nights will nevertheless be counted toward the Guest Room Minimum and will not be counted as “unused” for the purposes of determining the room attrition charges, if any, payable by the Group pursuant to this Contract. If an attendee who has reserved a room within the Room Block checks out after the first night but before the reserved checkout date, the Hotel shall not charge an early departure fee to the attendee. Attendees shall be instructed by the Group to make every effort to inform the Hotel in advance of any changes to their planned length of stay. The Hotel’s check-in time is after 3:00 p.m. The Hotel’s checkout time is before 11:00 a.m.
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Sources: Hotel Agreement, Hotel Agreement