Group Agreement

The following terms and conditions apply to and govern the Group Contract between the Hotel and the Group. 

ROOM RATES
The Guest Room Rates rates do not include a mandatory destination amenity fee or applicable state, city and local taxes, currently 15.75%, and are subject to change as well as a 3% Historic Preservation Fee.  Additionally, all rates are quoted in US Dollars.

CHECK-IN TIME / CHECK-OUT TIME
Check-in time is 4:00 p.m.  Every effort is made to accommodate delegates arriving before the check-in time; however, rooms may not be immediately available.  Check-out time is 11:00 a.m.  Requests to retain rooms beyond this time should be directed to the Front Desk on the departure morning.  Should it be possible to extend a late check-out, a late check-out charge may be applicable.  

GUARANTEE FOR ARRIVAL
All reservations must be guaranteed for arrival via an American Express Card, MasterCard, Visa, Discover, advance deposit, or to your master account. 

NO SHOW RESERVATIONS
It is the Group’s responsibility to pay for any cancellations that extend beyond the allowable attrition.  Group will assume responsibility for any confirmed reservations, guaranteed by the Group, that are considered no show reservations.

In the case that individuals pay on their own, individual’s credit card will be charged for one (1) evening room and tax and any remaining evenings associated with the reservation will be cancelled.  

DISPUTES & FINANCE CHARGE
Group will raise any disputed charges directly with hotel within five (5) days after receipt of any invoice or all disputes are waived.  The Hotel will work with Group in resolving any such disputed charges. If payment of any invoice is not received within thirty (30) days of the date on which it was due, Hotel will impose a finance charge at the rate of the lesser of 1.5% per month (18% annual rate) or the maximum allowed by law on the unpaid balance commencing on the invoice date.  Should Hotel, in its sole discretion, deem collection action necessary in regard to outstanding balances hereunder, all costs associated with that collection action, including attorney’s fees, shall be posted to the master account.

AUTHORIZED SIGNATURES
Hotel must be notified in writing at least thirty (30) days prior to arrival of the authorized signatories and the charges that are to be posted to the Master Bill.  Any cancellation or attrition fees will be billed to the Master Bill.

DAMAGE TO FUNCTION SPACE
Group shall be responsible for all liabilities, losses, claims, demands, damages, costs and expenses, including (without limitation) to property damage and/or personal injustices suffered or incurred by the Hotel or any employee or staff member of the Hotel and arising as a direct result of the negligence or willful misconduct of Group or its employees or any invitee or outside contractor hired or engaged by Group.   

OUTSIDE FOOD AND BEVERAGE POLICY
All food and beverages served at functions associated with the Event must be provided, prepared, and served by Hotel, and must be consumed on Hotel premises. Violation of this policy will result in additional charges.

MENU SELECTION
Finalized menu selections must be received (4) weeks prior to the scheduled Event (independent of (5) business day attendance requirement). A charge of $150.00 per day will be assessed when details are not provided by the four (4) week deadline.

ENTRÉE CHOICE
Entrée selection on all plated menus is limited to two entrée selections (all other courses must be the same for all guests in attendance). An exact confirmed number of each entrée selection must be specified by noon, one hundred twenty (120) business hours prior to the Event. Each attendee must have a place card or meal ticket to indicate their entrée selection at the time of service if your guests selected an entrée type prior to the event.

GUARANTEED ATTENDANCE
A confirmed attendance must be specified by noon five (5) business days (Monday-Friday) prior to all events. This number will be the Group minimum guarantee and not subject to reduction. Charges will then be based on the guaranteed or actual attendance, whichever is greater. The Venue will set up and be prepared to serve 3% above the guaranteed number. If the guaranteed attendance is not received within the (5) business days, your “agreed attendance” will be considered the guarantee. Requests for increasing the guarantee within the (5) business day period are subject to Catering Management approval and may incur additional service charges. Changes to rooms, furniture or service setup within one (1) week of arrival date will be subject to $150.00 change fee.

The Minimum Anticipated Food and Beverage Revenue does not include service, room rental, labor or audio/visual charges, or any other miscellaneous charges incurred for your event. If your final attendance count should fall below the estimated number of guests listed above, we will advise you as to alternatives in food selections which may provide you with services equivalent in value to the agreed upon Minimum Anticipated Food Revenue figures for your function. 

SHIPPING AND HANDLING OF BOXES / PACKAGES
Special arrangements must be made for receiving any equipment, goods, displays or other materials that will be sent, delivered or brought into the Hotel.  (This excludes delivery of any food or beverage items that are also sold or furnished by the Hotel.  The Hotel will not accept delivery of such items.)  Failure to do this may result in deliveries being refused or materials being unavailable when required.  To ensure proper handling, please mark boxes and packages being sent to the Hotel as follows:

1. Hold for Arrival – Attn: Recipient’s name, meeting name and arrival date

2. Sender’s return address

3. Conference Services Manager’s name

4. Number of boxes being sent (Box 1 of 2, Box 2 of 2, etc.)

Please send boxes and packages to:  The Crawford Hotel, 1701 Wynkoop St, Denver, CO 80202.

Please note that the first three (3) boxes / packages received will be handled on a complimentary basis.  For four (4) or more boxes / packages the following charges will apply.  

•Box/package 1-5lbs – $5.00 each, Box/package 6-20lbs – $10.00 each, Box/package 21-40lbs – $15.00 each,  Box/package 41-50lbs – $20.00 each, Box/package 50+lbs – $50.00 each

The Hotel does not accept any liability for equipment, goods, displays, or other materials that arrive unmarked or fail to arrive at the Hotel.  The Group is responsible for insuring its property for loss or damage.

FORCE MAJEURE
No party shall be liable or responsible to the other party, or be deemed to have defaulted under or breached this agreement, for any failure in performing any term of this agreement (except for any obligations to make payments to the hotel hereunder), when and to the extent such party’s (the “Impacted Party”) failure is solely caused by (a) acts of God, (b) flood, fire, earthquake, or explosion, (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest, (d) government order, law, or action, (e) national or regional emergency directly affecting the location of the hotel, (f) strikes, labor stoppages or slowdowns, or other industrial disturbances, or (g) power outages or shortages or material curtailment of transportation services, any of which are unanticipated events beyond such party’s control and which make it illegal or impossible for such party to fulfill its obligations under this agreement (“Force Majeure Event(s)”).

The ability to terminate this agreement pursuant to this paragraph is conditioned upon the Impacted Party giving written notice to the other party within five (5) days of the occurrence of the Force Majeure Event. The Impacted Party shall use diligent efforts to end the failure or delay and ensure the effects of such Force Majeure Event are minimized. If the Force Majeure Event directly impacts the scheduled event hereunder, the parties will cooperate to reschedule the event.

INDEMNIFICATION
Each party hereby agrees to indemnify, defend and hold the other harmless from any loss, liability, costs or damages arising from actual or threatened claims or causes of action resulting from the gross negligence or intentional misconduct of such party or its respective officers, directors, employees, agents, contractors, members or participants (as applicable), provided that with respect to officers, directors, employees, and agents, such individuals are acting within the scope of their employment or agency, as applicable.  

AMERICANS WITH DISABILITIES ACT
The Hotel is in full compliance with the American with Disabilities Act as defined by law.

GOVERNING LAW
This Agreement shall be governed by and construed in accordance with the laws of the city and state where the Hotel is located. 

INSURANCE
Client and Hotel agree to obtain and maintain throughout the term of the Event, insurance of such types and in such amounts as a reasonably prudent company in their respective industries would obtain.

GENERAL PROVISIONS
This contract is made and will be performed in the city and state in which the Hotel is located and shall be governed by and construed in accordance with laws of the city and state in which the Hotel is located, excluding its conflict of law rules.  By executing this contract, you consent to the exercise of personal jurisdiction over it by, and venue in, the courts of the city and state in which the Hotel is located.  Any legal action in connection with this contract shall be brought and maintained only in the state courts of the county in which the Hotel is located or in the federal court geographically closest to the Hotel.  In the event of litigation arising from or associated with this contract, we agree that the prevailing party shall recover its attorney’s fees and any costs incurred.  

You may not assign this contract or any of your rights under this contract without our prior written consent.  You further agree that any change in your corporate or business ownership structure, whether by merger, take-over or otherwise, shall not serve to cancel, modify or in any way reduce your obligations under this contract, and this contract shall remain in full force and effect with respect to you and any successor entity.