Edelweiss Lodge and Resort Conference Agreement Proposal
Conference Information
Conference Name: European Physician Assistants Society
POC: Captain Michael Davidson,
European Physician Assistants CMR 411 Box 221
, 09112-Vilseck
Telephone: 476-4121
Telefax: 476-2059
Email: michael.davidson4@us.army.mil
Reservation Information
Arrival Date: May 29,2006 Departure Date: June 3,2006
Reservation Code: 0605EUROPE
Total Number of Rooms:
The grid below outlines your rooms and nightly rates during the complete conference package
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(ELR) Edelweiss Lodge And Resort, Garmisch |
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Standard Room with 2 Queen beds / Standard |
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29-05-06 |
15 - $90 room rate – no package |
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30-05-06 |
70 - $144.00 conference package rate |
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31-05-06 |
70 - $144.00 conference package rate |
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01-06-06 |
70 - $144.00 conference package rate |
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02-06-06 |
70 - $144.00 conference package rate |
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Rate |
$144.00 per person per night based single occupancy – 1 conferee per room $96.00 per person per night based on double occupancy – 2 conferees per room |
Subject to availability, rates for those guests staying before and after the conference are:
$90.00 for Standard Rooms
PAYMENT PLAN: p APF CONTRACT NAF CONTRACTp
p INDIVIDUAL TDY CASHo
To guarantee the your event, method of payment must be confirmed 60 days out and submitted 30 days prior to arrival. Acceptable methods of payment as guarantee are:
A copy of the purchase order. . (Note: Copy of purchase orders are not sufficient documentation for payment.)
Credit card to be charged
One night deposit at least 14 days prior to arrival
List of Requirements for Conference Space:
Generic Schedule
Monday May 29, 2006
PM Pre Conference Arrivals - $90 room rate (no package)
Tuesday May 30, 2006
PM Conference Check In (after 1500 hrs)
PM Dinner (pkg)
Wednesday-Friday May 31 – 2 June 2006
AM Breakfast (pkg)
AM Conference Session w/ coffee break
Midday Lunch (pkg)
PM Conference Session w/ coffee break
PM Dinner (pkg)
Saturday June 3, 2006
AM Breakfast (pkg)
AM Conference Session w/ coffee break
Midday Lunch (pkg)
Conference Departure
**Hotel checkout before 1100 hrs
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(ELR) Edelweiss Lodge And Resort, Garmisch |
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Date |
Time |
Event |
Pax. |
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30-MAY-06 |
08:00-18:00 |
Meeting |
70 |
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31-MAY-06 |
08:00-18:00 |
Meeting |
70 |
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01-JUN-06 |
08:00-18:00 |
Meeting |
70 |
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02-JUN-06 |
08:00-18:00 |
Meeting |
70 |
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03-JUN-06 |
08:00-13:00 |
Meeting |
70 |
Special Requirements
Reservation Process:
Please advise if personnel are responsible to make individual reservations or if the conference POC will provide a consolidated listing. If individual reservations are required, then please contact the Vacation Planning Center @ 440-2575 or Civ 08821-72981. Please mention the group reservation code 0605EUROPE when requesting reservations. Guests will be required to confirm reservations with credit card.
Please fill out any special events or meeting space you may need below:
Edelweiss Lodge and Resort Conference Package
Edelweiss Lodge and Resort offers a competitively priced conference package, which includes the following components:
Guest rooms - All rooms have direct dial telephone, color TV with AFN and
video channels, hair dryer and coffee maker.
Full conference meal plan.
Coffee breaks – Morning and Afternoon coffee breaks, with water, coffee and teas.
Meeting room rental -Enclosed is a conference room capacity chart,
listing all function space.
Registration support - We will assist you during your conference registration
and hotel check-in.
Non funded attendees staying on economy
$TBD per person per day payable at registration. All personnel attending conference and not covered under the contract are subject to the above conference charge
Premium package: an additional $5.00 per person per day will make your conference, one everyone will remember! Premium package includes: morning break with fruit, juice, pastries, coffee and tea; afternoon break with cookies, soft drinks, coffee and tea.
Additional charges: when a conferee wishes to bring along a spouse (non-conferee),
The conferee will be charged the single occupancy package price and there will be no
additional room charge for the spouse. For more than two adults (17 & older), there will be a $10
charge to the room. Children 17 years of age and under stay free in parents
room on available bed space. However, if a cot or sofa bed is needed, a $6.00 per night charge
will apply, cribs are $3.00 per night. Meals for spouses are not included. There are limited
numbers of family rooms available and due to fire regulations we must limit the number of
children according to the size of the room. Reservations for families must therefore be
closely coordinated with our reservations office to avoid any misunderstandings.
Meal tickets will be available for purchase at registration and the front desk of each hotel for family
members to attend special dining events . All events including lunch will require the appropriate ticket.
Point of contact: for booking a conference contact the Sales Office in Garmisch at 08821-726173 or 440-2850; fax 08821-729-230. The Conference Department can be reached at 08821-944-4203/4204.
TERMS OF Edelweiss Lodge and Resort CONFERENCE AGREEMENT
1. Your receipt of this agreement signed by Edelweiss Lodge and Resort’s authorized representative constitutes confirmation that "tentative reservations" have been made for your group pursuant to your request as indicated on Page 1 of this document. If the information on Page 1 of this document does not accurately reflect your booking, you should contact Edelweiss Lodge and Resort immediately to correct the booking.
2. Upon receipt by Edelweiss Lodge and Resort of the original copy of this agreement, signed by the project officer, Edelweiss Lodge and Resort will guarantee your group reservation. If the signed agreement is not received by:
14-07-2005
then your reservation will be considered tentative allowing other conferences to book the space.3.
3. Once your conference reservation is guaranteed, the cancellation policy will be applicable as follows
- cancellation of entire conference before 60 days prior to arrival date of conference - no charge
- cancellation of entire conference within 60-30 days prior to arrival date of conference - 1st night stay (full conference package) for all rooms reserved will be charged as cancellation fee
- cancellation of entire conference less than 30 days prior to arrival date of conference - entire conference
package for all reserved nights for duration of initially proposed dates of the conference will be charged as
cancellation fee. If the conference is required to be cancelled for ‘real world’ situations, i.e., massive
deployment, war, etc., then conference POC may provide memorandum signed by 06 or above, stating that
operational requirements precluded the event from occurring.
4. Individual conference attendee reservations will be subject to the following cancellation policies:
If an individual with TDY status cancels less than 7 days prior to the arrival date, The full conference package rate for one day as quoted will be forfeited.
If an individual checks out earlier than the reserved date he/she will be charged for the last night’s stay.
Requests for refund of deposits forfeited must be submitted in writing to the Edelweiss Lodge and Resort conference office within 7 days of the scheduled arrival date. Refunds will only be granted for documented medical or duty related reasons. Such requests must be made or endorsed by an officer in the grade 0-5 or higher in the requesting individual’s/organization’s chain of command or supervision who must certify the medical or duty related reason for the cancellation or no show. All other disputes under this agreement will be prosecuted in the manner provided under this sub-paragraph and the decision of the executive director concerning any such dispute shall be final.
5. Edelweiss Lodge and Resort must have a final copy of the payment method at least 60 days prior to arrival. Additionally, a copy of either the purchase order, the credit card to be charged or a one night deposit must be provided to Edelweiss Lodge and Resort at least 30 days prior to arrival.
6. The cut-off date for all guest room reservations will be 30 days prior to the scheduled
arrival date of the conference. Any additional guest rooms needed after that date will be on a space available basis. (Note: on the cut-off-date - all unreserved guest rooms will be released back to inventory and offered for sale to other guests)
7. A conference roster is required by Edelweiss Lodge and Resort no later than 14 days prior to the conference arrival date. Any rooms that were reserved and not utilized will be charged to the client (full package price)
8. Conference package prices will be confirmed by Edelweiss Lodge and Resort up to one year prior to the scheduled arrival date of requested conference.
9. The conference package price includes the following:
Accommodations
Full conference meal plan
Coffee breaks (2 per day)
Any meeting space required within Edelweiss Lodge and Resort facilities
Edelweiss Lodge and Resort registration staff support
Audio/visual equipment
Set-up and clean-up charges
10. Any personnel attending the conference that are not authorized access to U.S. Facilities in the USAREUR AOR by one of the four methods as listed in AE Reg 190-16, Installation Access Control, must be on an approved access roster from the 6th AST Garmisch Installation Access Control Office (IACO). The request for an access roster for these personnel must be received by Edelweiss Lodge and Resort no later than 14 working days prior to the start of the conference (or earliest arrival date, whichever comes first), to allow Edelweiss Lodge and Resort Security to prepare and send the actual request to the Garmisch IACO NLT 5 working days before the desired effective date of the access roster.
The access roster request must include the following information for each individual:
Full name
Country of citizenship
·
Identification Documentation and Identification Number of one of the following:§
Passport.§
Personal ID card issued by the country of citizenship (for example, German Personalausweis, Belgian Identity Card, Italian carta d’identita).§
Military ID card issued by one of the NATO Sending States (Belgium, Canada, France, the Netherlands, United Kingdom).Vehicle license-plate number, if applicable, of each individual
Valid Police Good Conduct Certificate (for contractors only)
It is the responsibility of the Group/Conference Coordinator to Contact to collect this information and submit the roster request to Edelweiss Lodge and Resort within the time specified. The individual requesting the access for the Group/Conference personnel will be listed on the access roster request as Conference/Group POC. Edelweiss Lodge and Resort will be the Official Sponsor and ensure that the respective personnel are on the 6th AST access roster. Late submissions may cause delays and possibly deny unaccompanied access to the facilities, which will require that they be signed in by other conference attendees who have authorized sign-in privileges.
Conference Agreement
The undersigned warrants that he/she is a duly authorized agent for the conference referred to herein that he/she is fully employed to accept the provisions stated in this agreement. That this is a definite and binding commitment on behalf of the conference, and that all members of the group are authorized patrons of Edelweiss Lodge and Resort.
Signature: _________________________ Signature: ______________________
Jason Palmer, Sales Representative x 173 Michael Davidson
Hotel Contact Group/Conference Contact
Date: Monday, June 13, 2005 Date: Monday, June 13, 2005