HOTEL POLICIES & PROCEDURES
December 2007
HOTEL INFORMATION:
Audio Visual Requirements: Arrangements can be made directly with Presentation Services
at (310) 286-7683. Charges will be billed separately.
A standby technician is required in the Los Angeles, Beverly Hills, Santa Monica (Los Angeles
Ballroom) during all load-ins, setups and strikes. Separate charges to be billed directly by
Presentation Services.
Business Center: Located on the Plaza Level and available for guest use, services include:
typing, photocopying, facsimile, telex, Federal Express and UPS shipping and Internet access.
Hours of operation: Monday through Friday, 7:30AM 7:00PM and Saturday 9:00AM 5:00PM.
Closed on Sundays.
Deliveries: Any materials sent to the hotel will be subject to a delivery charge and will be
posted to the master account:
Inside Room - $4.00
Under door materials - $3.00
Electrical Charges:
Outlets:
Double Outlet 1000 Watts - $90.00 Regular Time - $132.00 Over Time
Quad Box Dedicated 2000 Watts - $110.00 Regular Time - $160.00 Over Time
Extension Cord:
4-Way Extension Cord: $25.00 Regular Time & $35.00 Over Time
Surge Protector: $25.00 Regular Time & $35.00 Over Time
Supplementary Power-Show Panels:
80 AMP - $700.00 Regular Time & $1,125.00 Over Time
100 AMP - $1,000.00 Regular Time & $1,550.00 Over Time
Supplementary Power-Los Angeles Ballroom Only:
100 AMP - $1,250.00 Regular Time & $1,250.00 Over Time
400 AMP - $1,350.00 Regular Time & $1,800.00 Over Time
Internet & Telephone Requirements: Installation and usage of electrical services and special
telephone lines will be incurred at Group expense. All requirements must be directed in writing
to hotels Convention Services Department at least one (1) month in advance of the meeting to
ensure adequate time for installation orders to be processed.
Internet charge:
First Connection $500.00 per day for each room including one IP
Additional Connection $75.00 per day for each additional IP
Phone Charges:
DID phone line $200.00 installation, $50.00 per day instrument rental
Speaker Phone (Polycom) $200.00 installation, $95.00 per day instrument rental
Keys:
The Hotel has the ability to re-key all meeting rooms at a charge of $60.00 per key, max 5 keys
per door. Please advise the number of keys required for each office or meeting rooms 48
hours in advance. Client will be responsible for returning the keys at the conclusion of the
convention; a charge of $5.00 per key will be applied for unreturned key.
Guest Faxes:
All faxes for hotel guests should be sent to (310) 551 - 3355. Please do not publish the hotel
administrative office fax number for guest use. The hotel cannot be held responsible for delays
in delivery or non-delivery of guest faxes sent to the administrative offices.
Loss or Damage: Hotel will not assume any responsibility for damages or loss of any
merchandise or articles left in any area of the Hotel prior to, during or following the Group
functions. It is the responsibility of Group to notify attendees that no valuables should be left in
function rooms or foyers. Group is responsible for any damage or destruction to the premises
during the period of time that the guest, attendees, invites; employees, or independent
contractors hired by Group are under Groups jurisdiction.
Incoming Materials: Hotel will accept only pre-paid packages. The Hotel will refuse any
packages delivered COD and the Hotel will make no notification to the shipper. All packages
must contain a label giving the following information:
TO: Convention Name
Convention Service Manager Name
2025 Avenue of the Stars
Los Angeles, CA. 90067
Guest Name / Arrival Date
Packages/Package Handling: Due to lack of storage space, we regret that we are unable to
accept shipments earlier than three calendar days prior to your conference. A handling charge
of $7.50 per box or $150.00 per pallet each way will apply to all incoming and outgoing boxes.
Boxes stored longer than three days will incur a charge of $7.50 per box, per day.
Exhibitors are advised to ship all materials directly to the drayage company or show decorator.
All exhibitor materials directed to the hotel will be refused and re-routed to the drayage company
or show decorator. This will usually result in secondary delivery charges and possibly storage
fees.
The Hotel shall not be liable for safe or timely arrival of any packages sent to the Hotel by or for
the Group. It is the Groups responsibility to check on the arrival of any packages and to check
to insure that the contents are intact. The Hotel accepts no liability for lost, stolen or damaged
goods.
Porterage: $8.00 per person roundtrip
Promotional Materials/Signage: Nothing should be posted on, nailed, screwed, or otherwise
attached to columns, walls, floors or other parts of the building or furniture. Distribution of
promotional gummed stickers or labels is strictly prohibited. Anything in connection, therewith,
necessary or proper for the protection of the building, equipment, or furniture will be at the
expense of the Group.
Security: The Group acknowledges the Hotel cannot be responsible for the safekeeping of
equipment (i.e. laptop/notebook computers, etc.), supplies, written material or any other
valuable items left in function rooms by the Group. Accordingly, the Group acknowledges that it
will be responsible to provide security of any such above mentioned items and hereby assumes
the responsibility of loss thereof. Group further agrees to provide attendees with same
information in their own advance collateral as a preventive measure.
The California Showroom, our exhibit area, cannot be locked. Security officer(s) are required at
all times when the showroom is in use for exhibits. A charge for security will be billed to the
client separately.
Please advise the hotel security officer charge is $50.00 per hour, per officer, four-hour
minimum.
It is necessary to contact the hotels Security Supervisor, telephone extension 2100, for
requirements regarding the hiring of outside security companies.
Special Event Insurance Coverage & Waivers: Any events planned of a unique nature
should be reviewed with the Hotel in advance and once approved by Hotel, group may be
required to provide evidence of insurance in amounts sufficient to provide coverage for any
liabilities arising out of or resulting from the respective obligations pursuant to this contract. Or,
you may be required to obtain appropriate waivers of liability as required subsequent to Hyatt
Corporation Legal Department review.
Tax Exemption Claims: Hotel must be notified at least one month in advance, by written notice
containing appropriate documentation, of any claims or notification of Tax Exempt Status. City
of Los Angeles ordinances do not recognize many such claims; and, by law override Federal
and State jurisdiction.
Day Parking: Valet or self-parking is available on an individual basis or can be validated and
charged to the master account. A charge of $12.00 for Self Park and $15.00 for Valet Park will
apply. These prices are good for 10 hours only and does not include in and out privileges.
Additional charges will apply after 10 hours.
Overnight Parking: Overnight valet parking is available at a cost of $31.00 per night. Overnight
self-parking is available at a cost of $20.00 per night.
Outlets:
Breeze:
Breakfast: Monday - Sunday 6:30AM - 11: 30AM
Lunch: Monday - Sunday 11:30AM - 2:30PM
Dinner: Monday - Sunday 5:30PM - 10:00PM
Starbucks Coffee: Monday - Sunday 6:00AM 2:00PM
Lobby Court Bar: Monday - Sunday 11:00AM - 11:00PM
X-Bar: Monday - Saturday 4:00PM 2:00AM
Room Service Monday - Sunday 24 hours
MEETING SERVICES:
Sales Tax: 8.25% California sales tax will be added to your account on all food, beverage,
gratuity, administrative fee and labor charges.
Service Charge: 22% service charge on all banquet food & beverage.
Seating/Meeting Room Sets: The room (s) designated for your event carries a minimum
guarantee. If your final guaranteed number is lower than this minimum, the hotel reserves the
right to transfer your party to another function room and/or charge a rental fee based on the
established hotel rental schedule.
Electronic Reader Boards: Hotel is able to add company logo or introduction page to the
electronic readers boards which are located on the lobby level, Mezzanine level, Plaza level and
California Level. The material must be in JPEG format or a PowerPoint. The fee is $250 per
day.
Guarantee: The guaranteed number of guests is required for all functions no later than
seventy-two (72) hours preceding the function. The seventy-two (72) hours is to be within the
normal workweek, Monday through Friday. You will be charged for this number even if less
attends. Should the host not provide the exact count, the estimate on the Banquet Event Order
will be considered the guarantee. A 3% allowance over the guarantee can be provided for
events except fewer than 20 guests, buffet meals or hors doeuvres receptions.
The hotel reserves the right to inspect and control all private functions. The client agrees to
begin its function on the scheduled time and agrees to have its guests, invitees and other
persons vacate the designated function space at the closing hour indicated. The client further
agrees to reimburse the hotel for any overtime wage payments or other expenses incurred by
the hotel because of the clients failure to comply with these guidelines.
Meal Functions: Meal functions are served at round tables of 10 guests each, unless
otherwise specified. Please advise if head table is required, and if so, how many guests.
If multiple entrees are required, the price of the highest entre will apply for both, including all
alternates. Exact number for multiple entrees must be submitted 3 business days prior to your
function.
Non-Smoking: In accordance with California State Law, our hotel is a non-smoking facility.
Smoking is permitted outside, open-air areas only.
Labor Fee: A minimum of 30 people is required for all food functions. If this minimum is not
met, a $100.00 labor fee will apply.
Linen: Please select tablecloths and napkins from the following colors: Black, White and
Cognac. A $20.00 fee per table will apply for double linens and floor length linen.
Signs & Banners: It is hotel policy that signs are permitted on meeting and banquet room
levels only. One sign is permitted on the lobby level by the down escalator only. The Hotel has
electronic hotel reader boards on each level that list daily hotel functions.
No material is to be affixed to the walls inside the banquet rooms. The hotel has easels
available on request at no charge. Banners are not permitted in the foyers. Posters, signs, etc.
are to be in good taste and may be displayed on easels only.
A labor charge of $75.00 per banner will apply for banners that do not require the use of an
airlift. Should an airlift be required, please contact the Presentation Services Department at
(310) 286-7683. Separate charges will apply.
DECORATIONS:
Five-Branched Silver Candelabra: With white tapered candles (Fire Marshall Approved),
charge $45.00 per candelabra.
Ice Carvings: Available beginning charge of $450.00 per block. Additional charges may apply
based on the intricacy of the design.
All decorations, props or material brought into the hotel must meet with approval of the
Los Angeles Fire Prevention Bureau, Inspector Manny Hernandez (213) 978-3640.
BANQUETS:
Music: Baby Grand Piano and Upright Piano available at $150.00 each. If piano tuning is
required a $150.00 charge will apply.
White Glove Service: A charge of $1.00 per person will apply for White Glove Service.
Attendant: A charge of $150.00 will apply for Coatroom or Restroom Attendant for 4 hours.
Bartender Fee: $150.00 per bartender, plus tax and gratuity.
Hostess for Receptions/Escort Card Table: $150.00 each.
Band/Photographer/Vendor Meals: $35.00 per person, cold meal price, plus tax and gratuity;
and $45.00 per person, hot meal price, plus tax and gratuity
Final Guarantee: The final number of guests must be submitted to this office three (3)
business days prior to the event. You will be charged for this number, even if less attend.
Should the host not provide the exact count, the estimate of the Banquet Event Order will be
considered the guarantee.
Minimums: Food and Beverage minimums apply to all meeting rooms or rentals. Should the
Food and Beverage fall below the minimum for a given room, rental will be assessed for the
difference, plus the 22% taxable set up fee.
Flags: The following flags are available complimentary upon request: United States and
California.
Control: By invitation. Please advise if tickets are to be collected by waiters for any meal
functions. Control tables will be provided at the entrance to each room, if required. Please
advise how many tables and chairs and location desired.
EXHIBITS:
All displays, exhibits, decorations, equipment, musicians/entertainers must enter the hotel
through the Los Angeles Ballroom service entrance accessible via Constellation Boulevard or
Century Park West. Delivery time must be coordinated with the hotel in advance. Special
ingress and egress requirements apply in the case of events with dcor, sets, special
lighting or special sound for all Los Angeles Ballroom, California Showroom and
California Lounge. For any event in these areas with dcor, outside lighting and/or sound
and/or audio visual companies, a hotel designated security guard will be required at
$50.00 per hour/four hour minimum for set up and tear down. In addition, a $5,000
deposit or Certificate of Insurance will be required two weeks prior to the event. Nothing
may be attached to the walls and ceilings. A walk through is to be arranged with a
designated person and hotel representative after the dismantling.
It is specifically understood that the client assumes responsibility and liability for any space used
for exhibits and/or displays. This shall include the drayage and removal of any and all exhibits
and display booths, equipment, rubbish, and associated materials to and from the Century
Plaza prior to and following the convention. In the event any discarded materials are not
removed from the hotel grounds following the convention, the Century Plaza reserves the right
to charge client for any costs incurred by the removal of such materials. Please refer to
separate listing for fire regulations.
