CONFERENCE FACILITY RESERVATION INFORMATION THREE FLINT HILL

Transcription

1 CONFERENCE FACILITY RESERVATION INFORMATION THREE FLINT HILL Reservation Policy: To make a reservation, please complete the attached conference center reservation request form and a scanned copy to the administrative assistant, Carrie Wiegand at cwiegand@first- potomac.com. Once the completed form is reviewed and accepted, confirmation of your reservation (subject to availability) will be sent to the responsible party. ROOM DESCRIPTIONS & USES POSSIBLE SET- UP MAXIMUM FORMATS OCCUPANCY Theatre, Classroom, Cafeteria, Board Meeting, U- shaped, Cocktail parties *70 seats* INCLUDED FACILITY NAME AMENITIES Conference Center Kitchen, Patio Area (Room a) A/V Equipment Kitchen, Patio Area - only Board Room Theatre, Classroom, Board Meeting, *16 seats* when the large Room (a) (Room B) U- shaped Isn t Reserved Full Conference Facility Theatre, Classroom, Cafeteria, Board Kitchen, Patio Area See Above (Rooms A + B) Meeting, U- shaped, Cocktail Parties A/V Equipment **Numbers reflect the amount of seats available in each room. Additional seating may be provided by outside vendors at tenant s expense. **Patio area available exclusively in conjunction with reservation of Conference Renter (Room A). Capacity: The conference center capacity is 200 persons. The board room capacity is 30 persons. The patio area capacity is 20 persons. Reservation Availability: Conference Facility reservations may be made up to three (3) months in advance and are subject to availability during the regular hours of operation, Monday- Friday 8:00am- 6:00pm. Events held after business hours, may result in additional applicable rates (see Page 3). Conference Center facilities availability excludes recurring usage for weekly and monthly meetings. Tenants use and scheduling will be monitored closely to ensure any misuse of the policy. Payment: For events that will require overtime HVAC usage, an onsite engineer, or additional services above standard operations, payment is due at time of reservation. Payments are accepted via check, made payable to FP 3 Flint Hill, LLC. Failure to make payment within 24 hours of reservation will result in cancellation. Applicable Rates: Set- up fee (flat rate) - $25 Engineer - $85/hour Overtime HVAC - $60/hour Clean up fee $25

2 Changes & cancellations: Changes to the reservation (start and/or end times, furniture set- up, number of attendees, etc.), are to be submitted to the administrative assistant no less than 48 hours prior to the event. Cancellations with full refunds will be accepted, if and only if, requests are received in writing at least 48 hours prior to the event. Catering: If you will be holding a catered event, please choose from our list of preferred caterers (see attached). Other vendors will be considered on a case- by- case basis. Deliveries: All deliveries must come through the parking garage using the freight elevator only. Elevator and floor protection may be required depending on the type of event. All deliveries must be coordinated with management. Alcohol use: If any alcohol will be served at the event, tenant shall at all times comply with all applicable laws, including but not limited to obtaining any and all licenses, permits and approvals required in connection with service of alcohol during the event. Smoking: Smoking is not permitted inside the building or conference center. Smoking is available outside in designated areas only, identified where there are ash urns on patio area and to the left and right of building main entry. Security: First Potomac Management, LLC reserves the right to require security for any event at the expense of the tenant. Repair and return of facility: First Potomac Management, LLC, the tenant, and the caterer/vendor shall conduct an inspection to note property condition. Any deficiencies noted prior to the event shall be logged and identified as existing. Any damages noted after the event shall also be logged and assessed. At this time, First Potomac Management, LLC shall exercise their right to repair any damages and collect reimbursement costs from the tenant within 30 days of the occurrence. If a tenant does not reimburse the landlord for the costs, conference center privileges will be revoked/suspended. Hold harmless: Tenant agrees to clean up the Conference Center at the end of the event and to properly dispose of all trash. Tenant agrees that its use of the Conference Center may not interfere with the operation of the property or other tenants use thereof. In addition to any provisions in its lease with the owner of the property, tenant agrees to indemnify and hold harmless First Potomac Management, LLC, and their respective affiliates, from and against all claims, losses, damages, liabilities or expenses incurred (including attorney s fees) as a result of tenant s use of the Conference Center. Certificate of insurance: All vendors providing services for the event (including but not limited to caterers, AV technicians, and clean- up staff) must provide an updated certificate of insurance at least 48 hours prior to the event commencement date. a) Comprehensive general liability said coverage shall have limits of not less than $1,000,000 per occurrence combined single limit for bodily injury and property damage, including coverages for personal injury, contractual liability, operation of mobile equipment, products/completed operations and liquor law liability.

3 b) Workers Compensation coverage shall comply with all state and federal requirements and will be in the statutory required limits. All employees of the vendor must be covered by workers compensation. c) Employers Liability coverage shall be placed with limits not less than $1,000,000 per incident. d) Automobile Liability coverage shall be acquired for all owned, non- owned hired and leased vehicles of vendor, including the loading and unloading thereof. Limits not less than $1,000,000 per each occurrence combined single limit for bodily injury and property damage shall be maintained. e) Alcohol Insurance if you will be serving alcohol at your event, you must obtain a one- time insurance rider to your policy from your insurance company to cover the event and provide to building management. Miscellaneous: If a guest is found to be in possession of illegal drugs or illegal firearms, First Potomac Management, LLC has the right to terminate the event immediately. Taping or otherwise affixing signs or other items on the walls/room number signs is prohibited due to the possible damage or scarring. No rice, confetti or glitter may be used inside or outside of the facility.

4 CONFERENCE FACILITY RESERVATION REQUEST FORM Today s Date: Requested By: (name) Company Name: Suite Contact Person Phone: Contact Date of Event: Time: From To Type of Event: # of Guests: _ Room Requested: Conference Center Board Room Both Set- Up (check one): Theatre- Style: Classroom- Style: Cafeteria- Style: Board Meeting- Style: U- Shaped: Cocktail Party: Other (please specify) Other Information/Details Regarding The Event: Is the facility requested to be reserved for Tenant s sole use only? Yes No If you answered no, please provide other company name(s) to be present at event: If a tenant wishes to have an affiliate of their company utilize the Three Flint Hill Conference Facilities, written owner approval is required and the standard rates apply. Catering: (please use a preferred vendor or contact Carrie Wiegand, (703) ). Caterer: Phone: Contact Person:

5 Av equipment: (please use preferred vendor or contact Carrie Wiegand, (703) ) Vendor: Phone: _ Contact Person: _ AV Equipment: DVD/CD player: Mic: LCD Projector: LCSD TV: Screen: ****************************************************************************************** For office use only: Conference Center Room (Room A): Small Conference Room (Room B): Clean Up Fee Engineer Overtime HVAC Security Set- up Fee Total Clean Up Fee Engineer Overtime HVAC Security Set- up Fee Total Full Conference Facilities (Rooms A & B): Clean up fee Engineer Overtime HVAC Security Set- up Fee Total Remember: *All changes must be submitted in writing 48 hours prior to the event* *All cancellations must be submitted in writing 48 hours prior to the event* Total Payment Due: Authorized First Potomac Representative Authorized Tenant Representative Date Date

6 REFERRED CATERERS PREFERRED VENDORS 1. THREE FLINT HILL CAFÉ JAMES KIM JERMANTOWN ROAD FAIRFAX VA WINDOWS CATERING COMPANY; (703) GENERAL WASHINGTON DRIVE ALEXANDRIA, VA HTML/HOME.ASP 3. SANTINI S; (703) CHAIN BRIDGE ROAD OAKTON, VA JASON S DELI (703) FAIR LAKES SHOPPING CENTER FAIRFAX, VA DOLCE VITA; (703) FAIRFAX BOULEVARD FAIRFAX, VA PURPLE ONION CATERING; (703) MAPLE AVENUE, WEST VIENNA, VA PREFERRED AV TECHNICIANS 1. CTSI: CORBETT TECHNOLOGY SOLUTIONS, INC.; USA.COM KEN VICTORY (703) KVICTORY@CTSI- USA.COM 2. KALOTHIA; ROBB MILLER (571) RMILLER@KALOTHIA.COM