HYATT REGENCY LOST PINES RESORT & SPA CATERING EVENTS, HOTEL INFORMATION SHEET FOOD & BEVERAGE POLICIES Due to legal liabilities and state law, no food and beverage may be brought into the Resort. All food and beverage consumed in the hotel must be purchased in the Resort. Food and beverage arrangements for hospitality suites may be made directly with your Catering Manager/Convention Services Manager. No Food and Beverage is permitted to leave the Hotel. Additional food and beverage policies and charges are available from our Catering/Convention Services Department. BASTROP COUNTY BEVERAGE LAW Due to county law we are unable to serve alcohol after 12:00 a.m, Sunday-Friday. On Saturdays, we are able to serve alcohol until 1:00 a.m. TAX EXEMPTION The Hotel requires a copy of the organization’s Texas Tax Exempt Certificate on file two weeks prior to the event or dates of stay. Information provided to the Hotel is to demonstrate that the organization should be exempt from Texas State Sales Tax or Occupancy Tax. MENU PRICES & MULTIPLE MAIN COURSES Menu prices are subject to change and will be guaranteed 6 months prior to the date of your event. If you choose to have more than one main course for a plated function, you will be charged the higher price for all main courses. BARTENDER AND CASHIER CHARGES There will be a $150.00 bartender charge per bar for your event. This is in addition to our 21% service charge on beverage pricing. TAXES, SERVICE CHARGE, & LABOR CHARGES All food, beverage and audio-visual charges are subject to a service charge, which is currently 21%. Texas sales tax of 6.75% will be applied to all food, beverage and audio-visual charges. For Catering groups fewer than 25 people there will be a $150 labor charge per meal function. BILLING AND 20% CONTINGENCY The final estimate due, less deposits, is to be paid in full by the date listed on the contract, prior to arrival. There will be a 20% Contingency added to your final estimate due to cover any additional charges during your event/stay at the Resort. This is a refundable amount if it is not used. Hotel Information Sheet 2 Hyatt Regency Lost Pines Resort & Spa OUTDOOR SPACE WEATHER CALL All event(s) between 8:00 AM and 3:00 PM will make a weather call no later than 6:00 PM the day prior to event. All event(s) taking place after 3:00 PM will make a weather call no later than 10:00 AM the day of the event. A reset fee of $350.00 will apply for a call made after the set times. OUTDOOR VENUE RENTAL Due to increased labor, food and equipment costs for outdoor events, there will be an additional charge per person applied to the menu pricing for all outdoor venues. The charges are as follows: Pecan Court and Riversong Lawn Porch: $2.00 per person Chief’s Pavilion, Riversong Lawn, and Plantation Lawn: $4.00 per person LBJ Pavilion: $5.00 per person Renegade Trailhead: $7.00 per person *For events with a la carte pricing, this charge will appear as a room rental. SOUND ORDINANCE All amplified music at any Outdoor Venue must end by 10:00pm due to the sound ordinance that is enforced. SERVICE TENT RENTAL Additional charges may apply for rental of a tent for the service area for any outdoor meal functions. GUARANTEE COUNTS In arranging for private functions, the final attendance must be received by the Catering Office no later than 11:00 a.m. three (3) working days prior to the commencement of the function. This number will be considered a guarantee, not subject to reduction, and charges will be made accordingly. Please provide the guarantees on the following days*: Day of Function: Guarantee due on the preceding: Saturday, Sunday, or Monday Wednesday Tuesday Thursday Wednesday Friday Thursday Monday Friday Tuesday *National Holidays are not considered working days and should be taken into consideration when submitting guarantees. Should the guaranteed final attendance be significantly less than the estimated count, the Hotel reserves the right to relocate the event to a more suitable function room. Also, the client will still be responsible for the contracted minimum revenue. The client will be charged for the guarantee or actual attendance, whichever is higher. We will set the room for 3% above the guarantee up to a maximum of (30). Should you require an overset higher than 3% there will be a charge of $5.00 per place setting. We will prepare food for the guarantee, but have available enough food for the 3% overset, although it may take a few minutes to prepare. Preset courses will be prepared only for the guaranteed number. Should you wish to have preset courses for the overset number as well there will be an additional charge of $12.00 per course per place setting. Should the guarantee be increased after the guarantee is given, the new guarantee becomes the set number. The hotel will not overset above the revised guarantee number. PARKING Valet parking fees for hotel guests will be charged at the posted rate at the time of their stay. For reference, the current Valet Parking charge for hotel guests is $18.00 overnight and $10.00 for day/event parking. Current rates are subject to change and all parking is on a space availability basis. Selfparking is included in the Resort Fee. SECURITY CHARGES There will be an additional charge to have a Security Officer present for the duration of your event. Contact your Catering/Convention Services Manager for current pricing. SMOKING POLICY The state of Texas has passed an ordinance “to ban or restrict smoking in all places of public accommodation.” Public accommodation is defined as all public places or places of employment. Therefore, the Lobby, Restaurants and other public areas of the Resort are designated as non-smoking. DELIVERIES TO GUEST ROOMS Packages, gifts, letters, or bags may be handed out at the front desk or delivered to individual guest rooms. The following fees apply: Welcome letters handed out at Front Desk (not personalized) Complimentary Packages/gift bags handed out at Front Desk (not personalized) $3.00/each Items delivered under Guest Room Door (letters) $4.00/each Items placed in guest room $5.00/each Large or personalized items placed in guest room $6.00/each Hotel Information Sheet 3 Hyatt Regency Lost Pines Resort & Spa ENGINEERING AND AUDIO VISUAL Visual Aids Electronics, (VAE), preferred partner at Hyatt Regency Lost Pines Resort and Spa, is the industry leader when it comes to audio-visual services. They utilize the latest technology and expertise to produce special events of all sizes. Their complete in-house capabilities enable them to coordinate and assist with all aspects of the event, from the initial concept to the grand finale. Their full time management and support staff are available 24 hours a day, seven days a week. Hyatt Regency Lost Pines Resort and Spa is happy to arrange for special electrical needs for bands, booth and tabletop exhibitors and special equipment. Please notify your Catering/Convention Services Manager of needs so pricing information can be forwarded. Nothing may be posted, hung, taped, nailed, screwed or otherwise attached to any portion of the Resort’s facilities without previous written permission from our Director of Engineering. Anything in connection therewith necessary or proper for the protection of the building, equipment, or furniture and fixtures will be at the expense of the organization or exhibitor. RECEIVING OR SHIPPING All shipments should be sent no sooner than two days prior to the conference, and Convention Services should be notified in advance. A handling fee of $10.00 per 6-20 pounds, $15.00 per 21-50 pounds, $25.00 over 50 pounds will apply to all boxes shipped to the Resort and $150.00 for all pallets. For packages arriving earlier than (1) week prior to the function, there will also be a $150.00 per day storage fee regardless of the number of boxes. Deliveries will not be accepted if the shipper requires assistance from the Resort staff to load or unload materials. The hotel accepts no responsibility for the return of packages or shipments at the conclusion of your function. These arrangements can be made through our Business Center. Appropriate charges may apply. LIABILITY The Hyatt Regency Lost Pines Resort & Spa reserves the right to inspect and control all meeting and function rooms on our premise. We also reserve the right to control the sound levels in all of our rooms. Liability for damages to the Hotel will be the responsibility of the meeting planner or the event contact. The Hotel cannot assume responsibility for personal property or equipment brought into the Hotel. We will assist you with any security requirements that you may have. The Hotel reserves the right to refuse to serve alcoholic beverages to anyone who appears underage and cannot produce proper identification, or to anyone who appears intoxicated. The Hotel also reserves the right to close down any function that impedes the quiet enjoyment of other guests. In the event that you or your guests damage Resort property, you will be held fully responsible for all replacement costs and repair charges as determined by the Resort management. The Resort will not assume responsibility for damage or loss of merchandise or articles left in the Resort prior to, during, or following your event. The hotel is not responsible for the loss of or theft of articles left in guest rooms or meeting/function rooms that are not secured. The Group must notify the hotel if a function room needs to be secured. Safety Deposit boxes are available at the front desk at no charge to the guest. Valuables should not be left in meeting/function rooms or guest rooms. The Resort is unable to be responsible for the safe keeping of equipment, displays, and supplies, written materials or of valuable items left in the meeting rooms, conference areas, etc. A lock change is required for meeting rooms requiring 24-hour set-up (offices, exhibits, storage, computer training, extensive audio-visual, etc.) The charge is $30.00 per lock change, which will include (1) key. Each additional key is $8.00. LIFE SAFETY All meeting requirements, including registration and special set-ups, must meet the guidelines of existing fire codes and ordinances of the City of Bastrop, Bastrop County and the State of Texas. To facilitate this, we require a copy of all diagrams and floor plans to be submitted at least 60 days prior to your meeting. At no time can exits marked as fire exits be blocked with any equipment, boxes or anything that would impede the safe evacuation of guests in the unlikely event of an emergency situation. ACKNOWLEDGEMENT Please acknowledge by signing below that the Group has read and understands the policies and procedures. Hotel pricing and policy is subject to change. Please return to the Hotel’s Sales Office with the signed contract. The undersigned acknowledges she/he is a representative authorized to sign on behalf of the Group. “The above Policies and Procedures are subject to change by the hotel without notice.” ________________________