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Proposal To Host:

2016 Annual Delta Theta Tau Sorority National Convention

Presented By: Visit Fort Wayne


Fort Wayne Bid Summary

Bid To Host Delta Theta Tau Sorority National Convention! Fort Wayne, Indiana has so much to offer to your group and we are excited to customize our amenities to perfectly suit the needs of your 2016 event. From our great central location to our affordable prices, Fort Wayne is a great fit for your convention. We excel in hosting sorority groups, too! This presentation includes all the information you will need to help you find the right location for your convention. Learn more about our welcoming community inside!

What You Asked For...

What Fort Wayne Can Offer...

Attractive/First-Class Facilities

=

New and renovated hotels and convention center

Convenience of Transportation

=

Located in heart of the Midwest, easy access major highways and international airport

Costs to Attend Convention

=

Fort Wayne offers 15% more affordable hotels rates than larger cities like Indianapolis and Columbus

Appeal of City

=

Vibrant, clean and small community with big town feel

Complimentary Requests

=

Three personalized hotel proposals to meet your needs


Message from Visit Fort Wayne

Dear Ms. DeMeyer, Thank you for your consideration of Fort Wayne for the 2016 Delta Theta Tau Annual National Convention! We have so much to offer you with attractive meeting space and hotel package flexibility. In this bid book, you will find multiple venue and housing options, specifically designed to meet the needs of your group should you choose Fort Wayne in 2016. 1. Grand Wayne Convention Center with Hilton Hotel 2. Grand Wayne Convention Center with Courtyard by Marriott 3. Hotel Fort Wayne Please see the Executive Summary with pricing information I extracted from the hotel and convention center proposals. Those proposals are included in this bid book under the full bid proposal section. They address your complimentary requests and much more. In addition to our wonderful facilities, Fort Wayne also provides numerous options for dining, entertainment and area attractions. We are a very affordable and easily accessible convention location, with close proximity to a large population density in the upper Midwest. You’ll receive big-city amenities with a small town feel, and you would be more than welcomed in our community. We are excited with the possibility of hosting you in 2016 and will go above and beyond to make your convention a huge success in Fort Wayne! Best,

Josie O’Donnell Group Sales Manager josie@visitfortwayne.com


Venues Bid Summary (Details in Bid Packet)

Hilton Room Rate Venue (with Grand Wayne Convention Center) (*$25,000 minimum in Food and Beverage)

$119.00 $3,500.00*

Downtown Hilton Fort Wayne

Courtyard by Marriott Option #1 Room Rate Venue (*$20,500 minimum in Food and Beverage)

Downtown Courtyard by Marriott

Option #2 Room Rate Venue (*$3,000 minimum in Food and Beverage)

Hotel Fort Wayne Room Rate Venue (*$14,000 minimum in Food and Beverage)

Hotel Fort Wayne

$124.00 $2,875.00*

$124.00 $3,625.00*

$94.00 Free*


Complete Bid Packet


Fort Wayne, Indiana

Fort Wayne, Indiana’s second-largest city, is home to over 250,000 residents. Fort Wayne’s facilities are firstrate, technology-advanced and fully adaptable to your unique needs. Past meeting planners have been impressed by Fort Wayne’s ability to put on effective events. We offer a big city feel, with a small community atmosphere. Not to mention, Fort Wayne’s high quality and lower cost amenities, and cleanliness and friendliness of community, sets our city apart from our counterparts. Accessible by major interstate highways and an international airport, it’s easy to see why Fort Wayne is one of the Midwest’s most central and convenient locations. Fort Wayne’s convenient location makes us an ideal convention location.

“In preparation for our conference, the attention to detail was perfect, and during the meeting there was nothing for me to be concerned about. My group was delighted, and we look forward to the next time we can meet in Fort Wayne.” — Bill Borne, Indiana Auditors’ Association


Facility Information Grand Wayne Convention Center

The Grand Wayne Convention Center features 80,000 square feet of fully carpeted, dedicated event space and 30,000 square feet of public areas, in addition to a sub-divisible 50,000 square foot multi-purpose Convention Hall. Consistent with the entire Center, it is fully carpeted, equipped with technologically advanced sound and lighting systems, and is acoustically paneled for superior sound quality. In addition, they offer easy-access loading docks, phone lines, computer-driven sound system, in-house exhibition services and a fully staffed audio-visual department.

Grand Wayne Convention Amenities • Clean, contemporary and modern facility • Attached and first-class hotels • Professional and experienced event hosting staff • 17 breakout rooms

Second Floor

Ground Floor


Downtown Fort Wayne

Fort Wayne’s growing and energized downtown is the largest economic and business development sector in Northern Indiana. Several exciting new commercial developments and local improvements have created new opportunities for event attendees and visitors to enjoy.

Downtown Fort Wayne offers exceptional connectivity. Our Grand Wayne Convention Center is attached to two hotels, extensive parking, our Historic Embassy Theatre, Botanical Gardens and several other attractions via our convenient skybridges.

Downtown Fort Wayne is the area’s most popular dining and entertainment destinations. With dozens of restaurants and bars located just steps from the Grand Wayne Convention Center, Fort Wayne’s downtown offers a wide variety of dining and bar options for different tastes. Downtown’s new crown jewel, Parkview Field, offers great baseball (and unique off-site activities) in a lovely park setting. This stadium, named the #1 in Minor League baseball, is located across the street from the Convention Center and offers meeting planners an easy (and fun!) evening activity solution. In addition, Downtown Fort Wayne is the home to our arts and cultural attractions, including dozens of museums, and a vibrant arts campus. Your attendees can enjoy live performances at the historic Embassy Theatre or Arts United Center and take in the culture of our city while in town.


Activities

Visit Fort Wayne strongly believes the convention or meeting experience doesn’t have to end following the business day. Fort Wayne offers many activities for groups of all sizes to enjoy either during the day or evening hours. Take in a ballgame at the award-winning Parkview Field, home of the Fort Wayne Tincaps, or get your taste buds ready for delicious tours at the DeBrands Fine Chocolates or Olive Twist. Schedule a tour at cinda b Handbag and Purses, too! The Embassy Theatre and Fort Wayne Civic Theater offer fanfavorite shows throughout the year. Shop until you drop at Glenbrook Mall and Jefferson Pointe Shopping Center. Both feature a large display of popular store choices. Want to visit one the country’s top 10 best zoos? The Fort Wayne Children’s Zoo was ranked as the number-one must-see summer attraction in the state of Indiana. With countless museums and other historic attractions waiting your group, we can easily offer suggestions to create an outstanding off-site itinerary.

Our recent national Operations Conference held in Fort Wayne was a resounding success! The meeting package offered in the city was an excellent complement to our meeting needs and everything went very smoothly. We plan to return in the near future.” — Brian Risley, SIRVA


Dining & Nightlife

Known as the “City of Restaurants,” Fort Wayne offers countless dinner and nightlife options, including several locally owned hotspots and franchised favorites. Downtown Fort Wayne offers dozens of restaurants within blocks of the Grand Wayne Center, while the Memorial Coliseum is located near over 50 dining options just down the road on Coliseum Boulevard. And after dinner, you can sit back and relax over a cocktail after a successful business day! You and your event attendees will have plenty of late-night options, whether the evening calls for live music, dancing, or just unwinding. Downtown Dining District

Sorority groups enjoy kicking back at one of Indiana’s most popular martini bars, Club Soda. Located four blocks away from the Grand Wayne Convention Center.

The Grand Wayne Convention Center is located downtown, just mere blocks from another 20 great eateries!


Transportation

Visit Fort Wayne understands that meeting planners and event attendees travel far and wide to our city, and we want to make it as hassle-free for you and your group to get into and around town. Located in northeast Indiana, Fort Wayne is positioned near several Midwest cities, making it an attractive regional convention destination. Accessible by major interstate highways and an international airport, it’s easy to see why Fort Wayne is one of the Midwest’s most central and convenient locations. The Fort Wayne International Airport has been recognized nationally for its quick and helpful service, while offering numerous daily direct flights into and out of our city. Upon your arrival, take advantage of the many car-rental options located outside the terminal. While in Fort Wayne, choose from dozens of on-call taxi services, limo and hotel shuttles waiting to serve you and your group all at an affordable cost!

“Fort Wayne’s facilities are first rate - and large enough to support tens of thousands of delegates.” — Mike Wright, Gold Wing Riders Association


Hoosier Hospitality

We know Fort Wayne. From restaurants, theaters and museums, to transportation, unique off-site venues and VIP treatment, we want to help make your event the best it’s ever been. CONVENTION ASSISTANCE

Enjoy these FREE services from our professional staff: Planning Assistance – Let us be your eyes and ears when you are planning from out of town. We can provide access to community resources, arrange off-site amenities and make your job easier both before and during your event. Pre-Convention Materials – Dramatically enhance your print convention materials. Digital Maps – Available for your printed programs or “save the date” cards. Welcome/VIP letters – Including mayoral and city-wide welcomes for your program, customized so your group feels recognized and acknowledged. On-Site Assistance – We offer personnel to assist with your on-site convention needs. City Information Materials – Providing city information to your convention delegates such as maps; brochures and information on restaurants, attractions and activities.

MEDIA/MARKETING SERVICES -Share your event with our local and state-wide media. -Developing event Social Media campaigns using Facebook, Twitter and Instagram. #2016DeltaConvention -Create photo galleries and videos from event.

“Working with Visit Fort Wayne made our ballroom dance competition much easier to put together! See you again next year.”

— Vivian Hans, USA Dance Fort Wayne Danceport Champions


We’d love to host you in Fort Wayne!

We are eager to host the Delta Theta Tau Sorority National Convention in our community and look forward to making it the best event possible! Feel free to contact Josie with any additional questions. We look forward to working with you and your group!

Please contact: Josie O’Donnell Group Sales Manager josie@visitfortwayne.com

Visit Fort Wayne 927 S. Harrison Street Fort Wayne, IN 46802 www.VisitFortWayne.com 1-800-767-7752


Venues and Hotels Bid Packet


February 14, 2013 Bonnie DeMeyer – 2016 Convention Coordinator Delta Theta Tau Sorority, Inc. C/O Visit Fort Wayne 927 South Harrison St. Suite 101 Fort Wayne, IN 46802

Re: 2016 Annual July National Convention Dear Ms. DeMeyer, Thank you for inquiring about the Hilton Fort Wayne at the Grand Wayne Convention Center. It would be a pleasure to have the Annual July National Convention in 2016 at our facilities. In conjunction with the Grand Wayne Convention Center, we would like to submit the following proposal for your review. Facilities The newly renovated Hilton at the Grand Wayne Convention Center is the Premiere Hotel in Northern Indiana. Some of our amenities include: x Two full service restaurants, lounge and room service – Breakfast - 1020 Bistro 6:30am – 10:30am Lunch – 1020 Bistro – 11am – 2pm Lounge – 3pm -12am Cut’z Fine Dinning – 5pm – 11pm x Complimentary airport courtesy shuttle x Complimentary high-speed wireless internet access x Pre-Cor Fitness room x Indoor swimming pool x Business Center Concessions In appreciation of your business, we would like to offer you the following concessions: x x x x x

1 – Complimentary Presidential Parlor with the adjoining King and Double guestrooms Ten nights Saturday through Tuesday for the Officers 1 – Complimentary King Deluxe Suite for the Convention Coordinator – Ten Nights – Saturday through Tuesday 1 – Complimentary King guestroom with adjoining Parlor for VIP – Ten Nights – Saturday through Tuesday 1 – Complimentary Boardroom – Nuchol’s from Saturday through Tuesday for meetings 1 – Complimentary King Deluxe Suite for two nights – Site Tour (based on availability)

* Complimentary Parlors, Boardroom and Guestrooms value over $ 10,569.00


Availability I am pleased to inform you that we have the following set of dates to offer. First option date with best availability is July 02-12, 2016. The 3rd week set of dates does have a first option hold but may come available. Decision is pending. The group rate will be available until 2 days prior to arrival. After the cut-off date, the hotel will extend the group rate to conference attendees based on availability. Sat 7

Sun 7

Mon 7

Tue 7

Wed 7

Thu 125

Fri 125

Sat 125

Sun 7

Mon 7

Tue 7

Rate We are pleased to extend a sleeping room rate of $119.00, plus tax. Current state and city tax is currently at 14%. The Hotel is comprised of kings (one bedded rooms) and doubles (two bedded rooms). Guestrooms will be assigned based on availability by Hotel’s reservation department. Meeting Space Your meeting space will be held at the beautiful Grand Wayne Convention Center. Please see the proposal from LeeAnn Pollock for detailed information on meeting space. The Hilton Fort Wayne is directly connected to the Grand Wayne Convention Center on two levels, providing a seamless flow for attendees. Food & Beverage Our current banquet menus can be found on our website: www.ftwayne.hilton.com. If you don’t see something you’d like, just ask. Our culinary team would be happy to work with you to create a custom menu. I am also attaching special menus and pricing that is available for your group. You will benefit from the expertise of a Convention Services Manager (CSM) from the Hilton. Your event manager will handle the layout of your meeting rooms and any audio visual needs. Your CSM will coordinate all of your food and beverage needs. The CSM will be at your disposal to answer any questions you may have and to help coordinate a flawless event. $25,000.00 minimum required based on food and beverage requirements. Parking Covered parking is available in the city-owned garage located directly across the street and connected to the hotel via the 3rd floor skywalk. Overnight guests can take their parking ticket to the front desk for validation. Parking will be charged directly to their room and they will have unlimited in/out privileges. Parking per day is currently $7.00 Location We are conveniently located downtown. There are a number of restaurants and local attractions within walking distance of the hotel. Attractions x Botanical Conservatory x Embassy Theater x Fort Wayne Museum of Art x Performing Arts Center x History Center x Parkview Field


Please keep in mind that this is a proposal. Once again, thank you for the opportunity to bring Delta Theta Tau Sorority – 2016 Annual July National Convention to the Hilton Fort Wayne! We are confident it will be a successful event! Warm regards,

Kathy Horton, Sales Manager, Hilton Fort Wayne


February 20, 2013

Ms. Bonnie DeMeyer C/o Visit Fort Wayne 927 South Harrison Street Suite 101 Fort Wayne, IN 46802 Re: Delta Theta Tau Sorority Inc. 2016 Annual July National Convention Dear Ms. DeMeyer: We are pleased to have this opportunity to submit our proposal to host the 2016 Annual July National Convention. Currently, we can offer your preferred dates: Wednesday, July 6th through Sunday, July 10th, 2016 Wednesday, July 20th through Sunday, July 24th, 2016 We suggest the following configuration for your conference based on the specs I received from Visit Fort Wayne. (Please refer to the attached EXCEL spread sheet) The Grand Wayne Convention Center services include one set-up per room per day and use of available chairs, tables, staging and easels at no additional charge. Wireless Internet Service: Complimentary throughout the GWCC You may use your own audio visual equipment. Otherwise we recommend you allow our event manager to schedule services with our in-house AV technicians. Here you have the comfort of knowing your equipment will be in position, ready to function with back up supplies, at daily rentals lower than outside purveyors. The enclosed Convention & Technology Service Schedules reflect current costs you could incur upon your needs and request. Your charges would be those in effect at the time of your conference.


Page Two February 20, 2013

The Hilton Fort Wayne at the Grand Wayne Convention Center is the GWCC exclusive caterer. We are excited about the possibility of our city hosting the 2016 Annual July National Convention! The Grand Wayne Center Staff and our associates will make sure that your attendees experience our wonderful Hoosier hospitality in Fort Wayne! Ms. DeMeyer, please contact me with any further items that need to be addressed. My phone number is 260-426-4100 and my Email address is lpollock@grandwayne.com. The Grand Wayne Convention Center’s web site is www.grandwayne.com. I hope we have the opportunity to serve your group! Sincerely, GRAND WAYNE CONVENTION CENTER

LeeAnn Pollock Sales Manager


Registration Tables 1,200 sq. ft. 200 ppl/ Banquet Seating

Registration Area

Raffle Room

Mixer

225 ppl / Classroom Seating and 125 ppl / Theater Seating 300 ppl / Banquet Seating

Opening Business Meeting

Social / Dinner

Convention Hall A

1,200 sq. ft. 225 ppl / Classroom Seating and 125 ppl / Theater Seating

Raffle Room

Business Meeting/Workshops

Prepared by LeeAnn Pollock 2/19/2013

Harrison A

Registration Tables

Convention Hall A Pre-function Area

Registration Area

Friday

Convention Hall A

1,200 sq. ft.

Raffle Room

Convention Hall A

Harrison A

Registration Tables

Convention Hall A function Area

Calhoun Ballroom ABCD

Harrison A

Convention Hall A function Area

Room

Registration Area

Thursday

#/Seating

Description Wednesday

Pre-

Pre$0.00

$1,500.00

$250.00

$0.00

See above.

$1,500.00

$250.00

$0.00

$1,250.00

$250.00

Rental

Wednesday, July 6th through Sunday, July 10th, 2016 Wednesday, July 20th through Sunday, July 24th, 2016**

Grand Wayne Convention Center Proposal

Delta Theta Tau Sorority, Inc.

$750.00

$125.00

$0.00

See above.

$750.00

$125.00

$0.00

$625.00

$0.00

$0.00

Discount

$750.00

$125.00

$0.00

$625.00

$250.00

$0.00

$750.00

$125.00

$0.00

See above.

Total


Room with Two Doors 300 ppl / Banquet Seating

Business Meeting

Election of Officers

Social / Banquet

**Convention Pending for another Client.

Business Meeting

Convention Hall A

Convention Hall A

Prepared by LeeAnn Pollock 2/19/2013

225 ppl / Classroom Seating and 125 ppl / Theater Seating

Convention Hall A

225 ppl / Classroom Seating and 125 ppl / Theater Seating

Sunday

Harrison A

1,200 sq. ft.

Gallery

Room

#/Seating

Description Saturday Raffle Room

$1,500.00

$5,000.00

$8,500.00

See above.

$250.00

$750.00

$125.00

Discount

$1,500.00

See above.

$250.00

$1,500.00

$250.00

Rental

$0.00

$750.00

$125.00

$3,500.00

$0.00

See above.

Total


Equipment & Services (audio) Wired microphone

$10.00

Wireless microphone

lavalier or hand-held

$70.00

Mixer (required for 2+ input)

custom quote

Call

CD player

may require audio hookup

$25.00

Portable sound system

custom quote

Call

Drop-down screen

in rooms available

$25.00

8 x 8 screen

w/skirt

$25.00

10 x 10 screen

w/dress kit

$115.00

7.5 x 10 screen

front or rear projection w/dress kit

$115.00

9 x 12 screen

front or rear projection w/dress kit

$130.00

10.5 x 14 screen

front or rear projection w/dress kit

$150.00

20 x 20 screen

requires one-time rigging fee ($125)

$200.00

Overhead projector

high intensity

$40.00

Video/Data projector

2.0k lumen w/4' vga cable

$175.00

Video/Data projector

3.0k lumen w/4' vga cable

$275.00

Video/Data projector

5.0k lumen w/4' vga cable

$450.00

Video/Data projector

6.5k lumen w/4' vga cable

$650.00

Video & VGA distribution

custom quote

Call

Equipment & Services (video)

PowerPoint advancer

$15.00

22" Monitor (LCD)

$75.00

42" Monitor (plasma)

w/stand

$200.00

32" Television

w/cart

$75.00

DVD player

may require audio hookup

$25.00

A/V cart

w/skirt

$10.00

Followspot

requires operator

$50.00

Intelligent lighting

custom quote

Call

Special (LED, gobo, etc.)

custom quote

Call

Equipment & Services (lighting)

Equipment & Services (telecommunications) Analog telephone line

$75.00

Analog telephone handset

$25.00

Conferences phone

$50.00

Cable television hookup

$75.00

Broadband (dynamic IP)

$75.00

Broadband (static IP / show floor)

$200.00

Unique data configurations

custom quote

Call

Conferencing

custom quote

Call

Power (208v/60a)

w/cam-lock (tail-in additional charge)

$50.00

Power (208v/200a)

w/cam-lock (tail-in additional charge)

$100.00

Power (208v/400a)

w/cam-lock (tail-in additional charge)

$300.00

Airlift

per hour, certified operator required

$35.00

Rigging

custom quote

Call

Technical labor

per hour (1 hour minimum)

$35.00

Technical Show Services

per hour (1 hour minimum)

$50.00

Audio hookup

meeting rooms

$35.00

Audio hookup

Convention Hall and Anthony Wayne Ballroom, per hour (1 hour minimum)**

$75.00

Light focus

Convention Hall and Anthony Wayne Ballroom, per hour (1 hour minimum)

$50.00

Follow-spot operator

per hour (4 hour minimum)

$35.00

Digital signage production

per hour (1 hour min.)

$75.00

Equipment & Services (production)

Technology Services Labor

This list represents some of our most requested equipment and services. Please contact a GWCC Event Manager for a complete price list or to be put in touch with one of our Technology Services professionals. In the Convention Hall and Anthony Wayne Ballroom there is a per hour charge (hookup through show end) when the system is accessed directly by a client and/or their vendor. Said systems may only be accessed upon approval by the Technical Director. Terms: Equipment rates are daily fees unless otherwise noted. Rates are subject to change without notice. Changes and/or additions on the day of the event may be subject to additional fees.


Booth Package Includes 10' x 10' booth space, booth drape, skirted table, two chairs, wastebasket, and one after hours booth cleaning

$35.00

Booth Drape With Poles 3' Tall Booth Drape

(price per foot)

$1.50

8' Tall Booth Drape

(price per foot)

$2.00

8' x 10' space or 10' x 10' space

$16.00

Display Tables Table (no cover/no skirt)

$6.00

Table (vinyl cover & skirt)

$18.00

Cleaning after-hours cleaning fee

(price per booth)

$5.00

(includes extension cord and power strip)

$25.00

Electrical Service 120 volt up to 20 amps/2,400 watts 208/240 volt, up to 400 amps

$100.00

An electrician may be required for the services listed above at a prevailing hourly wage.

Electrician Prevailing hourly wage

Call

Tablecloths Tablecloths for non-catered functions: by arrangement with Hilton Hotel Catering Department

Call

Dance Floor Small, 24' x 24', for 0 to 100 people

$100.00

Medium, 24' x 36', for 100 to 150 people

$125.00

Large, 36' x 36', for 150 to 250 people

$150.00

Extra Large, 36' x 48', for 250 to 400 people

$200.00

Dance floor combinations available for parties over 400 people

Call

Additional Services Easel

Call

Flip chart with markers

$25.00

White Board

Call

Usher (dedicated Usher service)

price per hour

$10.00

Security

price per hour

$30.00

Air Lift and Operator

price per hour, one hour minimum

$35.00

Fork Lift and Operator

price per hour, one hour minimum

$35.00

Piano, Upright

$100.00

Piano, Studio Grand

$300.00

Helium Balloon Surcharge (The Convention Hall & Anthony Wayne Ballroom)

$75.00

Copies

price each

$0.25

Kiosk

price each

$25.00


Group Sales Proposal Option # 1 Courtyard by Marriott – Fort Wayne Downtown 1150 South Harrison Street Fort Wayne, IN 46802 DESCRIPTION OF GROUP AND EVENT The following represents a sales proposal for Delta Theta Tau, Inc. by Courtyard by Marriott Fort Wayne Downtown at the Grand Wayne Convention Center and outlines specific conditions and services to be provided. DATE:

February 26, 2013

ORGANIZATION:

Delta Theta Tau Sorority, Inc.

CONTACT:

Ms. Bonnie DeMeyer

HOTEL CONTACT: PHONE: E-MAIL:

Aimee Scott Senior Sales Manager 260-490-3629 aimee.scott@whitelodging.com

NAME OF EVENT:

2016 Annual July National Convention

OFFICIAL PROGRAM DATES:

Saturday, July 2, 2016 - Tuesday, July 12, 2016 or Saturday, July 16, 2016 – Tuesday, July 26, 2016

GUEST ROOM COMMITMENT The Hotel agrees that it will provide, and Delta Theta Tau Sorority, Inc. agrees that it will be responsible for utilizing 427 total room nights as follows:

Run of House

Sat

Sun

Mon

Tue

Wed

Thurs

Fri

Sat

Sun

Mon

7

7

7

7

7

125

125

125

10

7

GROUP ROOM RATES Based upon Delta Theta Tau Sorority, Inc. total program requirements as outlined in this agreement, Hotel confirms the following group rates: Queen/Queen: King with Sleeper:

$ $124.00 $ $124.00

Hotel room rates are subject to applicable state and local taxes currently in effect at the time of check in. Group rate will be offered 3 days prior to the convention and 3 days after the convention. COMMISSION The group room rates listed above are net non-commissionable.


COMPLIMENTARY ROOMS Delta Theta Tau Sorority, Inc. will be entitled to the following complimentary guest accommodations: 1. Two bedrooms to sleep four (adjoining rooms with two double queens each) directly adjacent to the Rockhill Boardroom for Sunday prior to convention until Tuesday following convention. 2. The Rockhill Boardroom (for purposes of parlor room included in bedrooms described above). The Rockhill Boardroom will be available from the Sunday prior to convention until the Tuesday following the convention. 3. One bedroom Suite for Convention Coordinator, to be available from Sunday prior to convention until the Tuesday following the convention. (All sleeping rooms are equipped with refrigerators and microwaves). 4. One additional sleeping room (cleared for purposes of additional meeting rooms) from Sunday prior to convention until the Tuesday following the Convention. REWARDING EVENT PLANNER POINTS Trip planner will be entitled to Marriott Rewards points equal to 3 points per dollar revenue actualized from the entire group block revenue, up to a maximum amount of 50,000 points. Planner points will be posted to the account of the Marriott Rewards member within 7 business days of the event. Points may be divided between two planners, and may be redeemed for airline or sleeping room points. METHOD OF RESERVATIONS Reservations for the Event will be made by individual call in, or on-line using a customized event weblink described below, or rooming list. Rooming list should be provided to Hotel by Thursday, June 9, 2016. CUSTOMIZED WEBLINK Hotel will create a free customized website for Group’s event. This customized website will allow attendees to book their hotel reservations online, and may also include personalized information about the event or meeting, including content, links to Group’s website, and dining, entertainment, and city information GUARANTEED RESERVATIONS All reservations must be guaranteed with a major credit card or by Delta Theta Tau Sorority, Inc. Reservations not cancelled by 6:00PM the night of arrival, will be charged for one (1) night’s room and tax. BILLING ARRANGEMENTS The following billing arrangements apply: Individual to pay all charges, OR Room and tax charges to Master Account, OR All charges to Master Account CUT-OFF DATE Reservations by attendees must be received on or before Thursday, June 9, 2016, (the "Cut-Off Date"). At the Cut-Off Date, Hotel will review the reservation pick up for the Event, release the unreserved rooms for general sale, and determine whether or not it can accept additional reservations based upon availability of space and rate. Release of rooms for general sale following the Cut-Off Date does not affect Delta Theta Tau Soroity, Inc. obligation, as discussed elsewhere in this Agreement, to utilize guest rooms.


MASTER ACCOUNT Hotel must be notified in writing at least 30 days prior to arrival of the authorized signatories and the charges that are to be posted to the Master Account. Any cancellation or attrition fees will be billed to the Master Account. PAYMENT The method of payment of the Master Account will be established upon approval of Delta Theta Tau credit. In the event that credit is not approved, Delta Theta Tau agrees to pay an advance deposit in an amount to be determined by the Hotel in its reasonable discretion. The outstanding balance of the Delta Theta Tau Master Account (exclusive of disputed charges) will be due and payable upon receipt of invoice. Delta Theta Tau will raise any disputed charge(s) within (10) days after receipt of the invoice. The Hotel will work with Delta Theta Tau in resolving any such disputed charges, the payment of which will be due upon receipt of invoice after resolution of the dispute. If payment of any invoice is not received within 30 days of the date on which it was due, Hotel will impose a finance charge at the rate of the lesser of 1-1/2% per month (18% annual rate) or the maximum allowed by law on the unpaid balance commencing on the invoice date. FUNCTION INFORMATION AGENDA Based on the requirements outlined by Delta Theta Tau Sorority, Inc., the Hotel has reserved the function space set forth on the below Function Information Agenda. Date

Start Time

End Time

Room

Function

Setup

Agr

Sunday

8:00 AM

11:59 PM

11

Complimentary

8:00 AM

11:59 PM

Existing

11

Complimentary

200.00

Tuesday

8:00 AM

11:59 PM

Existing

11

Complimentary

200.00

Wednesday

8:00 AM

11:59 PM

Existing

11

Complimentary

200.00

Wednesday

7:00 PM

9:00 PM

Rounds

200

**See Below

**800.00

Thursday

8:00 AM

11:59 PM

Existing

11

Complimentary

200.00

Friday

8:00 AM

11:59 PM

Existing

11

Complimentary

200.00

Friday

5:00PM

11:59 PM

Banquet

300

** See Below

** 800.00

Saturday

8:00 AM

11:59 PM

Existing

11

Complimentary

200.00

Saturday

5:00 PM

11:59 PM

Board Meeting Board Meeting Board Meeting Board Meeting Mixer Reception Board Meeting Board Meeting Informal Dinner Board Meeting Banquet

Existing

Monday

Banquet

300

** See Below

** 800.00

Sunday

8:00 AM

11:59 PM

11

Complimentary

200.00

8:00 AM

11:59 PM

Existing

11

Complimentary

200.00

Tuesday

8:00 AM

11:59 PM

Board Meeting Board Meeting Board Meeting

Existing

Monday

Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom Legacy Ballroom Rockhill Boardroom Rockhill Boardroom Legacy Ballroom Rockhill Boardroom Legacy Ballroom Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom

Typical Room Rental** 200.00

Existing

11

Complimentary

200.00

FUNCTION SPACE FEES **Based upon the functions identified on the Function Information Agenda/Event Agenda outlined in this Agreement, and providing that the Food and Beverage minimums listed below are met, the Hotel will reduce function space fees to $ 0.00. Meeting rooms are also subject to change. **See Food and Beverage and Final Guarantees below. All food, beverage, meeting room rental and AV are subject to 22% service charge and applicable taxes.


*FOOD AND BEVERAGE AND FINAL GUARANTEES Delta Theta Tau Sorority, Inc. agrees that it will provide, and Hotel is relying upon total event food and beverage revenue of $ 20,500.00. This food and beverage minimum does not include Service Charge and applicable Sales Tax. Although they are both subject to change, the current Service Charge is 22% and the current Sales Tax is 8.0%. Should this minimum not be met, the difference will be charged to the group as function space fees. In arranging for food and beverage events, a final guarantee must be given by 12:00 PM, 96 hours in advance. This number will be considered a guarantee not subject to reduction. All charges incurred will be based on this number. If your Catering Representative is not advised by this time, the estimated attendance will become your final guarantee. On the final bill, you will be charged the guarantee or the final number, whichever is greater. All food and beverage, audio-visual and miscellaneous charges are subject to the current service charge and sales tax. OUTSIDE FOOD AND BEVERAGE 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. No Food and Beverage will be allowed to leave Hotel Premises DEPOSIT SCHEDULE Non-refundable deposit schedule as follows: Deposit Type Credit or Check

Due Date Upon Contracting Signing

Amount Due $800.00

If Hotel does not receive deposits according to the above schedule, rooms will be released and all deposits will be forfeited and contract will be considered canceled. ROOMS ATTRITION Hotel is relying upon Delta Theta Tau, Inc. use of total room nights. Delta Theta Tau Sorority, Inc. agrees that a loss will be incurred by Hotel should there be a reduction greater than 20% in total room nights actually used. Should the room nights actually used by Delta Theta Tau Sorority, Inc. be less than 80% of the total room nights, Delta Theta Tau Sorority, Inc. agrees to pay, as liquidated damages and not as a penalty, the difference between 80% of the total room nights and Delta Theta Tau Sorority, Inc. actual usage of rooms, multiplied by the average group room rate. CANCELLATION Delta Theta Tau Sorority, Inc. agrees to provide Hotel with written notice of any decision to cancel or to otherwise essentially abandon its use of the total room nights (a “Cancellation�) within five (5) business days of such decision. Delta Theta Tau Sorority, Inc. acknowledges that a Cancellation would constitute a breach Delta Theta Tau Sorority, Inc. obligation to Hotel and Hotel would be harmed. Delta ThetaTau Sorority, Inc. therefore agrees to pay Hotel, within thirty (30) days after any Cancellation, as liquidated damages and not as a penalty, the amount listed in the Chart below. Date of Decision to Cancel Date of Agreement to 365 days From 364 to 180 days Less than 179 days

Amount of Liquidated Damages Due 60% of estimated room revenue 80% of estimated room revenue 100% of estimated room revenue


Provided that Delta Theta Tau Sorority, Inc. timely notifies Hotel of the Cancellation and timely pays the above liquidated damages, Hotel agrees not to seek additional damages from Delta Theta Tau Sorority, Inc. relating to the Cancellation. IMPOSSIBILITY The performance of this Agreement is subject to any circumstance making it illegal or impossible to provide or use the Hotel facilities, including acts of God, war, government regulations, disaster, strikes, civil disaster, or curtailment of transportation facilities. The Agreement may be terminated only for any one of the above reasons by written notice from either Hotel or Delta Theta Tau Sorority, Inc. to the other within ten (10) days of learning the basis for termination. COMPLIANCE WITH LAW This Agreement is subject to all applicable federal, state, and local laws, including health and safety codes, alcoholic beverage control laws, disability laws, federal anti-terrorism laws and regulations, and the like. Hotel and Delta Theta Tau Sorority, Inc. agree to cooperate with each other to ensure compliance with such laws. CHANGES, ADDITIONS, STIPULATIONS, OR LINING OUT Any changes, additions, stipulations or deletions including corrective lining out by either Hotel or Delta Theta Tau Sorority, Inc. will not be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in writing by the other. LITIGATION EXPENSES The parties agree that, in the event litigation relating to this Agreement is filed by either party, the nonprevailing party in such litigation will pay the prevailing party's costs resulting from the litigation, including reasonable attorneys’ fees. LIQUOR LICENSE Delta Theta Tau Sorority, Inc. understands that Hotel’s liquor license requires that beverages only be dispensed by Hotel employees or bartenders. Alcoholic beverage service may be denied to those guests who appear to be intoxicated or are under age. PERFORMANCE LICENSES Delta Theta Tau Sorority, Inc. will be solely responsible for obtaining any necessary licenses or permission to perform, broadcast, transmit, or display any copyrighted works (including without limitation, music, audio, or video recordings, art, etc.) that Delta Theta Tau Sorority, Inc. may use or request to be used at the Hotel. ACCEPTANCE Prior to execution by both parties, this document represents an offer by the Hotel. Unless the Hotel otherwise notifies Delta Theta Tau at any time prior to Delta Theta Tau execution of this document, the outlined format and dates will be held by the Hotel for Delta Theta Tau on a first-option basis until February 26, 2014 . If Delta Theta Tau cannot make a commitment prior to that date, the offer will revert to a second option basis or, at the Hotel’s option, the arrangements will be released, in which case neither party will have any further obligations. Upon receipt by Hotel of a fully executed version of this Agreement prior to February 26, 2014, or upon Hotel’s acceptance of a fully executed version of this Agreement after such date, it will be placed on a definite basis and will be binding upon Hotel and Delta Theta Tau.


1,200 sq. ft. 200 ppl/ Banquet Seating

Raffle Room

Mixer

225 ppl / Classroom Seating and 125 ppl / Theater Seating 300 ppl / Banquet Seating

Opening Business Meeting

Social / Dinner

Convention Hall A

1,200 sq. ft. 225 ppl / Classroom Seating and 125 ppl / Theater Seating

Raffle Room

Business Meeting/Workshops

Prepared by LeeAnn Pollock 2/19/2013

Harrison A

Registration Tables

Convention Hall A Pre-function Area

Registration Area

Friday

Convention Hall A

1,200 sq. ft.

Raffle Room

Convention Hall A

Harrison A

Registration Tables

Convention Hall A function Area

Courtyard by Marriott

Harrison A

Convention Hall A function Area

Room

Registration Area

Thursday

Registration Tables

#/Seating

Registration Area

Description Wednesday

Pre-

Pre-

Wednesday, July 6th through Sunday, July 10th, 2016 Wednesday, July 20th through Sunday, July 24th, 2016**

$1,500.00

$250.00

$0.00

See above.

$1,500.00

$250.00

$0.00

Courtyard

$250.00

$0.00

Rental

$750.00

$125.00

$0.00

See above.

$750.00

$125.00

$0.00

Courtyard

$0.00

$0.00

Discount

Grand Wayne Convention Center in conjunction with the Courtyard by Marriott : First Option

Delta Theta Tau Sorority, Inc.

$750.00

$125.00

$0.00

See above.

$750.00

$125.00

$0.00

Courtyard

$250.00

$0.00

Total


300 ppl / Banquet Seating

Election of Officers

Social / Banquet

**Convention Pending for another Client.

Business Meeting

Convention Hall A

Convention Hall A

Prepared by LeeAnn Pollock 2/19/2013

225 ppl / Classroom Seating and 125 ppl / Theater Seating

Room with Two Doors

Business Meeting

Sunday

Convention Hall A

225 ppl / Classroom Seating and 125 ppl / Theater Seating Gallery

Harrison A

Room

1,200 sq. ft.

#/Seating

Description Saturday Raffle Room

$1,500.00

$4,375.00

$7,250.00

See above.

$250.00

$750.00

$125.00

Discount

$1,500.00

See above.

$250.00

$1,500.00

$250.00

Rental

$2,875.00

$0.00

See above.

$0.00

$750.00

$125.00

Total


Group Sales Proposal Option # 2 Courtyard by Marriott – Fort Wayne Downtown 1150 South Harrison Street Fort Wayne, IN 46802 DESCRIPTION OF GROUP AND EVENT The following represents a sales proposal for Delta Theta Tau, Inc. by Courtyard by Marriott Fort Wayne Downtown at the Grand Wayne Convention Center and outlines specific conditions and services to be provided. DATE:

February 26, 2013

ORGANIZATION:

Delta Theta Tau Sorority, Inc.

CONTACT:

Ms. Bonnie DeMeyer

HOTEL CONTACT: PHONE: E-MAIL:

Aimee Scott Senior Sales Manager 260-490-3629 aimee.scott@whitelodging.com

NAME OF EVENT:

2016 Annual July National Convention

OFFICIAL PROGRAM DATES:

Saturday, July 2, 2016 - Tuesday, July 12, 2016 or Saturday, July 16, 2016 – Tuesday, July 26, 2016

GUEST ROOM COMMITMENT The Hotel agrees that it will provide, and Delta Theta Tau Sorority, Inc. agrees that it will be responsible for utilizing 427 total room nights as follows:

Run of House

Sat

Sun

Mon

Tue

Wed

Thurs

Fri

Sat

Sun

Mon

7

7

7

7

7

125

125

125

10

7

GROUP ROOM RATES Based upon Delta Theta Tau Sorority, Inc. total program requirements as outlined in this agreement, Hotel confirms the following group rates: Queen/Queen: King with Sleeper:

$ $124.00 $ $124.00

Hotel room rates are subject to applicable state and local taxes currently in effect at the time of check in. Group rate will be offered 3 days prior to the convention and 3 days after the convention. COMMISSION The group room rates listed above are net non-commissionable.


COMPLIMENTARY ROOMS Delta Theta Tau Sorority, Inc. will be entitled to the following complimentary guest accommodations: 1. Two bedrooms to sleep four (adjoining rooms with two double queens each) directly adjacent to the Rockhill Boardroom for Sunday prior to convention until Tuesday following convention. 2. The Rockhill Boardroom (for purposes of parlor room included in bedrooms described above). The Rockhill Boardroom will be available from the Sunday prior to convention until the Tuesday following the convention. 3. One bedroom Suite for Convention Coordinator, to be available from Sunday prior to convention until the Tuesday following the convention. (All sleeping rooms are equipped with refrigerators and microwaves). 4. One additional sleeping room (cleared for purposes of additional meeting rooms) from Sunday prior to convention until the Tuesday following the Convention. REWARDING EVENT PLANNER POINTS Trip planner will be entitled to Marriott Rewards points equal to 3 points per dollar revenue actualized from the entire group block revenue, up to a maximum amount of 50,000 points. Planner points will be posted to the account of the Marriott Rewards member within 7 business days of the event. Points may be divided between two planners, and may be redeemed for airline or sleeping room points. METHOD OF RESERVATIONS Reservations for the Event will be made by individual call in, or on-line using a customized event weblink described below, or rooming list. Rooming list should be provided to Hotel by Thursday, June 9, 2016. CUSTOMIZED WEBLINK Hotel will create a free customized website for Group’s event. This customized website will allow attendees to book their hotel reservations online, and may also include personalized information about the event or meeting, including content, links to Group’s website, and dining, entertainment, and city information GUARANTEED RESERVATIONS All reservations must be guaranteed with a major credit card or by Delta Theta Tau Sorority, Inc. Reservations not cancelled by 6:00PM the night of arrival, will be charged for one (1) night’s room and tax. BILLING ARRANGEMENTS The following billing arrangements apply: Individual to pay all charges, OR Room and tax charges to Master Account, OR All charges to Master Account CUT-OFF DATE Reservations by attendees must be received on or before Thursday, June 9, 2016, (the "Cut-Off Date"). At the Cut-Off Date, Hotel will review the reservation pick up for the Event, release the unreserved rooms for general sale, and determine whether or not it can accept additional reservations based upon availability of space and rate. Release of rooms for general sale following the Cut-Off Date does not affect Delta Theta Tau Soroity, Inc. obligation, as discussed elsewhere in this Agreement, to utilize guest rooms.


MASTER ACCOUNT Hotel must be notified in writing at least 30 days prior to arrival of the authorized signatories and the charges that are to be posted to the Master Account. Any cancellation or attrition fees will be billed to the Master Account. PAYMENT The method of payment of the Master Account will be established upon approval of Delta Theta Tau credit. In the event that credit is not approved, Delta Theta Tau agrees to pay an advance deposit in an amount to be determined by the Hotel in its reasonable discretion. The outstanding balance of the Delta Theta Tau Master Account (exclusive of disputed charges) will be due and payable upon receipt of invoice. Delta Theta Tau will raise any disputed charge(s) within (10) days after receipt of the invoice. The Hotel will work with Delta Theta Tau in resolving any such disputed charges, the payment of which will be due upon receipt of invoice after resolution of the dispute. If payment of any invoice is not received within 30 days of the date on which it was due, Hotel will impose a finance charge at the rate of the lesser of 1-1/2% per month (18% annual rate) or the maximum allowed by law on the unpaid balance commencing on the invoice date. FUNCTION INFORMATION AGENDA Based on the requirements outlined by Delta Theta Tau Sorority, Inc., the Hotel has reserved the function space set forth on the below Function Information Agenda. Date

Start Time

End Time

Room

Function

Setup

Agr

Sunday

8:00 AM

Complimentary

Existing

11

Complimentary

200.00

Tuesday

8:00 AM

Existing

11

Complimentary

200.00

Wednesday

8:00 AM

Existing

11

Complimentary

200.00

Wednesday

7:00 PM

Rounds

200

**See Below

**800.00

Thursday

8:00 AM

Existing

11

Complimentary

200.00

Friday

8:00 AM

Existing

11

Complimentary

200.00

Saturday

8:00 AM

Existing

11

Complimentary

200.00

Sunday

8:00 AM

Existing

11

Complimentary

200.00

Monday

8:00 AM

Existing

11

Complimentary

200.00

Tueday

8:00 AM

Board Meeting Board Meeting Board Meeting Board Meeting Mixer Reception Board Meeting Board Meeting Board Meeting Board Meeting Board Meeting Board Meeting

11

8:00 AM

Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom Legacy Ballroom Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom Rockhill Boardroom

Existing

Monday

11:59 PM 11:59 PM 11:59 PM 11:59 PM 9:00 PM 11:59 PM 11:59 PM 11:59 PM 11:59 PM 11:59 PM 11:59 PM

Typical Room Rental** 200.00

Existing

11

Complimentary

200.00

FUNCTION SPACE FEES **Based upon the functions identified on the Function Information Agenda/Event Agenda outlined in this Agreement, and providing that the Food and Beverage minimums listed below are met, the Hotel will reduce function space fees to $ 0.00. Meeting rooms are also subject to change. **See Food and Beverage and Final Guarantees below. All food, beverage, meeting room rental and AV are subject to 22% service charge and applicable taxes.


*FOOD AND BEVERAGE AND FINAL GUARANTEES Delta Theta Tau Sorority, Inc. agrees that it will provide, and Hotel is relying upon total event food and beverage revenue of $ 3000.00. This food and beverage minimum does not include Service Charge and applicable Sales Tax. Although they are both subject to change, the current Service Charge is 22% and the current Sales Tax is 8.0%. Should this minimum not be met, the difference will be charged to the group as function space fees. In arranging for food and beverage events, a final guarantee must be given by 12:00 PM, 96 hours in advance. This number will be considered a guarantee not subject to reduction. All charges incurred will be based on this number. If your Catering Representative is not advised by this time, the estimated attendance will become your final guarantee. On the final bill, you will be charged the guarantee or the final number, whichever is greater. All food and beverage, audio-visual and miscellaneous charges are subject to the current service charge and sales tax. OUTSIDE FOOD AND BEVERAGE 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. No Food and Beverage will be allowed to leave Hotel Premises DEPOSIT SCHEDULE Non-refundable deposit schedule as follows: Deposit Type Credit or Check

Due Date Upon Contracting Signing

Amount Due $800.00

If Hotel does not receive deposits according to the above schedule, rooms will be released and all deposits will be forfeited and contract will be considered canceled. ROOMS ATTRITION Hotel is relying upon Delta Theta Tau, Inc. use of total room nights. Delta Theta Tau Sorority, Inc. agrees that a loss will be incurred by Hotel should there be a reduction greater than 20% in total room nights actually used. Should the room nights actually used by Delta Theta Tau Sorority, Inc. be less than 80% of the total room nights, Delta Theta Tau Sorority, Inc. agrees to pay, as liquidated damages and not as a penalty, the difference between 80% of the total room nights and Delta Theta Tau Sorority, Inc. actual usage of rooms, multiplied by the average group room rate. CANCELLATION Delta Theta Tau Sorority, Inc. agrees to provide Hotel with written notice of any decision to cancel or to otherwise essentially abandon its use of the total room nights (a “Cancellation�) within five (5) business days of such decision. Delta Theta Tau Sorority, Inc. acknowledges that a Cancellation would constitute a breach Delta Theta Tau Sorority, Inc. obligation to Hotel and Hotel would be harmed. Delta ThetaTau Sorority, Inc. therefore agrees to pay Hotel, within thirty (30) days after any Cancellation, as liquidated damages and not as a penalty, the amount listed in the Chart below. Date of Decision to Cancel Date of Agreement to 365 days From 364 to 180 days Less than 179 days

Amount of Liquidated Damages Due 60% of estimated room revenue 80% of estimated room revenue 100% of estimated room revenue


Provided that Delta Theta Tau Sorority, Inc. timely notifies Hotel of the Cancellation and timely pays the above liquidated damages, Hotel agrees not to seek additional damages from Delta Theta Tau Sorority, Inc. relating to the Cancellation. IMPOSSIBILITY The performance of this Agreement is subject to any circumstance making it illegal or impossible to provide or use the Hotel facilities, including acts of God, war, government regulations, disaster, strikes, civil disaster, or curtailment of transportation facilities. The Agreement may be terminated only for any one of the above reasons by written notice from either Hotel or Delta Theta Tau Sorority, Inc. to the other within ten (10) days of learning the basis for termination.

COMPLIANCE WITH LAW This Agreement is subject to all applicable federal, state, and local laws, including health and safety codes, alcoholic beverage control laws, disability laws, federal anti-terrorism laws and regulations, and the like. Hotel and Delta Theta Tau Sorority, Inc. agree to cooperate with each other to ensure compliance with such laws. CHANGES, ADDITIONS, STIPULATIONS, OR LINING OUT Any changes, additions, stipulations or deletions including corrective lining out by either Hotel or Delta Theta Tau Sorority, Inc. will not be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in writing by the other. LITIGATION EXPENSES The parties agree that, in the event litigation relating to this Agreement is filed by either party, the nonprevailing party in such litigation will pay the prevailing party's costs resulting from the litigation, including reasonable attorneys’ fees. LIQUOR LICENSE Delta Theta Tau Sorority, Inc. understands that Hotel’s liquor license requires that beverages only be dispensed by Hotel employees or bartenders. Alcoholic beverage service may be denied to those guests who appear to be intoxicated or are under age. PERFORMANCE LICENSES Delta Theta Tau Sorority, Inc. will be solely responsible for obtaining any necessary licenses or permission to perform, broadcast, transmit, or display any copyrighted works (including without limitation, music, audio, or video recordings, art, etc.) that Delta Theta Tau Sorority, Inc. may use or request to be used at the Hotel. ACCEPTANCE Prior to execution by both parties, this document represents an offer by the Hotel. Unless the Hotel otherwise notifies Delta Theta Tau at any time prior to Delta Theta Tau execution of this document, the outlined format and dates will be held by the Hotel for Delta Theta Tau on a first-option basis until February 26, 2014 . If Delta Theta Tau cannot make a commitment prior to that date, the offer will revert to a second option basis or, at the Hotel’s option, the arrangements will be released, in which case neither party will have any further obligations. Upon receipt by Hotel of a fully executed version of this Agreement prior to February 26, 2014, or upon Hotel’s acceptance of a fully executed version of this Agreement after such date, it will be placed on a definite basis and will be binding upon Hotel and Delta Theta Tau.


1,200 sq. ft. 200 ppl/ Banquet Seating

Raffle Room

Mixer

225 ppl / Classroom Seating and 125 ppl / Theater Seating 300 ppl / Banquet Seating

Opening Business Meeting

Social / Dinner

Anthony Wayne Ballroom AB

1,200 sq. ft. 225 ppl / Classroom Seating and 125 ppl / Theater Seating

Raffle Room

Business Meeting/Workshops

Prepared by LeeAnn Pollock 2/19/2013

Jefferson A

Registration Tables

Anthony Wayne Ballroom Prefunction Area

Registration Area

Friday

Anthony Wayne Ballroom AB

1,200 sq. ft.

Raffle Room

Courtyard by Marriott

Jefferson A

Registration Tables

Anthony Wayne Ballroom Prefunction Area

Courtyard by Marriott

Jefferson A

Anthony Wayne Ballroom Prefunction Area

Room

Registration Area

Thursday

Registration Tables

#/Seating

Registration Area

Description Wednesday

Wednesday, July 6th through Sunday, July 10th, 2016 Wednesday, July 20th through Sunday, July 24th, 2016**

$1,200.00

$250.00

$0.00

Courtyard

$1,200.00

$250.00

$0.00

Courtyard

$250.00

$0.00

Rental

$600.00

$125.00

$0.00

Courtyard

$0.00

$125.00

$0.00

Courtyard

$0.00

$0.00

Discount

Grand Wayne Convention Center in conjunction with Courtyard by Marriott: Second Option

Delta Theta Tau Sorority, Inc.

$600.00

$125.00

$0.00

Courtyard

$1,200.00

$125.00

$0.00

Courtyard

$250.00

$0.00

Total


300 ppl / Banquet Seating

Election of Officers

Social / Banquet

**Convention Pending for another Client.

Business Meeting

Anthony Wayne Ballroom AB

Courtyard by Marriott

Prepared by LeeAnn Pollock 2/19/2013

225 ppl / Classroom Seating and 125 ppl / Theater Seating

Room with Two Doors

Business Meeting

Sunday

Anthony Wayne Ballroom AB

225 ppl / Classroom Seating and 125 ppl / Theater Seating Gallery

Jefferson A

Room

1,200 sq. ft.

#/Seating

Description Saturday Raffle Room

$600.00

$2,425.00

$6,050.00

Courtyard

$250.00

$600.00

$125.00

Discount

$1,200.00

Courtyard

$250.00

$1,200.00

$250.00

Rental

$3,625.00

$600.00

Courtyard

$0.00

$600.00

$125.00

Total


February 19, 2013

Dear Ms. Bonnie DeMeyer and the Delta Theta Tau Board Members: Thank you for considering Fort Wayne as a destination for your 2016 Annual National Convention and the Hotel Fort Wayne as a potential venue. We proudly offer a response to your request for proposal that can accommodate all your needs. Currently, I’ve placed a tentative hold on the meeting space. Although the space is not guaranteed I believe you will find our location not only affordable but all inclusive so I want to be sure you have first option to secure the needed space. Due to the size of our property, we don’t foresee a problem accommodating all the guestroom needs. Our beautiful hotel features 222 guest rooms, complimentary HSIA, and free parking. A restaurant, fitness facility and business center are only a few of the extras provided by our full-service hotel. Here’s a recap of the concessions we can offer: All meeting room rental waived in lieu of a $14,000 food and beverage minimum for the entire event. This includes a board room, general session space, a hospitality room, storage room, registration, and a location for nominees and jewelry sales. In-house AV for the basic services (see attached). We have an outside company that we utilize for additional needs. 2 Complimentary suites for 10 nights with an adjoining room to accommodate a National Officer and the Convention Coordinator. A separate boardroom will be provided. Due to the layout of the hotel the suites are not on the same floor but directly above/below one another and easily accessible by elevator. Guest rooms will be given at a $96/night rate for occupancy up to 4. The majority of the rooms given will be doubles to accommodate the occupancy demand. A cash bar will be available for the three requested events with no set up fee. Selections from our lunch menu will be available from our lunch menu and the dinner menu for the banquet will not exceed the $35/person budget.


Advertising costs will need to be discussed for the national publication. We have shuttle service available from the airport but advance scheduling is required. On-site parking is complimentary. Tax exemption will be evaluated by the accounting department to determine eligibility. We will be happy to assist with coordination of the Friday afternoon tours. Fort Wayne has many great possibilities. Our city is home to both DeBrand Fine Chocolates and Vera Bradley, two great favorites among women. Grabil is a surrounding community known for its unique shops and antiques. Nearby conveniences include a movie theater and several restaurants within walking distance and a nearby shopping mall. Please call me if you have questions regarding the hotel or proposal. I look forward to meeting you during your site visit to Fort Wayne. Warm regards,

Wendy Mink, Sales Manager Hotel Fort Wayne 305 East Washington Center Road Fort Wayne, IN 46825 (260) 484-0411 Ext. 323 wmink@hotelftwaynein.com


We would like to take this opportunity to invite you to experience Hotel Fort Wayne! We can provide a group rate of $96 for duration of the event.

2016 Annual National Convention July 9 – July 19, 2016

2016 Meeting and Guestroom Proposal Especially Designed for Delta Theta Tau Sorority, Inc.

Presents


For your event we can extend a discounted rate of $96 for duration of the event in the following pattern: (2 suites are included each day) Sat, 07/09 : 7 Thu, 07/14: 125 Sun, 07/10: 7 Fri, 07/15: 125 Mon, 07/11: 7 Sat, 07/16: 125 Tue, 07/12: 7 Sun, 07/17: 10 Wed, 07/13: 7 Mon, 07/18: 7

We are a smoke-free hotel and feature a newly renovated concierge lounge with two concierge floors. Our goal is to provide each guest with all the amenities and comforts of home while staying in our community.

Guestrooms Hotel Fort Wayne features 6 floors, 219 deluxe rooms and 3 junior suites that include amenities such as luxurious 320 thread count Pima Cotton linens with a sheeted duvet that are freshly laundered for each new guest. We also completed the new king headboard renovation which includes a cherry wood headboard and individual reading lights.


All meeting space will be provided complimentary, subject to a $14,000 food and beverage minimum for the entire event.

Wednesday, July 13 – Saturday, July 16, 2016 •All space hold – specific space to be determined *A floor plan of the meeting space is included with the proposal.

Saturday, July 9 – Tuesday, July 19, 2016 •Executive Boardroom

Our inventory of meeting space will meet your every expectation. Our meeting space will provide your group with an inviting environment perfect for productivity and socializing. We currently have a tentative hold on all meeting space while we determine your group’s specific needs. No space is guaranteed, but you will be given first option if another organization requests the same dates.

Meeting Space


Parking: Hotel Fort Wayne is pleased to offer 600 complimentary parking spaces. Our parking area provides ample space for bus, trailer, and large vehicle parking as well.

Customer Service: Satisfaction is extremely important to us and our staff takes pride in providing the quality and service you deserve as a customer of Hotel Fort Wayne. We strive to make everyone’s stay excellent.

Location: Convenience is a must when traveling. Hotel Fort Wayne is located just off Interstate 69 at exit 312A, approximately 6 miles from downtown Fort Wayne. You will also find Glenbrook Shopping Mall, great dining options, and a movie theater are within walking distance or less than a five minute drive.


Additional Amenities: We have an indoor/outdoor swimming pool and Jacuzzi, airport shuttle, gift shop, room service, ATM, and laundry facilities.

Fitness Center: Our newly renovated fitness center has 24-hour access and is located on the second floor.

Rum Runners Dueling Piano Bar: Come experience a tropical paradise filled with great food, drinks, and entertainment at its best! The piano bar, also known as “dueling pianos” is the main attraction at Rum Runners. The dueling piano concept consists of two entertainers playing baby grand pianos simultaneously. The play a variety of hit songs from the 50’s through today and focus heavily on audience participation.

Red River Steakhouse: The great taste of today’s Western cooking in an elegant steakhouse. Enjoy the many tasteful option we offer in our award wining Red River Steakhouse, a local favorite known for our steaks, BBQ ribs, and our soup and salad bar lunch.

Full Service Amenities


Hotel Fort Wayne is proud to offer our premier service for Delta Theta Tau Sorority, Inc. Please contact Wendy Mink in the Sales Office at 260484-0411, extension 323 or via email at wmink@hotelftwaynein.com if you have any questions or would like to schedule a tour of the hotel.


1000 600 1000 4200 1400 1400 1400 360 480 7,800

28x35x 23x35x 37x28x 75x56x14 25x56x 25x56x 25x56x 20x18x8 18x26.5x8 40x70x31

Auburn

Cord

Duesenberg

Maumee

St. Joseph

St. Mary's

Old Fort Room

Executive Boardroom

Marquis Ballroom

Three Rivers Ballroom

2700

Sq.Ft.

(LxWxH)

82x35x8

Area

Dimensions

Auburn, Cord & Duesenberg (combined)

Meeting Room

600

NA

30

100

100

100

400

70

40

70

150

Theatre

300

16

65

65

65

200

40

20

40

110

Schoolroom

NA

15

15

45

45

45

NA

30

20

30

NA

Conference

NA

15

15

45

45

45

NA

30

20

30

NA

U-Shape

Capacity

700

100

100

100

400

75

50

75

200

Reception

SUMMIT ROOM

RUM RUNNERS

500

NA

30

90

90

90

300

60

40

60

180

Banquet


The Marquis

Three Rivers Ballrooms St. Mary’s Maumee St. Joe

Old Fort Ballroom

B

6th Floor Concierge Lounge

Entrance Ballroom Entrance

Elevators Floors 3-6 “High Rise”

Public Restrooms

A

Entrance

D

Entrance

Outside Courtyard 132-157 232-257

E

199-180 299-280

Business Center

Entrance

Marquis Drive

C Entrance

305 E. WASHINGTON CENTER RD. FORT WAYNE, IN 46825 260-484-0411

Outdoor Pool

Hot Tub

Guest Laundry

Hallway Interior Courtyard

231-205 127-105

Entrance

F

Entrance

Indoor Pool

G

Executive Boardroom Public Restrooms

Fitness Center

Sales Office

201-204

Reservations

Hallway Summit Room

A Executive Y Offices S

Gift Shop

Front Desk

Duesenburg Room Second Floor Stairs Fire Ext. Designated Smoking Area Ice Machine ATM

Cord Room Auburn Room

Lobby


AUDIO VISUAL PRICING Equipment packages: Projection Package #1 | $400 LCD projector with laptop computer, choice of 6’, 8’ or 10’ screen, projection table, extension cords securely taped Projection Package #2| $300 LCD projector, choice of 6’, 8’ or 10’ screen, projection table, extension cords securely taped served. Screen Package | $85 Choice of 6’, 8’ or 10’ screen, projection table, extension cords DVD/VCR Package | $160 VHS ½” player/recorder or DVD player, accessories

A la carte equipment: Wireless Mouse | $30 Laser Pointer | $30 Roll-around 54” projection cart, 27” full-function color video monitor/receiver with cable connections and all AC extension cords safely taped Flipchart with Markers | $25 Easel | $10 First Computer | $370/day Second Computer | $75/day LCD Projector | $250 Laptop | $125 High Intensity Overhead Projectors | $90 Sound System – Anchor Powered | $100


5 Disc Compact Disc Player | $50 Speaker Phone | $50 4 Channel Mixer | $25 Cassette Player/Recorder | $45 5 Disc Compact Disc Player | $50 Microphone - Wired | $30 Microphone - Wireless | $80 Lavalier - Wired | $30 Lavalier - Wireless | $80 Sound Patch to House System | $35 6’ x 6’ Tripod Screen | $40 8’ x 8’ Tripod Screen | $50 10” Cradle Screen | $75 9 ‘X 12’ Screen with Dress Kit | $150

Audio / Video / Lighting Technician: Regular Time 6am – 8am| $55 Evenings 6pm – 11pm | $80 Weekends | $80 Holidays | $160 *4-hour minimum for all labor calls. Meal Breaks are required. Technicians must have one 30 minute meal break before the first eight hours of their shift is complete.

Delta Theta Tau  

Bid to Host