GROUP RESUME INFORMATION/CONTACTSunionsquare.hiltoneplanner.com/SupplierFiles/384/file/Group_Resume... · GROUP RESUME INFORMATION/CONTACTS ... Resume Type: FULL Pre-convention Meeting:

GROUP RESUME INFORMATION/CONTACTS

Organization Name:

Event Name:

Official Dates: Day, Date – Day, Date

Resume Type: FULL

Pre-convention Meeting:

Full or specified attendance: Full or Those individuals with an Asterisk(*) only

Post Convention Meeting: Day, Date at Time in the Location

Specified attendance: Will be notified via e-mail by M&C manager

Event Services Representative: /Ext: /Nextel #: (3-Digit)

Catering Representative: /Ext: /Nextel #: (3-Digit)

Sales Representative: /Ext: /Nextel #: (3-Digit)

Worldwide Sales Representative:

Executive Office – Extension 6235 John Mazzoni, Area Vice President & Managing Director

Michael Dunne, Hotel Manager

Banquets – Extension 6222

Robert Rhodes, Director of Banquets

Business Center – Extension 6135

Sean Ali, Manager

Catering – Extension 6231

Kathy Rokas, Director of Catering

Sherrie Lanese, Assistant Director

Concierge – Extension 6432

James McCasland, Chief Concierge

Facilities – Extension 6309

Vinni Walia, Director of Facilities

Tomas Vaquerano, Floor Manager

Alexander Lopez, Floor Manager

Finance – Extension 6655

Patti Alston, Director of Finance

Hugh Fitzgerald, Master Accounts Coordinator

Food & Beverage Kristi Allen, Director of Food & Beverage, Ext. 5066

Tal Franbuch, Executive Chef, Ext. 7738

Ralf Brabandt Assistant Director, Ext. 5076

Ronald Allen, Room Service Manager, Ext. 7779

Megan Hanoian, Cityscape Manager, Ext. 5089

Bettina Pauly, Director of Lobby Restaurants, Ext. 7783

Front Office – Extension 6201 John LaFortune, Director of Rooms Division

Carmen Cruz-Montes, Assistant Director of Front Office

Night Manager, Ext. 6201/Nextel #047

Guest Services (Bell Service) – Extension 6006

Manny Barretto, Senior Guest Service Manager

Nannette Morris, Guest Service Manager

Housekeeping – Extension 6009

Christine Himpler, Director of Housekeeping

Jason Cenidoza, Assistant Director

Loading Dock / Package Room – Extensions 7722/6211

Thomas Johnson, Dock Operations Manager

Bobby Foster, Assistant Manager

Event Services – Extension 6116

Lisa Russi, Director

Charles Baran, Assistant Director

Audio Visual

Charlie Cartolano, Director, Audio Visual Productions, x5044

Warren Yeh, Director, Presentation Services, x6363

Tom Brickley, Director of Sales, Presentation Services, x6344

Property Operations – Extension 6492

Brian Mork, Director of Property Operations

Bob Woodfin, Chief Engineer

Reservations – Extension 5077

Wayne Baker, Reservations Manager

David Shortz, Suite Coordinator

Sales & Marketing Extension 6170 Scott Baublitz, Director of Sales & Marketing

Security & Safety – Extension 6200

EMERGENCY – Ext. 444

William Marweg, Director of Security & Safety

Emmanuel Campos, Assistant Director

Dirk Carr, Assistant Director

SPA FUSION & Health Club – Extension 5014

Josh Yonushonis, Director

Telecommunications – Extension 6321 Kathy Penick, Director of Telecommunications

HOTLINE, Ext. 55

A PERFECT 10! We are striving for a Perfect 10! Our goal over the course

of your event is for us to make your group feel truly

welcome and exceed your service expectations!

As of 12/12/12 3-LETTER GRP CODE

Page 2 of 22

CONVENTION RESUME

FOR

ORGANIZATION NAME

EVENT NAME

Day, Date to Day, Date, Year

GROUP INFORMATION

OVERVIEW

For further information please visit the organization’s website at:

Please welcome these individuals and provide them with your usual fine service.

ATTENDANCE # People:

% Male:

% Female:

Spouse attendance: %

Citywide Group: Yes or No

Events at Hilton: Yes, No or Affiliated Events Only(See Daily Events Sheet for details)

Other Main Hotels: Marriott(HQ), Sheraton,

(List from largest to smallest):

Peak Night Rooms Committed:

Peak Night Total Rooms Reserved:

% Reserved/Committed:

PAST/FUTURE EVENT LOCATIONS

PAST

Year - City, Hotel

Year - City, Hotel

FUTURE

Year - City, Hotel

Year - City, Hotel


Page 3 of 22

GROUP INFORMATION - XXXX

ORGANIZATION OFFICIALS

Name Title

Name Title

KEY CONTACTS

Name Title

Name Title

INQUIRIES SENT TO: OFFICE, REGISTRATION (See number and hours below)

OFFICE DETAILS

LOCATION: PHONE NUMBER:

Day, Date Times

REGISTRATION DETAILS


Day, Date Times

EXHIBIT DETAILS


NUMBER OF BOOTHS: 8x10 or 10x10

Day, Date Times


Page 4 of 22

GROUP INFORMATION - XXXX

OFF-SITE ACTIVITIES

DAY, DATE TIME EVENT/

# PEOPLE

LOCATION TRANSPORTATION/

DEPARTURE POINT

SHUTTLE SCHEDULES

DAY, DATE TIME # OF VEHICLES FREQUENCY DESTINATION

TOUR DETAILS

DAY, DATE TIME DEPARTURE POINT # OF PEOPLE DESTINATION


Page 5 of 22

HOUSING INFORMATION

GUEST ROOM RATES

STANDARD SUPERIOR DELUXE EXECUTIVE LEVEL

(%) (%) (%) (Based on availability)

Single Double Triple Quad

Rates Commissionable: Yes or No Commission % or Amount:

**Note: Commission is not paid on staff rated rooms.

Commission Payable to:

SPECIAL RATES:

(#) Upgrades to _______ at $rate

(#) Staff rooms at $rate

_____ suite at $rate

ARRIVAL/DEPARTURE PATTERN (As of ):

DAY DATE

COMMITTED ARRIVAL

DEPARTURE RESERVED

PRE-CON #S

Double Occupancy Percentage:

CHECK-IN:

Major arrival date is: .

Percentage of attendees who will be arriving via commercial air:

Airport Transportation: On Own or Group Bussing arrival

Dates of Group Airport Transportation:

GUEST Drop off location(Group Organized Transportation): Taylor Street

LUGGAGE Drop off Location(Group Organized Transportation): Ellis Street(Garage)

First major function: EVENT in ROOM at TIME DAY, DATE

CHECK-OUT:

Major departure date is:

Airport Transportation: On Own or Group Bussing arrival

Dates of Group Airport Transportation:

Group Organized Transportation GUEST and LUGGAGE load location: Ellis Street(Garage)


Page 6 of 22

Last major function: EVENT in ROOM at TIME DAY, DATE


Page 7 of 22

VIP

NAME/TITLE ARR DEP ROOM TYPE RATE COMMENTS

Mr. John Mazzoni,

Area Vice President &

Managing Director ETA: 2:30PM(Hotel Car)

ETD: 3:00PM(Premiere)

12/25 12/25 $1200.50

BILLING CODES

GPO GUEST PAYS OWN

RT ROOM/TAX TO MASTER ACCOUNT

RTI ALL CHARGES TO MASTER ACCOUNT

#NRT # NIGHTS ROOM/TAX TO MASTER ACCOUNT

#NRTI # NIGHTS ALL CHARGES TO MASTER ACCOUNT

OA OVER AND ABOVE 1 PER 50 COMP POLICY

COMP COMPLIMENTARY 1 PER 50 ALLOTMENT

ACCOMMODATION CODES

SR SMOKING ROOM

NS NON-SMOKING ROOM

HA SPECIAL NEEDS

EL EXECUTIVE LEVEL

ELB EXECUTIVE LEVEL BALCONY

B1 BUILDING 1

B2 BUILDING 2

B3 BUILDING 3

COMPLIMENTARY ROOMS

One complimentary room night will be provided for every fifty (50) revenue producing room nights utilized by group

attendees at the group rate. At date of printing, the following were the complimentary units earned by the group. This

figure will be affected by cancellations, no-show, early departures, and stay-overs. The following rooms should be

registered as complimentary and/or transferred to the master account at the indicated rate in descending order, based on

actual pick-up.

Total room nights as of //: ???

Earned comp units (Total room nights/51): ???

Complimentary rooms over & above 1 per 50: ???

NAME/TITLE ARR DEP ROOM TYPE RATE COMMENTS COMP

UNITS

Mr. John Mazzoni, 12/25 12/25 B1, PS2, NS $1200.50 20

ROOMS TO MASTER ACCOUNT

NAME/TITLE ARR DEP ROOM

TYPE

RATE COMMENTS COMP

UNITS

Mr. John Mazzoni 12/25 12/25 B1, PS2, NS $1200.50 20


Page 8 of 22

ROOMS DIVISION

FRONT OFFICE Extension 6355

Please refer to Group Information/Housing Information sections for specifics on arrival/departure flow.

Please verify reservations as listed in VIP/Complimentary/Additional Rooms to Master Account section to ensure all

information regarding arrival/departure dates and room assignments are input as listed.

Please ensure all individuals in the VIP section are pre-registered and key packets available at HHonors window.

SPECIAL CONCESSIONS:

SPECIAL NOTES:

The housing contact for this group is Name and can be reached at Phone Number.

Please deliver the following Front Office Reports to Name in the Room Location by Time on a daily basis for the

period Start Date through End Date :

-In-House Group Guest List -No Shows

-Arrivals List -Departures List

The following individuals who are not on Executive Level should receive access to the Lounge

-Name(s)

Please reserve (#) large security box(s) for use from Start Date to End Date. Name will arrange directly for this.

Please note that the group will require a cash advance in the amount of $______ for Registration/Miscellaneous

purposes on Day, Date at Time and billed to the Master Account.

OR

Please note that the group will need to cash a check in the amount of $______ for Registration/Miscellaneous

purposes on Day, Date at Time.

This will be arranged for by Name and the following denominations will be required:

Denominations Number Dollar Amount

Fifties

Twenties

Tens

Fives

Ones

Quarters

TOTAL


Page 9 of 22

BELL/DOOR SERVICES Extension 6006 Please refer to Group Information/Housing Information section for details on arrival/departure pattern.

CHECK-IN:

Group Luggage Handling: On Own OR Sponsored by Group.

Charge for Sponsored Luggage Handling: $

CHECK-OUT: Group Luggage Handling: On Own or Sponsored by Group.

Charge for Sponsored Luggage Handling: $

SPECIAL NOTES:

All room distributions must be approved by Name prior to distribution. All charges for distributions are the

responsibility of the individual unless approved by an authorized signer to the master account

Please reconfirm all distribution arrangements in terms of proper permission, items delivered, and final pricing

The following room distributions have been authorized in advance:

Day/Date Company Name Item(s) Desc. # of items In or Outside

Room

Cost/ per item/

Per room

Charged to

CONCIERGE Extension 6432

Please refer to the Group Information section for further details.

Please check the daily event sheets for the most current meeting information.

SPECIAL NOTES:

HOUSEKEEPING Extension 6009 Refer to the Group and Housing Information section for arrival/departure information.

Please provide turn-down service to those individuals listed in the VIP section of the resume.

Please coordinate special suite cleaning needs with Room Service for all VIP and Hospitality Suites.

Please refer to the Daily Event sheets for the most current meeting information.

SPECIAL NOTES:


Page 10 of 22


Page 11 of 22

GUEST SERVICES DIVISION

GUEST SERVICE HOTLINE Extension 55

Hilton San Francisco provides a priority service line to expedite guest requests or concerns and can be reached by dialing

extension 55. The guest service hotline provides a quick and effective resolution to any difficulties guests may encounter.

SECURITY/SAFETY Extension 6200

For any medical emergency, please dial 444 on any house phone and it will immediately connect you with the

security control and communications.

In the case of injury, illness or unusual occurrence involving any attendee Security control will contact the Event Manager

immediately who will then notify the client.

Please refer to Limousine request forms for limousine reservations.

Please refer to Meeting Services section for specifics on re-keyed meeting rooms. Any re-keyed room will only be

accessed if authorized by the Event or Catering Manager for the group.

Please refer to Outside Vendors for outside Security firms, if applicable.

To ensure the safety of all our guests, beginning at 1:00AM until 6:00AM, the hotel conducts key checks at the main

entrance door where the guests will be asked to show their room key to the Security officer. Additionally, in the event a

guest misplaces their guestroom key, they will be required to show valid picture ID (convention badges are not considered

valid ID) to obtain a new key or have security access the guestroom.

SPECIAL NOTES:

PARKING GARAGE Extension 6341

Please refer to Group & Housing Information for details on the group and arrival/departure patterns.

Parking will be at prevailing rates.

SPECIAL NOTES:

Per the sales contract, this group receives ___ complimentary parking passes.

Per the sales contract, the group is to receive a special parking rate of _______.

BUSINESS CENTER Extension 6135


Page 12 of 22

Please expect (light, moderate, heavy) use of your services.

Please refer to the Accounting Section for the authorized signatures.

Although not operated by Document Technologies, in addition to full service Business Center in the main lobby, the hotel

also has a self-service business center on the fourth floor in Building 3, near the Union Square Rooms.

SPECIAL NOTES:

SPA FUSION Extension 5014

Spa Fusion provides a sanctuary of relaxation and renewal…an urban retreat blending Eastern healing traditions with

Western discoveries. Spa Fusion is a full service spa offering massages, facials, body scrubs, manicures, pedicures and

hair salon services.

SPECIAL NOTES:

HEALTH CLUB Extension 5014

Please refer to Group & Housing Information for details on the group and arrival/departure patterns.

Please expect (light, moderate, heavy) use of your services.

SPECIAL NOTES:

The following individuals are to receive complimentary access to the Health club:

-Name

BUDGET RENTAL CAR Extension 6146

Please refer to Hours of Operations page for further details.

TOWER TOURS (Bay Area Tours) Extension 6141


Travel Trader LLC Gift Shop Extension 6442


FOOD & BEVERAGE DIVISION


Page 13 of 22

CATERING GRID

The grid below contains the catered events and total estimated number of guests for each type of event. The grid lists total

numbers as well as the numbers for the Main and Affiliate functions. The figure in parentheses indicates the number of

separate events comprising the total.

DAY/DATE COFFEE

(AM) COFFEE

(PM)

BREAKFAST LUNCHEON RECEPTION DINNER

Sat, June 16 TOTAL

Main

Affiliate

1000

750

250

1000

500

400 (2) - (1) CB

100 (5) - (4) CB

800(COD)

1400 (12)

Sun, June 17 TOTAL

Main

Affiliate

Mon, June 18 TOTAL

Main

Affiliate

Tue, June 19 TOTAL

Main

Affiliate

Tue, June 19 TOTAL

Main

Affiliate

COD: Cash on Delivery function

CB: Continental Breakfast

R: Reception is Beverages/Beverages with Light Snacks ONLY

D: Dessert Reception

OR

There are no official or affiliate sponsored banquet activities during this event.

BANQUETS Extension 6222

Please refer to the Group Information section of the resume, Event Orders and Daily Event Listing for more information.

Attendance guarantees are to be communicated in advance to the Catering Manager by 10:00AM forty-eight (48) hours or

two (2) working days prior to the event. This number will be considered a guarantee, not subject to reduction, and

charged accordingly.

SPECIAL NOTES:


Page 14 of 22

OUTLET GRID Listed below is a grid of estimated outlet activity; we can expect over the main dates of the event.

Day /Date Breakfast Lunch Dinner Lounges

Please use Light, Medium or Heavy

SPECIAL NOTES:

OUTLETS

Please refer to the Outlet Grid for the estimated activity level in the outlets.

Please review the Daily Events and above Catering grid for additional information to determine peak periods of restaurant

and lounge traffic.

SPECIAL NOTES:

List here any official functions conducted in an outlet (i.e., Executive Committee Dinner in Cityscape with time and

number of people).

HOSPITALITY/ROOM SERVICE Extension 6162

Ms. Theresa Carias, Catering Manager, is coordinating all associated and affiliate-sponsored hospitality suites.

She can be reached at extension 7706. Additional changes or inquiries can also be directed to Mr. Ron Allen,

Room Service Manager, at extension 6162 or 7779.

The VIP form for Mr./Ms. has been routed.

SPECIAL NOTES:


Page 15 of 22

MEETING SERVICES DIVISION

EVENT SERVICE MANAGER(S)

In addition to the Event Services and Catering managers who are the main contacts for the event, additional support

for your groups will be provided by the Event Service Managers. Any service request can be made through the Event

Service Manager for handling and follow-up. In conjunction with the Event Services and Catering Managers, our Event

Service Managers work directly with all the key departments of our hotel to ensure that your needs are being met .

Mr. Jeff Andrews (Hotel Nextel #186), Ms. Lisa Wong (Nextel #164), and Ms. Chris Bennett (Nextel #187) rotate

floor coverage and wear distinctive navy jackets that easily identify them as a team member of the Hilton San Francisco.

RE-KEY SCHEDULE

The Hilton San Francisco will provide the following keys for public meeting space to be used during the dates as

indicated below. All keys must be returned directly to the Event Services or Catering Departments prior to departure.

Failure to return keys will result in a charge of $100.00 per key which will be charged to the group’s master account or the

individual’s guest account.

The Hilton San Francisco cannot be responsible for the safekeeping of items in the public meeting space. Accordingly,

the above group acknowledges that they will be responsible for providing security for any thereof and hereby assumes the

responsibility of loss thereof.

ROOM START(Day, Time) END (Day, Time) # KEYS SPC/REG CHARGE

Powell Sat, 5/10, 5:30PM Sun, 5/11,5:30PM 5 SPC $100

Bill above rekey charges to: MA# GITF

Please give keys to: Lisa Russi – Event Manager

BALLROOM OPERATIONS (SOUND & LIGHTING) Extension 6373

All sound, lighting, mechanical, rigging, and electrical needs are to be handled through the Hotel’s Ballroom Operations

Department.

Please refer to the Outside Vendor section for production contact information, if applicable.

Please refer to the group Banquet Event Orders for requested services.

Please refer to the Re-key Schedule and apply the appropriate charges.

SPECIAL CONCESSIONS:

SPECIAL NOTES:


Page 16 of 22

MEETING SERVICES DIVISION

AUDIO VISUAL Extension 6363

Presentation Services will be handling the projection requirements for all the events, the breakouts only, the main sessions

only for the group.

Please refer to the group Banquet Event Orders or client specifications for requested services.

Or

_________________is the official vendor handling the audio visual requirements for. The contact person is

Mr./Ms._________________ who will be located in ____and can be contacted at_______.

TELECOMMUNICATIONS Extension 6321

There are no telecommunications requirements from the client at this time.

OR

The following telecommunications requirements are requested:

Purpose Location Install

Date/Time

Tear-out

Date/Time Item Phone # Price

Registration

Plaza A Fri, June 6

8:00AM

Wed, June 11

3:00PM

2- DID w/single line set

1-Fax line

923-7556

923-7557

923-7588

$300.00

Storage

Plaza B Fri, June 6

8:00AM

Wed, June 11

3:00PM

2- DID w/single line set 923-7556

$300.00

Note: Out-going calls accessed with prefix 9(Local); 9+1(Long Distance).

*Indicates sub master account billing to #______

The above charges are for installation of lines only. All out-going phone calls subject to the following access

charges:

Local: $1.00 + $.10 per minute after 60 minutes.

800/888/877: $1.00 under 60 minutes. $.10 per minute after 60 minutes.

Directory Assistance: Local - $1.00 & Long Distance - $2.00

Long Distance: A T & T operator assisted rate less 50% service charge.

Calling Cards: $1.00 under 60 minutes. $.10 per minute after 60 minutes.

SPECIAL NOTES:


Page 17 of 22

OFFICE EQUIPMENT

The following office equipment requirements are requested from Pacific Business Machines:

Location Install

Date/Time

Pick-up

Date/Time Item Price

Delivery

Charge

Green Room Sat, 5/24, 8AM Fri, 5/30, 3PM 1 HP5M laser printer

1 Canon NP Copier

$250

$550


Page 18 of 22

FACILITIES (MEETING ROOM SET-UP)

Any changes to meeting room sets should be given to the Event Services or Catering contact who will then forward the

information to the Facilities department.

Please refer to the Event Orders for special instructions.

Please refer to the Exhibit Move-in/out section for all details pertaining to the exposition, if applicable.

Please refer to the Re-Key Schedule. Access to these rooms will be limited to those times it is occupied.

Please note that all meeting rooms are non-smoking.

SIGNAGE

No signs or posters are allowed in the Main Lobby.

Signage on the meeting room levels will be permitted upon approval from Event Services.

Signage for Hospitality Suites will be permitted upon approval from the client and as conveyed to Event Services.

No signs, posters or printed material will be allowed to be pinned, taped, or affixed in any way to doors, walls or ceilings

on guest room or meeting room levels. Please refer all requests for signage to the Event Services Department.

LOADING DOCK Extension 7722

Dock Time Requested Move To/Fr Item Vendor/Shipper

In Date In Time Out Day Out Time

Plaza B Freight United Fri, 6/6 8am-3p Wed, 6/11 12p-10p

In Date In Time Out Day Out Time Calif Rm*

5/5, 10A Official Matrls Yellow Freight

Fri, 6/6 8am-12nn

In Date In Time Out Day Out Time Grand Deco Load-in GES

In Date In Time Out Day Out Time Grand Exhibitor Load-in GES/Indiv

*Hotel Package Room to move item(s) to final location

SPECIAL NOTES:


Page 19 of 22

PACKAGE ROOM Extension 6211

Please refer to hours of operation sheet for details on package express hours. Hours can be adjusted with sufficient

advance notice in order to better serve group needs.

There will be --LIGHT, MODERATE, HEAVY-- use of your services throughout this convention. Prevailing charges

will apply for the group. Official convention movement will be posted to the Master Account. Participants and exhibitors

requesting Package Express services will be responsible for their own charges.

SPECIAL NOTES:

Please expect deliveries for the main contact Mr./Ms. ____________

To assist –NAME OF GROUP-with your official deliveries/parcel movements, we will prioritize your requests for

box movements during the following dates and times:

Monday, July 14 8am-12nn


Page 20 of 22

OUTSIDE VENDORS

The following outside vendors will be providing services for the client. Please refer any specific question regarding these

vendors to the Event or Catering Manager.

Vendor Type: Company:

Contact: Phone/e-mail:

Signed Agreement on file: Yes/No or Not applicable Date Signed:














Page 21 of 22

ACCOUNTING

The following Master Accounts have been established:

Main Block: CODE

Main Block(RT to Master)

Staff/VIP Block CODE

Affiliate Group: CODE

MASTER ACCOUNT BREAKDOWN Each of the master accounts established will be sub-divided as follows:

Room and Tax (individual folios as back-up)

Food and Beverage (individual banquet checks as back-up)

Sound and lighting

Audio Visual (Presentation Services only)

Business Center

Bellman charges

Package room charges

Other Miscellaneous charges

Mr. Hugh Fitzgerald: Please establish a time at the pre-convention meeting with Name to review the master account.

Please have all appropriate documentation available at this time.

SPECIAL NOTES:

AUTHORIZED SIGNATURES

The following individuals are authorized to sign to the appropriate master account for the specified charges:

Authorized Signer Name Master Account Which charges (All, Business Center)

No persons, except those mentioned above, may sign anything to the master account.

RENTAL CHARGES


Page 22 of 22

Meeting Room Rental Charge:

Exhibit Rental Charge:

ATTRITION

Per the terms of the Sales Contract, GROUP has agreed to guarantee PERCENTAGE(PERCENTAGE ROOM NIGHTS)

of its commitment of TOTAL room nights. Should actual pick-up fall below the MINIMUM ROOM NIGHT NUMBER,

then the following formula will apply to determine any applicable charges to be billed to the Master Account:

_____Room Nights – Actual Number of Room Nights X $ ____Average Net Rate = Attrition charges

At date of printing of this resume, the attrition amount due is $______________. The final number for liquidated

damages, if any, will be calculated by the Event Manager.

Food and beverage minimum is as follows:

PRE-PAYMENTS

Advance Deposits received:

Advance Attrition payment received:

_____ Percent of the master account is due before departure.

Payment of the Master Account is due upon receipt.

BILLING ADDRESS

Please send one copy of the full master account to:

Name

Title

- Contact Information forwarded separately

Documents

GROUP RESUME INFORMATION/CONTACTSunionsquare.hiltoneplanner.com/SupplierFiles/384/file/Group_Resume... · GROUP RESUME INFORMATION/CONTACTS ... Resume Type: FULL Pre-convention Meeting: