HomeMy Public PortalAbout2024.03.21 Evergreen Hotel Use AgreementThe Evergreen Hotel McCall
210 N.Third Street,McCall,Idaho 83638
Tel:(208)634 4700 Fax:(208)634 4750
MEETING ROOM CONTRACT
The Evergreen Hotel -McCall
Justin Bowers -Front Office Manager
Jacob Byrd -Regional Manager
Group Name:City of McCall
Name of Event:City Council Meeting
Contact/Title:BessieJo Wagner
Address:
Telephone:208.634.4874 Email:bwagner@mccall.id.us
Meeting Room:Two Spaces Dates:March 21st,2024 Rate:$300 Tax Exempt
Tentative Function Agenda
City of McCall City Council Meeting
Date(s):March 21st,2024
Event Length:Two Spaces Begin:5pm End:9pm
Coffee Breaks:Complimentary coffee and water to be provided during all hours of
the event
Total Attendees:35 Attendees
Special Requests:Head table at front of room to seat 8 people,35 chairs in rows
facing head table
Catering Request:N/A
Billing Information:Billing to be completed with a master account handled upon
completion of the event
Room Configuration
X Theater Classroom Banquet Reception Other
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Audio Visual Requirements:Please indicate which,if any,audio visual items are needed.
Standard Equipment includes tables,chairs,podium and meeting supplies.Additional Equipment consists of
Screen,Projector,Webcam,Sound System,Lapel Microphone,and Handheld Microphone.
Item:Screen and Projector Item:
Item:Item:
Hotel Signage Regulations:Clients/Guests must comply with The Evergreen Hotel signage regulations as to
the location,size,and type.Only stenciled or professionally manufactured signs will be permitted during an
event.The Evergreen Hotel’s service personnel will assist you in hanging your signs.No tape,staples,tacks,
etc.,are to be used.
Master Billing:Payment of your master account is due upon receipt of invoice.After thirty (30)days from the
date of original invoice,The Evergreen Hotel will impose an interest charge to the maximum allowed by law on
any unpaid invoice,plus any cost related to outside collection,including reasonable attorney’s fees.
Cancellation Fee:In the event of cancellation of this contract by Client,through no fault of The Evergreen
Hotel,the following cancellation fees will be in effect.The fee is determined at the time The Evergreen Hotel
receives written notice of cancellation and the scheduled arrival,as follows:
Time Frame Cancellation Fee
More than 60 days prior to reservation date No Fee
Between 30 –59 days prior to reservation date Forty percent (40%)of all meeting room revenue
Between 15 –29 days prior to reservation date Eighty Percent (80%)of all meeting room revenue.
Less than 14 days prior to reservation date One Hundred percent (100%)of all meeting room revenue
Miscellaneous Provisions:
A.This contract is subject to all applicable federal,state,and local laws,including health and safety codes,
alcoholic beverage control laws,state and city tax laws,and the like.Both parties agree to cooperate with each
other to ensure compliance with such laws.
B.Any damages caused or repairs made necessary to the function rooms or other public areas,equipment or
furniture,as a result of the actions or activity of Client or Client’s guests,employees,invitees,independent
contractors,or agents will be Client’s full responsibility.
C.Client will be solely responsible for obtaining any necessary licenses or permission to perform,broadcast,
transmit or display any copyrighted works (including,without limitation to,music,audio or video recordings,art,
etc.)which you may use or request to be used at the Hotel.
D.Any changes,additions,or deletions of any provision of this Contract by either party will not be binding against
the other until such changes,additions,or deletions have been approved in writing by the other.
E.The Evergreen Hotel agrees to use its good faith efforts to ensure the Hotel complies with the requirements of
the Americans with Disabilities Act and its regulations and guidelines (Collectively,the “ADA”).
Withdrawal of Offer:This contract is considered null and void if not executed by The Evergreen Hotel and
Client on or before March 19th,2024.
Attorney’s Fees:If suit or action is instituted to declare and enforce any provision of this contract,the
prevailing party shall be entitled to recover reasonable attorneys’fees from the losing party in the trial court,all
appellate courts,and in addition to any other recovery and costs.
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The executing party also certifies that this contract has been authorized by Client,and that he/she has
authority and authorization to execute the contract on behalf of Client.Please sign and return both
copies of this contract.The Evergreen Hotel will also sign both copies of this contract.Your signature
on this contract establishes this program on a “definite”status and represents your commitment to hold
this program at The Evergreen Hotel.Any offer by The Evergreen Hotel is valid for 30 days.After a 30 day
period,the Client must ensure that the contracted arrangements are still available.
Offered By:Accepted by:
Justi Bowe
Justin Bowers,Front Office Manager
Jacob Byrd,Regional Manager
The Evergreen Hotel McCall,Idaho
03.13.24
Date Date
The Evergreen Hotel,McCall,
is Independently Owned and Operated by S3 Hotels LLC
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