Terms and Conditions

ATTRITION: Hotel is relying upon Group’s use of the total sleeping room nights contracted to generate the Total Minimum Anticipated Revenue as outlined above. The revenue is based on the full usage of the total sleeping room nights committed multiplied by the sleeping room rate established in this contract. Group is responsible for a minimum of 80% of the anticipated sleeping room revenue. Should the actual revenue from the sleeping rooms fall below 80% of the committed revenues herein, Group agrees that a loss would be incurred by Hotel. Group agrees to pay additional charges in the amount which would bring the total to equal 80% of the Total Minimum Anticipated Revenue, plus any applicable state and/or local taxes as required by law. GROUP CANCELLATION AND PERFORMANCE POLICIES: The rates offered by us are based in part upon the total gross revenues anticipated by us from your agreement to use and pay for the rooms and events set forth in this Agreement. You guarantee that your event will provide the Total Minimum Anticipated Revenue. You agree and understand that, in the event of a cancellation or lack of full performance by you, our actual damages would be difficult to determine. Therefore, you agree that should you cancel your Event for any reason, including changing your meeting/function site to another hotel, you will pay as liquidated damages, plus any applicable state and/or local taxes as required by law, to the Hotel immediately upon notice of cancellation a percentage of Total Minimum Anticipated Revenue for your Event, as follows: Date of Hotels’ Receipt of Cancellation Notice* Percentage of Total Minimum Anticipated Revenue Owed Cancellation within 30 days of event start date 100% Cancellation within 89 - 31 days of event start date 50% Cancellation within 180 - 90 days of event start date 25% Cancellation from date signed, to within 180 days of event start date 15% * Hotel may, in its sole discretion, consider your notice of cancellation to be invalid and thus may not release accommodations held until payment of the cancellation damages is received; therefore, delay in payment may result in higher cancellation damages owed. METHOD OF PAYMENT FOR GROUP MASTER ACCOUNT: CREDIT CARD: Charges can be paid by credit card. Hilton accepts American Express, Diners Club, Discover Card, JCB International, Master Card or Visa. Group is to provide a completed Credit Card Authorization Form at the time of signing this agreement. DIRECT BILL: The Direct Bill Master Account will be established upon approval of the Group’s credit. A direct bill application must be completed at least two (2) weeks prior to Group’s arrival date for General Manager’s approval. Should credit not be approved or an application not be submitted, an alternative form of payment must be provided as guarantee until credit is approved. If credit has been approved, you will provide us with your credit card information to be charged if all undisputed charges are not received within thirty (30) days after your receipt of the final invoice; A finance charge of 1.5% per month, or the maximum amount allowed by law, whichever is less, will accrue on the unpaid, undisputed amount, commencing on the date of receipt of the final invoice. CHECK: The Doubletree Springfield will accept a check as form of payment provided the check is processed two (2) weeks before your Group’s arrival date and the Group is paid for in full. CASH AND PAYMENT IN ADVANCE: We require that you pay an initial deposit of the Total Minimum Anticipated Revenue at the time of signing this Agreement. You agree to pay the entire remaining balance of the Total Minimum Anticipated Revenue in cash or by certified check at least ten (10) days prior to your Group’s arrival date.