CONFER ENCE PLANNING GUIDE

Transcription

1 CO N FE R E NC E PL A N N I NG G U I DE

2 INTRODUCTION LOCATION Omni Austin Hotel Downtown is a luxury hotel that surrounds you with comfort and style. Enjoy our well-appointed accommodations with spectacular views. With the heart of the thriving downtown business center at your doorstep, you ll be steps away from the Austin Convention Center and the Texas State Capitol. The 6th Street Entertainment District is walking distance from the hotel. The hotel is located just 8 miles from Austin-Bergstrom International Airport. EVENT PLANNING Omni Austin Hotel Downtown is dedicated to meeting the specific needs of the most demanding programs, offering a professional, yet relaxed setting with gracious service and hospitality. Our fully-coordinated event planning, comprehensive state-of-the-art audiovisual capabilities and world-class amenities make Omni the destination of choice for productive programs. CONFERENCE SERVICES MANAGER After receipt of your signed contract, an experienced conference services manager (CSM) or catering manager (CM) will be assigned to assist you in planning all the details of your program. Omni s conference services department has certified meeting professionals on staff. Your CSM/CM will help you with guest and meeting room arrangements, audiovisual, recreation and special functions. Detailed, advanced planning is the key to an effective business meeting or recreational outing. TAXES AND SERVICE CHARGES 8.25% SALES TAX 6% MEETING ROOM RENTAL TAX 9% CITY TAX 6% STATE TAX 24% FOOD AND BEVERAGE SERVICE CHARGE (TAXABLE) 24% MEETING ROOM SERVICE CHARGE (TAXABLE) 24% AUDIOVISUAL SERVICE CHARGE (TAXABLE) Any consideration for tax exemptions must be arranged and verified in advance. OCCUPANCY TAX AND SALES TAX EXEMPTIONS Tax exempt groups must provide a tax exemption form to their CSM 30 days prior to the event start date for both occupancy tax and sales tax exemption. For occupancy tax exemptions, unless reservations are paid for by the same credit card/mop or the rooms are routed to a master account, we must have a tax exempt form for each individual guest. These need to be given to the front desk as the guest is checking in. ACCOMMODATIONS Relax in the grand comfort of one of our Texas-sized guest rooms and enjoy the view of the 200-foot atrium or the glittering city skyline. With 392 guest rooms, including 301 deluxe rooms, 45 club rooms, 42 one-bedroom suites and three two-bedroom suites, we can accommodate all rooming needs. Our guest rooms provide comfort and convenience for the business and leisure traveler. Luxurious bedding and linens, nightly turndown and room service are just a few of the amenities your guests will enjoy while staying at Omni Austin Hotel Downtown. CONFERENCE ROOMS Fourteen conference rooms offer projection capabilities for multi-screen presentations, video recording, stereo sound, speech enhancement for both speakers and audience and T-1 high-speed internet capabilities. Conference rooms are selected to accommodate your particular requirements in terms of meeting format and audiovisual needs. SIGNAGE In an effort to maintain the ambiance of the public space for all our groups, your CSM will assist you with effective placement of your event signage. All signage must be tasteful and professionally printed. The conference services department can assist with easels. Prior approval is required to affix materials to walls, floor or ceilings of function rooms and public space. In the event this is done without our authorization, any damage done will be the responsibility of the client. 1

3 INTRODUCTION CHECK-IN AND CHECK-OUT CHECK-IN TIME 3 P.M. CHECK-OUT TIME 12 P.M. Early check-in requests cannot be guaranteed and will depend on hotel occupancy the evening prior. Requests for late checkouts must be approved by the Front Desk Manager on the day of departure. Photo ID will be required from each guest at check-in for security purposes. Each guest will also need to present a credit or debit card at check-in (unless all charges are to the Master Account). Please recommend that your guests use credit cards (not debit cards). Credit cards will be pre-authorized for the room rate plus $50 per person per night on arrival to ensure funds are available. If a debit card is used, a hold will be placed on the card for the room rate plus $50 per person per night from the guest s account. This hold will be released three to five business days after check-out. Due to limited availability, the hotel cannot guarantee requests for king beds. Reservations not canceled 48 hours prior to arrival will be subject to one night room and tax cancellation fee. LUGGAGE DELIVERY AND LUGGAGE PULLS LUGGAGE DELIVERY AND PULLS $5 IN AND $5 OUT, PER ROOM ROOM DELIVERIES $3 PER NON-PERSONALIZED ITEM DELIVERED TO GUEST ROOM AT THE SAME TIME $5 PER PERSONALIZED ITEM DELIVERED TO GUEST ROOM If items need to be delivered prior to check-in, there will be an additional $1 per item surcharge. It s the hotel's policy to not deliver gifts to rooms with Do Not Disturb signs posted. These items will be left at the front desk for the guest. A message will be left by phone to notify guests who have an item waiting for them at the front desk. INTERNET CONNECTIVITY We offer complimentary Wi-Fi in all guest rooms for our Select Guest members. For non-select Guest members, internet is available for $9.95 per 24-hour period. You may purchase an upgrade for a faster speed for $14.95 per 24-hour period. T-1 lines are also available in meeting rooms. Please check with Encore Productions for meeting room pricing. PERSONAL ITEMS LEFT ON-SITE You will be responsible for taking all of your personal items with you at the conclusion of your program. Omni Austin Hotel Downtown is not responsible for any personal items left after the event. Please inform your attendees and vendors of this policy. ADDITIONAL FEES PET FEE $100 PER ROOM LUGGAGE STORAGE PRIVATE ROOM ROOM RENTAL FEE $100 TOTAL LUGGAGE ROOM ATTENDANT $50 PER HOUR, FOUR-HOUR MINIMUM SMOKING POLICY GUARANTEES We require the guaranteed number of people attending your event three business days prior to the event by 12 p.m. If no guarantee is received, the number of expected guests shown on the banquet event order will be considered the guarantee. This number is not subject to reduction as preparations have already begun. The hotel will not guarantee service of the same menu to more than a 5% increase in attendance over your guarantee. You will be charged the guarantee number or the actual count, whichever is greater. Omni Austin Hotel Downtown is a nonsmoking facility. A $250 cleaning fee will be charged if a guest should smoke in one of the guest rooms. 2

4 INTRODUCTION SEATING Rooms will be set according to your instructions. Function rooms are assigned according to the anticipated number of guests and the hotel reserves the right to reassign functions based on fluctuations in the number of attendees. Should you require your function room to be reset, you will incur an additional $150 labor charge. FOOD AND BEVERAGE Omni Austin Hotel Downtown, as a licensee, is responsible for the administration, sale and service of all alcoholic beverages in accordance with the applicable statutes of the Code of Texas and the regulation of the Texas Alcoholic Beverage Commission. Therefore, all liquor, beer and wine must be supplied by the hotel and consumed on the premises. When serving alcoholic beverages, the state minimum age will be observed. The hotel reserves the right to refuse service to any person whom, in the hotel's sole judgment, appears intoxicated. No food or beverage of any kind is permitted to be brought into or leave the hotel by the host of an event or the guest. CONFERENCE PRICING DANCE FLOOR $575 HEATERS For additional furniture rentals and pricing, please contact your CSM. LOSS PREVENTION AND EMERGENCIES The loss prevention department is staffed 24 hours a day, seven days a week. You can reach the loss prevention $75 EACH department by pressing 0 and asking the operator to connect you. In case of an emergency involving a guest from your conference, we are limited by HIPPA laws on the information we can provide. Guests can hire uniformed police officers by contacting the CSM/CM for rates. AUSTIN POLICE DEPARTMENT For emergencies, call 911 or GUEST FAX AND PHONE NUMBERS PHONE NUMBER FAX NUMBER LOCAL HOSPITALS, CLINICS AND EMERGENCY SERVICES ST. DAVID'S MEDICAL CENTER AUSTIN LAKES HOSPITAL PHARMACIES WALGREENS 1920 E. Riverside Dr. Bldg. B Austin, TX CVS 500 N. Congress Ave. Austin, TX PACKAGE SHIPMENTS The hotel will receive and store incoming packages prior to the beginning of the program. Any packages are subject to a $5 storage fee. For all incoming pallets, there will be a $75 handling and storage fee for loading and unloading. Charges are based on weight of the pallet. Please ask your CSM for those fees. Material should be sent using the following format: OMNI AUSTIN HOTEL DOWNTOWN ATTN (CSM S NAME) 700 SAN JACINTO BLVD. AUSTIN, TX HOLD FOR (NAME OF GUEST) GROUP (NAME OF GROUP AND DATES) Outgoing FedEx shipping forms may be obtained from your CSM. Omni Austin Hotel Downtown assumes no liability for damages to packages packed by the sender or its agent. Handling and shipping charges are the responsibility of the group and will be charged to the group s master account or designated individual. If group is using a freight company, the group will need to arrange pickup with said freight company during regular business hours. 3

5 INTRODUCTION HOTEL LOAD-IN AND LOAD-OUT Our main docks are located in the parking garage on level P1. Access the garage using the entrance off of Brazos between 7th and 8th Streets. Do not use the docks on your left; instead, proceed straight toward the mural wall. Please use either of these two docks. To access meeting space, proceed through the black double doors, and the freight elevator will be on your left. These elevators are shared with housekeeping, so please plan arrival time accordingly. Your CSM can provide directions to your meeting space. BUSINESS CENTER Our business center is a 24-hour self-service center, accessed with a room key. Computers, internet and printing are available. Guests must have a credit or debit card to access the computers. There will be a $25 pre-authorization charge when activating the computers. The first 15 minutes are complimentary and fees will be returned in a timely fashion if session does not extend over the initial 15 minutes. Boarding passes are complimentary to print. Complimentary Wi-Fi is offered in the hotel lobby area. All deliveries should be coordinated through your CSM at least two weeks prior to the show. No load-in or load-outs may occur through the front of the hotel. Delivery vehicles must be moved as soon as they are unloaded. Trucks cannot be left on the property overnight. Omni Austin Hotel Downtown will not be responsible for loading or unloading vehicles. Loading assistance can be arranged through your CSM at $35 per hour with a minimum of two hours. Two weeks notice is required. We cannot guarantee exclusive use of this loading dock. No dollies are available, so please be prepared with your moving equipment. BALLROOM LEVEL SECOND FLOOR THIRD FLOOR AUSTIN NORTH SALES & CATERING SOUTH EXECUTIVE OFFICES LONGHORN ROOM LONE STAR ROTUNDA ELEVATORS FOYER BALCONY FIRST FLOOR SENATE CONGRESS CAPITAL BALLROOM JUSTICE GOVERNORS REPRESENTATIVE THE CELLAR ELEVATOR LOBBY A B LOBBY BOARDROOM FOYER EXECUTIVE LIBERTY BOUQUETS 4

6 TRANSPORTATION FROM EAST HOUSTON USING HIGHWAY 290 WEST Take I-35 North. Once downtown, take the 6th-12th Street exit and turn left under I-25 onto 8th Street. Continue three blocks on 8th Street to San Jacinto Blvd. Cross San Jacinto and the hotel entrance is on the left. FROM EAST HOUSTON USING HIGHWAY 71 Take Highway 71 West to I-35 North. Once downtown, take the 6th-12th Street exit. Turn left under I-35 on to 8th Street. Continue three blocks on 8th Street to San Jacinto Blvd. Cross San Jacinto and the hotel entrance is on the left. FROM WEST USING LOOP 1 SOUTH Exit 5th Street (will loop back under highway). Follow 5th Street to Trinity Street. Turn left on Trinity Street. Turn left on 8th Street. The hotel entrance is a few blocks up on the left. DRIVING DIRECTIONS FROM AUSTIN-BERGSTROM INTERNATIONAL AIRPORT Exit airport onto Highway 71 West. Go 1.5 miles and exit Highway 183 North. Continue on 2 miles to the 7th Street exit. Exit 7th Street and follow 3 miles to IH-35. At IH-35, turn right onto the access road. Take the immediate left going under IH-35 onto 8th Street. Go three blocks to 8th Street and San Jacinto Blvd. The hotel entrance is on the left. FROM WEST USING LOOP 1 NORTH Exit 5th Street and stay in the left lane. Yield right onto 5th Street. Take 5th Street to Trinity Street. Turn left on Trinity Street. Turn left onto 8th Street. The hotel entrance is a few blocks up on the left. TRANSPORTATION CAPITAL METRO BUS ONE BLOCK AUSTIN-BERGSTROM INTERNATIONAL AIRPORT 11 MILES, 25 MINUTES FROM NORTH DALLAS/FORT WORTH Take I-35 South into Austin. Once downtown, exit 8th Street and turn right on 8th Street. Continue three blocks on 8th Street to San Jacinto Blvd. Cross San Jacinto and the hotel entrance is on the left. FROM SOUTH SAN ANTONIO Take I-35 North. Once downtown, take the 6th-12th Street exit and turn left under I-25 onto 8th Street. Continue three blocks on 8th Street to San Jacinto Blvd. Cross San Jacinto and the hotel entrance is on the left. OPTIONS FROM THE AIRPORT Airport shuttle service is available through SuperShuttle for a fee. Call The Capital Metro Bus service furnishes public transportation throughout the city (one block from the hotel). TAXI SERVICE APPROXIMATELY $30 LIMO/TOWN CAR STARTING AT $75 UBER AND LYFT ARE ALSO AVAILABLE. 5

7 TRANSPORTATION PARKING Overnight valet parking in underground lot ($44 plus tax for overnight guest) includes in/out privileges. W. 12TH ST. E. 12TH ST. W. 11TH ST. TEXAS STATE CAPITOL GROUNDS E. 11TH ST. 35 Overnight self-parking in underground garage ($32 plus tax for overnight guests). Oversized vehicle parking is available at an off-site lot approximately three blocks away (fee). PREMIUM PARKING LOT P Trinity St. Austin, TX PremiumParking.com/P3020 Motor coaches and large vehicles will not fit in the front drive. Vehicles either need to reserve a permit for the sidewalk or park across the street from the hotel. NUECES ST. SAN ANTONIO ST. GUADALUPE ST. LAVACA ST. W. 7TH ST. W. 6TH ST. W. 5TH ST. W. 4TH ST. W. 3RD ST. MOODY THEATER W. 2ND ST. W. 10TH ST. W. 9TH ST. U.S. POST OFFICE W. 8TH ST. COLORADO ST. CVS PHARMACY CONGRESS AVE. E. 10TH ST. BANK OF AMERICA FINANCIAL CENTER FEDEX BRAZOS ST. SAN JACINTO BLVD. D. E. 3RD ST. E. 2ND ST. TRINITY ST. E. 9TH ST. E. 8TH ST. E. 7TH ST. E. 6TH ST. E. 5TH ST. E. 4TH ST. AUSTIN CONVENTION CENTER RED RIVER ST. SAN ANTONIO ST N. INTERSTATE 35 FRONTAGE ROAD 35 OVERFLOW PARKING OPTIONS ST. DAVID S PARKING GARAGE 710 Trinity St. Austin, TX a.m.-9 p.m. $15 9 p.m.-7 a.m. $7 24 hour $10-$20 LAZ PUBLIC PARKING 406 E. 7th St. Austin, TX First nine hours $12-$15 Daily max $24 FIRST BAPTIST CHURCH GARAGE 901 Trinity St. Austin, TX Each 30 minutes $3 Daily max $24 IBC BANK PARKING GARAGE 816 Congress Avenue Austin, TX One hour $6 Two hours $10 LITTLEFIELD GARAGE 508 Brazos St. Austin, TX Each 20 minutes $2 Daily max $24 W. CESAR CHAVEZ ST. COLORADO RIVER CONGRESS AVE. BRIDGE E. CESAR CHAVEZ ST. 6

8 TO U RS AUSTIN BY NIGHT Discover the best of Austin in just one evening. This customized tour is great for getting exactly what you want from a night out. Choose three of the following activities: Craft beer tasting at a local brewery Barbecue dinner or dinner at a local restaurant Food truck dinner Food truck dessert City tour Live music show PR I CE $ 160 PE R PE R SO N. T I ME FO U R HO U R S GRO U P SI Z E MI N I MU M 11 PEO PLE, MAXI MU M 2 5 P EO P L E CSM will provide pricing for groups of 26 or more. TEXAS HISTORY TOUR Texas is a large state with an even larger history. This Texas history tour provides a continuous shuttle between three of the city s major attractions. The first stop is the magnificent Texas State Capitol with its manicured grounds and aweinspiring dome. Then you will jump back to the 1930s when the future president of the United States, Lyndon B. Johnson, emerged on the scene as a teacher and local politician. At the LBJ library and presidential museum, you will discover LBJ s public and private life, including the JFK years, the Vietnam War, the Great Society and more. Finally, wrap things up at the Bob Bullock Texas History Museum, where you will discover the important events and people that shaped the Lone Star State. P R I CE $145 PER PERSON TI M E FOUR H OURS G RO U P S IZ E MIN IMU M 1 1 PEOPL E, MAX IM U M 25 P EO PLE CSM will provide pricing for groups of 26 or more. 7 All tours include transportation costs unless noted otherwise. All tours and team building activities are subject to 8.25% state sales tax and a 15 day final count guarantee. Each participant in a tour and team building will be required to sign a participant agreement prior to the start of the event.

9 TOUR S THE REAL AUSTIN TOUR Discover the best of Austin in just three hours. This fast paced bucket list tour gives each visitor a great snapshot of Austin. Guests will gaze at the Capitol s dome, indulge on decadent treats, explore cool outdoor art, snap photos at city landmarks and check out unique neighborhoods only a local would know about. This tour is jam-packed with facts, history and trivia on everything from Whole Foods to the University of Texas campus and everyone from Michael Dell to Willie Nelson. Once you are done with this tour, you will be able to say you get Austin the history, people, music, culture, food and what keeps it weird. P R I CE $9 0 PER PER SON TI M E TH REE H OURS G RO U P S IZ E MIN IMU M 1 1 PEOPL E, MAX IM U M 27 PEO PLE CSM will provide pricing for groups of 28 or more. BEHIND THE SCENES LIVE MUSIC TOUR Ever wondered what makes music-obsessed Austin tick? Go HILL COUNTRY SAMPLER behind the scenes and uncover some of the icons that have Leave Austin and take a leisurely half-day visit to quaint given Austin its reputation as the Live Music Capital of the World. You will visit the Moody Theater, home to ACL Live, for a private tour of this incredible, super modern venue. The tour will be led by Scott Newton, an acclaimed 40-year staff photographer, who will share anecdotes and experiences from his time snapping the stars. The tour then wraps up with a show at one of Austin s best-known live music venues. This Dripping Springs, the Gateway to the Hill Country. This city offers the perfect blend of natural beauty, heritage and good old-fashioned hospitality. You will sample locally produced beers, spirits and wines. Plus you will learn about the craftsmanship, ingredients, passion and patience that goes into making these drinks. tour provides a VIP look into the Austin music scene. PR I CE $ 215 PE R PE R SO N P R I CE BAS ED ON S PEC IFIC C L IENT R EQU IR EM ENT S T I ME FO U R HO U R S A ND AVAIL AB ILITY OF AC L GRO U P SI Z E MI N I MU M 11 PEO PLE, MAXI MU M 2 7 P EO P L E TI M E F IVE H OURS All tours include transportation costs unless noted otherwise. All tours and team building activities are subject to 8.25% state sales tax and a 15 day final count guarantee. Each participant in a tour and team building will be required to sign a participant agreement prior to the start of the event. 8

10 ACTIVITIES TEAM BUILDING GUACAMOLE & MARGARITA COMPETITION Each team will create their own guacamole and margarita in one hour during this team building exercise. The groups will then develop a name for their creations and present them for judging. Judging will be based on originality, presentation and taste. The participating company is responsible for prizes for the winners. The culinary team at Omni Austin Hotel Downtown will provide ingredients. Sauza Tequila will be used for the group s margaritas. One staff member will pour the tequila as needed. PRICE: INCLUDED WITH DINNER $30 PER PERSON STAND-ALONE $60 PER PERSON TIME 1.5 HOURS GROUP SIZE MAXIMUM EIGHT TEAMS ALTERNATIVE CHALLENGE CHILI OR SALSA MAKING ON-SITE ACTIVITIES Omni Austin Hotel Downtown offers a number of on-site experiences and team building activities for events. We work with each individual group to ensure the activity is customized just for you. Our staff will coordinate all aspects of your outings to provide an effortless process. Please contact your CSM for detailed information. TEXAS EXPERIENCE MECHANICAL BULL WITH ATTENDANT WHAT S YOUR STORY? Every experience you have in life has a story shaped by a what, when, who and where. Throughout this scavenger-like hunt, you will visit four unique rooms to find clues, search for items and decipher codes. Once you have gathered all your information, you will use it to create your own story. PRICE $60 PER PERSON TIME 1.5 TO TWO HOURS GROUP SIZE MINIMUM 12 PEOPLE, MAXIMUM 27 PEOPLE CSM will provide pricing for groups of 28 or more. PRICE $2,150 TIME THREE HOURS CASINO PARTY The glitz and glamour of Las Vegas brought to you. Prepare to be amazed as your room is transformed into a fun-filled casino. Set up and place your bets playing poker, blackjack, roulette, slots and more. PRICE CONTACT YOUR CSM 60-MINUTE SOCIAL QUICK TEAM BONDING BREAKS We re excited to wow your guests. We know you re busy and it can be difficult to plan an off-site for your team, so we bring the fun to you at the hotel. Each month, we feature three different hour-long social/team building events that are great for a quick break and affordable price. Check with your CSM for details on current events. PRICE $30-$42 TIME ONE HOUR GROUP SIZE MINIMUM 10 PEOPLE 9

11 ACTIVITIES OFF-SITE ACTIVITIES FISHING Experience the great outdoors with this fishing trip. Excursions include a guide, fuel, tackle and bait. A fishing license is required by Texas State Law. One day licenses are available at TXFGSales.com. PRICE CONTACT YOUR CSM TIME FOUR HOURS SKEET SHOOTING Shoot straight on custom skeet shoots created to accommodate each guest s skill level and goals. From shotguns and ammo to professional instructors, everything you need is provided. Whether the event is aimed at team building or incentive fun, your company will enjoy the experience. PRICE CONTACT YOUR CSM TIME THREE HOURS GROUP SIZE MINIMUM SIX PEOPLE, MAXIMUM 20 PEOPLE THE RANGE AT AUSTIN The Range at Austin is one of the finest precision shooting range in the country. The 52,000 square-foot facility encompasses more than a targeting range; this fully integrated entertainment facility is the preferred location for seasoned shooters and is a welcoming environment for curious beginners. This is not your typical gun range. The Range at Austin s premium shooting facility features top-ofthe-line amenities like innovative targeting systems, worldclass training and instruction, private event space and one of the largest selections of guns in Texas. For more information, contact The Range Event Coordinator at All tours and team building activities are subject to 8.25% state sales tax and a 15 day final count guarantee. Each participant in a tour and team building will be required to sign a participant agreement prior to the start of the event. VOLUNTEER AT THE CENTRAL TEXAS FOOD BANK One in seven Americans rely on food banks to feed themselves and their families. Omni Austin Hotel Downtown has partnered with the Central Texas Food Bank to make a meaningful impact in the Austin community and now, your group can join in our plight to Say Goodnight to Hunger. Volunteers are the heart and soul of the Central Texas Food Bank. Join the 17,000 volunteers who gave their time last year to make a difference in someone else s life. Your group can volunteer in the warehouse sorting food donations and help ensure all distributed food is safe, healthy and high quality. You ll inspect, clean, sort, box and make food donations ready for distribution to partner agencies and the families they serve. TIME 2.5 TO THREE HOURS SHIFTS: MONDAY SATURDAY 9 A.M. 12 P.M. AND 1:30 4:30 P.M. TUESDAY AND THURSDAY 6 8:30 P.M. For more information or to sign up for a shift, visit the food bank website at CentralTexasFoodBank.org/Get-Involved/Volunteer. If you have questions about scheduling your shift, contact Volunteer@CentralTexasFoodBank.org. For more community service team building experiences, please contact your CSM. 10