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Doubletree Hotel San Jose
Meeting & Event Resource Guide
Welcome to meeting, conventions and special events at the Doubletree Hotel San Jose. Our goal is to be Best to Do Business With. There are various stages when we interact with you, the customer. They are: solicitation and marketing, sales and booking, pre-planning, on-site and
post-event. Through each of these stages, we focus on the following touch points: creativity, consistency, communication, flexibility and image.
To aid you in the planning process, we have compiled the following hotel information. It is a
pleasure to assist you with coordinating the many details that are necessary for making the perfect meeting, convention or event a success. Please note that all pricing is subject to change.
We look forward to supporting you in planning a successful event.
Doubletree Hotel San Jose 2050 Gateway Place
San Jose, California 95110 408.453.4000
www.Hilton.com
www.sanjose.doubletree.com
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Table of Contents
General Information Hotel Overview Contact Information Accommodations Deluxe King/Double Queen Executive Parlor Suite Presidential Suite Executive Level Dining Information Function Space & Banquets Function Space Floor Plans Capacities Diagrams Bayshore Ballroom Gateway Ballroom Poolside Rooms City Rooms Silicon Valley Room Wine Rooms & Boardroom Catering Menus available separately Resource Information Table of Contents (Hotel specifics listed alphabetically) Forms & Collateral
For more information on forms, please contact your Catering/Event Manager.
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GENERAL INFORMATION
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Hotel Overview
In the heart of Silicon Valley, San Jose flourishes with industry, beauty and a culture rich with history. Doubletree Hotel San Jose places you in the center of all of it - less than a half-mile from San Jose International Airport, 45 minutes from San Francisco International Airport, and an hour south of San Francisco and north of Monterey/Carmel. As your host, Doubletree Hotel San Jose is especially accommodating with 505 spacious guest rooms featuring our signature 'Sweet Dreams' bed, 8 executive suites, 2 Presidential Suites, 5 dining options, 24-hour in-room dining, The UPS Store, wireless high-speed internet access, the Hilton Fitness Center by Precor, and many other wonderful amenities. Doubletree Hotel San Jose’s meeting and conference area has over 48,000 square feet of flexible space with 2 large ballrooms that can accommodate up to 1,200 people each, 21 meeting rooms, and 4 boardrooms for smaller, more intimate meetings. Our Boardroom projects a professional image, and features state-of-the-art technology ideal for multi-media presentations. Exercise your options with a choice of sporting activities. Take a dip in our heated swimming pool or take some time out in the whirlpool spa after an invigorating workout in the newly renovated Doubletree Fitness by Precor. If the great outdoors beckons, you're a welcome guest at nearby golf courses, tennis courts, and jogging trails. Just as comfort, style and grace are Doubletree traditions, so are the freshly baked chocolate chip cookies that celebrate your arrival. Doubletree Hotel San Jose is an experience you're sure to enjoy, whether you're with us for business or pleasure.
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Contact Information
Doubletree Hotel San Jose
2050 Gateway Place
San Jose, California 95110
www.sanjose.doubletree.com
Hotel Direct: 408.453.4000 Sales: 408.437.2807 Catering: 408.437.2806 Event Services: 408.437.2800
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Accommodations
Relax in style at Doubletree Hotel San Jose, where you'll enjoy oversized guest rooms featuring contemporary architectural design. Set in two high-rise towers, your guest room balcony overlooks our outdoor heated pool and provides beautiful vistas of Mount Hamilton or the majestic Santa Cruz Mountains. All of our 505 guest rooms boast high-speed internet access, a private balcony, and luxurious bathrooms featuring marble countertops with dual vanities.
Hotel Amenities Complimentary Airport
Shuttle
Onsite A/V
Bell Person
The UPS Store
Club Max
Concierge
Hilton Fitness by Precor
5 Dining Options
Gift Shop
Guest Services
Hearing Impaired Eqpmt.
Valet Parking
Wireless High Speed Internet
In-Room Dining
Starbuck’s Coffee
Lobby Lounge
Meeting Facilities
Luggage Storage
Outdoor Heated Pool
Whirlpool Spa
USA Today
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Accommodations Deluxe King & Double Queen
Guests will experience a sense of luxury in our spacious rooms featuring Doubletree’s signature “Sweet Dreams” bed. All rooms boast a spacious 450 square feet of space with an open sitting area, double vanities and a dedicated work space for added comfort and convenience. Standard Guest Room Amenities: Air Conditioning
Balcony
Cable Television
Wolfgang Puck Coffee Maker
Spacious Work Desk
Double Vanities
Dry Cleaning/Laundry Service
Neutrogena Bath Amenities
Hair Dryer
High Speed Internet
Iron & Board
Key Card System
Multiple Phones & Phone Lines
Nintendo
Pay-Per-View Movies
Print-On Demand
Radio Alarm Clock
View Rooms
Wi-Fi Internet Access
USA Today
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Accommodations Executive Parlor Suite
Choose our recently renovated Executive Parlor Suites, and enjoy a separate parlor area connecting to a bedroom and bathroom. Entertain guests in your separate parlor area with bar counter, dining table, sofa, and television. You'll be able to unwind with cable television and premium channels including HBO, CNN, and ESPN. Our in-room Nintendo games and movies are also available for your enjoyment. Executive Parlor Suite Amenities Include all Standard Guest Room Amenities PLUS:
Exclusive Executive Level Key Card Access
Executive Lounge Access Complimentary Continental Breakfast
Complimentary Evening Appetizers & Cocktails Spacious Soaking Tub
Duel Head Personal Shower Upgraded Décor
Upgraded Oliva Corpo Bath Amenities Marble-Top Dry Bar
Turndown Service – includes Gourmet Chocolates & Bottled Water Premium Bed Linens
50” High Definition Plasma Television Two Private Balconies Duel Marble Vanities
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Accommodations Presidential Suite
Enjoy our luxurious and modern suites with generous space for entertaining and relaxing. The newly appointed Presidential Suites are sure to wow your guests with a 50” high definition plasma television in both the living room and bedroom, a dry bar with marble counter tops overlooking a formal dining table and a cozy living room. For a more personal experience enjoy the master guestroom with a Doubletree “Sweet Dreams” bed draped with elegant linens and plush pillows or ease your mind in the spacious soaking tub or the dual head walk-in shower.
Presidential Suite Amenities Include all Standard Guest Room Amenities PLUS:
Exclusive Executive Level & Lounge Key Card Access Complimentary Continental Breakfast & Evening Cocktails
Spacious Soaking Tub Upgraded Oliva Corpo Bath Amenities
Dual Head Personal Shower Large Work Desk with Ergonomic Chair
Premium Bed Linens 50” High Definition Plasma Television in Master Guestroom & Parlor
23” High Definition Plasma Television in Master Bathroom Three Private Balconies with beautiful views of the Santa Cruz Mountains
Large Walk-In Closet
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Accommodations
Executive Level
Executive Level Room Amenities Include all Standard Guest Room Amenities PLUS:
Exclusive Key Card Access to Exec. Level
Executive Lounge Access
Complimentary Continental Breakfast
Complimentary Evening Cocktails
Complimentary Evening Appetizers
Premium Oliva Corpo Bath Amenities
Executive Lounge
Guests will enjoy an added sense of security and privacy with our key-access executive level lounge. Complimentary continental breakfast and evening appetizers are served 7 days a week, making it convenient to grab a bite on the go or to relax after a long day of meetings. Executive Level Hours Available all Day: Fruit and Bottled Water Complimentary Continental Breakfast:
Monday - Friday: 6:30am - 9:30am Saturday - Sunday: 7:30am -10:30am
Complimentary Evening Appetizers: Monday - Sunday: 5:30pm - 7:30pm
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Dining Information
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Function Space & Banquets
12
Function Space Floor Plan
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Function Space Capacities
Name of Room Dimen. Sq.Ft Recep. RD10 RD6 C/R C/R 2/6 or 3/8 Theater Confer. U-Shape 8'x10'
Exhibits Gateway Ballroom 71' x 140' 9,940 1,200 980 588 752 564 1,200 NA NA 56
Cedar 71' x 33' 2,343 250 200 120 176 132 270 50 72 14 Pine 71' x 36' 2,556 250 200 120 176 132 300 50 72 14 Fir 71' x 36' 2,556 250 200 120 176 132 300 50 72 14
Oak 71' x 35' 2,485 250 200 120 176 132 300 50 72 14 Gateway Foyer 900 240 NA NA NA NA NA NA NA
Gateway Large Foyer 300 120 NA NA NA NA NA NA NA Gateway Foyer 1&2 600 120 NA NA NA NA NA NA NA
Gateway Foyer 1 NA 60 NA NA NA NA NA NA NA Gateway Foyer 2 NA 60 NA NA NA NA NA NA NA
Bayshore Ballroom 71' x 140' 9,940 1,200 940 588 752 564 1,200 NA NA 56 Sierra 71' x 33' 2,343 250 200 120 176 132 270 50 72 14
Cascade 71' x 36' 2,556 250 200 120 176 132 300 50 72 14 Siskiyou 71' x 36' 2,556 250 200 120 176 132 300 50 72 14
Donner Pass 71' x 35' 2,485 250 200 120 176 132 300 50 72 14 Bayshore Foyer 900 240 NA NA NA NA NA NA NA
Bayshore Large Foyer 300 120 NA NA NA NA NA NA NA Bayshore Foyer 1&2 600 120 NA NA NA NA NA NA NA
Bayshore Foyer 1 NA 60 NA NA NA NA NA NA NA Bayshore Foyer 2 NA 60 NA NA NA NA NA NA NA
Convention Entrance 200-250 depending on Space Allocation Zinfandel 20' x 14' 290 NA NA NA NA NA 25 14 NA NA Riesling 20' x 14' 290 NA NA NA NA NA 25 14 NA NA
Boardroom 30' x 20' 600 NA NA NA NA NA NA 16 NA NA Chardonnay 20' x 14' 290 NA NA NA NA NA NA 10 NA NA
Name of Room Dimen. Sq.Ft Recep. RD10 RD6 C/R C/R 2/6 or 3/8 Theater Confer. U-Shape 8'x10'
Exhibits
Silicon Valley Room 75 60 36 32 24 60 20 18 NA San Simeon/San Martin 35' x 61' 2,135 150 160 96 100 72 180 50 45 NA
San Simeon 35' x 29' 1,015 75 70 42 52 36 90 30 33 NA San Martin 35' x 32' 1,120 75 70 42 52 36 90 30 35 NA
San Carlos/San Juan 32' x 61' 1,942 150 160 96 100 72 180 50 45 NA San Carlos 32' x 29' 938 75 70 42 52 36 90 30 33 NA San Juan 32' x 32' 1,024 75 70 42 52 36 90 30 35 NA
Santa Clara/San Jose 34' x 61' 2,074 150 160 96 100 72 180 50 45 NA Santa Clara 34' x 32' 1,088 75 70 42 52 36 90 30 33 NA
San Jose 34' x 29' 986 75 70 42 52 36 90 30 35 NA Monterey/Carmel 34' x 61' 2,074 150 160 96 100 72 180 50 45 NA
Monterey 34' x 29' 986 75 70 42 52 36 90 30 33 NA Carmel 34' x 32' 1,088 75 70 42 52 36 90 30 35 NA
City Foyer 1,860 150 90 54 NA NA NA NA NA NA Poolside Foyer 2,240 150 90 54 NA NA NA NA NA NA
Pool Area 275 40 NA NA NA NA NA NA NA Club Max Foyer 80 40 NA NA NA NA NA NA NA
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Bayshore Ballroom:
Sierra, Cascade, Siskiyou & Donner Pass
Dimensions Sq. Ft
Ceiling Height Reception RD10 RD6 C/R Theater Conference U-Shape
8'x10' Exhibits
Full Ballroom 71' x 140' 9,940 14’ 1,200 940 588 752 1,200 56
Sierra 71' x 33' 2,343 14’ 250 200 120 176 270 50 72 14 Cascade 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14 Siskiyou 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14
Donner Pass 71' x 35' 2,485 14’ 250 200 120 176 300 50 72 14 Foyer 6,090 900 240
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Sierra Cascade Siskiyou Donner Pass
Gateway Foyer
Gateway Ballroom: Cedar, Pine, Fir, Oak
Dimensions Sq. Ft
Ceiling Height Reception RD10 RD6 C/R Theater Conference U-Shape
8'x10' Exhibits
Full Ballroom 71' x 140' 9,940 14’ 1,200 980 588 752 1,200 56
Cedar 71' x 33' 2,343 14’ 250 200 120 176 270 50 72 14 Pine 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14 Fir 71' x 36' 2,556 14’ 250 200 120 176 300 50 72 14
Oak 71' x 35' 2,485 14’ 250 200 120 176 300 50 72 14 Foyer 6,040 900 240
Gateway Foyer
Cedar Pine Fir Oak
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City Rooms: San Simeon, San Martin, San Carlos, San Juan
Dimensions Sq. Ft
Ceiling Height Reception RD10 RD6 C/R Theater Conference U-Shape
San Simeon/San Martin 35' x 61' 2,135 9’ 150 160 96 100 180 50 45
San Simeon 35' x 29' 1,015 9’ 75 70 42 52 90 30 33 San Martin 35' x 32' 1,120 9’ 75 70 42 52 90 30 35
San Simeon San Martin
Dimensions
Sq. Ft
Ceiling Height Reception RD10 RD6 C/R Theater Conference U-Shape
San Carlos/San Juan 32' x 61' 1,942 9’ 150 160 96 100 180 50 45
San Carlos 32' x 29' 938 9’ 75 70 42 52 90 30 33 San Juan 32' x 32' 1,024 9’ 75 70 42 52 90 30 35
City Foyer 1,860 150 90 54
San Juan San Carlos
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Poolside Rooms: San Jose, Santa Clara, Carmel, Monterey
Dimensions Sq. Ft
Ceiling Height Reception RD10 RD6 C/R Theater Conference U-Shape
Santa Clara/San Jose 34' x 61' 2,074 9’ 150 160 96 100 180 50 45
Santa Clara 34' x 32' 1,088 9’ 75 70 42 52 90 30 33 San Jose 34' x 29' 986 9’ 75 70 42 52 90 30 35
San Jose Santa Clara
Dimensions Sq. Ft
Ceiling Height Reception RD10 RD6 C/R Theater Conference U-Shape
Monterey/Carmel 34' x 61' 2,074 9’ 150 160 96 100 180 50 45 Monterey 34' x 29' 986 9’ 75 70 42 52 90 30 33 Carmel 34' x 32' 1,088 9’ 75 70 42 52 90 30 35
Poolside Foyer 2,240 150 90 54
Carmel Monterey
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Silicon Valley Room
Dimensions Square Feet Reception Rounds 10 Rounds 6 Classroom Theater Conference U-Shape
See Below 75 60 36 32 60 20 18
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Wine Rooms & Boardroom
ons a r e
Dimensi Square Feet The ter Confe ence C iling Height
Zin ndel fa 20' x 14' 290 25 14 9’ Riesling 20' x 14' 290 25 14 9’
Boardroom 30' x 20' 600 16 8’ Chardonnay 20' x 14' 290 10 8’
Zinfandel &
Riesling &
Chardonnay
Boardroom
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SOURCINFORMATION
RE E
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Resource Information Table of Contents
A Advertising Opportunities
Affiliates
Airline Information
Airport Information
Amenities
Americans with Disabilities Act (ADA)
Audio/Visual
Automated Teller Machines
B Balloons
Banks
Banquet Beverage Selection
Banquet Curfews
Banquet Equipment
Banquet Menu Selection
Banquet Terms & Conditions
Bell Services
Billing
Box Lunches
Bus Companies
C Car Rental Agencies
Cash Paid Out
Cash Paying Guests
Celebrity/Dignitary Visits
Check Cashing Privileges
Check-In & Check-Out
Coat Check Services
Convention Centers
Credit Cards
Credit Policy
D Dance Floor
Decorations
Deposits
Dietary Requirements
Directions to the Hotel
Dressing/Green Rooms
Dry Cleaning
E eEvents
Electrical
Elevators
Emergency Procedures
Entertainment
Exhibits
F Fax Machines & Numbers
Fire Codes
Fitness by Precor
Flags
Floral/Florist
Food Donation
Freight Elevator
G Gift Certificates
Gift Shop
Golf Course Information
Gratuities
Group Reservations Identification Program (GRIP)
Group Check-In, Arrival & Departure
Guest List Manager
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Guest Rooms
Guest Room Deliveries
Guest Service Hotline
H Hair Salon
Hold Harmless Agreement
Hospitality Desks
Hospitals
Hotel Facts/History
Hotel Map
Housekeeping
I In Conjunction with Events (ICW’s)
In-Room Dining
Internet Services
Interpretation/Translation Services
K Key Cards for Meeting Rooms
Key Cards Customized
Key Hotel Contacts
L Labor
Limousine Services
Linen Selection
Liquor Laws
Load-In/Load-Out (Production, Décor & Staging)
Loading Dock
Lost & Found
Luggage Storage
M Manager on Duty (MOD)
Master Accounts
Meeting Room Deliveries
Meeting Room Set Standard
Music/Musicians
N Newspapers/Publicat
O
ions
Office Equipment/Supplies
P Parking
Personalized On-Line Group Page (POG)
Pets Policy
Pianos
Pools
Post-Convention Meeting
Post Event Report
Pre Convention Meetings
Production Guidelines
Production Crew Meals
Public Transportation
Pyrotechnics
R Radios/Pagers/Nextels
Recycling
Registration Assistance
Reservations (RAPID!)
Rigging
Rooming Codes/Rooming Lists
S Safe Deposit Boxes
Security
Shoe Shine
Shipping & Receiving
Shopping
Signage/Banners
Smoking
Sound System
Special Meal Requests
Storage
T Taxes
Taxi Cabs
Telephone/ Telecommunications
U UPS Store
V Voicemail
W Weather
Wheelchairs
Wired Payment
Worship Services
Z Zip Check
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out
ADVERTISING OPPORTUNITIES he hotel offers groups and their affiliates opportunities to sponsor uring the specified
ing/exhibit. Yo ices manager will pr ormation ther ideas not li
lasma Screens Banners/Signage
to Resource Table of Contents
T /advertise dovide detailed infdates of the meet ur Event Serv
and can discuss o Logo products, e.g., keycards, cocktail
sted below: napkins, to go lunch boxes, etc.
Video Channel P
Return
AFFILIATES Groups meeting in conjunction w nce, but not part of the official convention program
ce will w with our Event Servi rtment. All meeting be at the hotel’s normal prevailing room rental rates and will be subject
rd contract terms and conditions.
ting of all affiliates should b han 90 rior to the actual event, at they can be individually contacted by the Catering/Event Services Department to set up
everage and billing arrang source Table of
ith a confereork directlywho require meeting spa
space, if available, will ces Depa
to the hotel’s standa
A lisso th
e sent to the hotel no later t days p
food, b ements. Return to Re Contents
AIRLINE INFORMATION 1-80
1-8 1-80 1-80
1-80 1-80
1-80rlines 1-80 -0333
ays 1-8 262 1-80
irlines 1-8 1-8 1-8
tal Airlines 1-8 1-80
1-81-8 63
1-8 83 1-81-81-8 -3880 1-8 2-2022
c) 1-8 5-2525 onal) 1-8
s 1-8 Airlines 1-8
1-80 92 1-800-521-0810
US Air 1-800-428-4322 Varig 1-800-468-2744 Virgin Atlantic 1-800-862-8621 Return to Resource Table of Contents
0-237-6639 88-247-2262
Aero Mexico Air Canada
0-237-2747 0-223-7776
Air France Air India Air Jamaica Air New Zealand Air Tran
laska Ai
0-523-5585 0-262-1234 0-247-8726
A 0-42600-235-90-433
All Nippon AirwAmerican AirlinesAmerica West A
-7300 00-235-9292
Austrian Airlines British Airways
00-843-000200-247-9297
ContinenDelta
00-525-0280 0-221-1212
Frontier Japan Airlines
00-432-1359 00-525-3600-538-25Jet Blue
KLM Royal Dutch Airlines Korean Air
00-447-4747 00-438-5000 0-645Lufthansa
Midwest Airlines 000-4500-22Northwest (Domesti
Northwest (Internati 00-447-4747 00-227-4500 Qanta
Singapore 00-742-3333 0-435-97Southwest Airlines
United Airlines
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AIRPORT INFORMATION The nearest airport is the Mineta San Jose International Airport located ¼ mile from the hotel. Nearby Bay Area airports include San Francisco International and Oakland International Airport. Return to Resource Table of Contents AMENITIES
RThe o tment is happy to service your group’s gift and amenity needs. Please vie or a complete list of our standard amenities. You may also contact your
cial requests. All amenity pricing excludes state sales tax, service gratuity is currently 20%. Standard delivery fee is $3
o Resource Table of Contents
om Service deparw our Amenity Form f
Catering/Event Manager for speratuity, and delivery fee. Roomg
per room. Return t AMERICANS WITH DISABILITIES (ADA) The Hotel represents that the Hotel facilities being rented or reserved by you including guest rooms, common areas and transportation services are, and will be, in substantial compliance with
ds. We will, upon the names of businesses you can contact to obtain these aids. You
eetings
applicable public accommodation obligations under the Americans with Disabilities Act. You agree that one week in advance of your event; you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space. You agree that you will be responsible for the procurement and payment of all charges for any and all auxiliary aiyour request, furnish you with also agree to be responsible for compliance with the ADA in the set up and conduct of mfor your event. Return to Resource Table of Contents
VAUDIO/ AISU L our audio visual company, brings over 10 years of
field meeting at the Doubletree Hotel San Jose. PSAV eache by dia ase see the PSAV Price List. Return to Resource Table
Presentation Services Audio Visual (PSAV), experience in the of audio visual to yourmay be r d ling 408.437.2194. Pleof Contents
AUTOMATED LER MACHINESTEL There is an ATM conven y located on theientl lobby level by Club Max. The City of San Jose
Return to Resource Table of also has most major banks with their own individual ATM machines. Contents
BALLOONS There is a $100 clean up fee for the use of helium balloons. All helium tanks must be in an
proval for the use of all displays approved safety stand or cart. There must be prior written apand/or decorations proposed by guest. Please see the Banquet Event Order (BEO) for other specific contractual information.
Table of ContenReturn to Resource ts
25
BANKS Wells Fargo 1705 North First Street #1
Bank of America 777 North First Street San Jose, CA 95112 408.983.0588
San Jose, CA 95112 408.277.6403 Return to Resource Table of Contents BANQUET BEVERAGE SELECTION We offer a choice of standard and premium beverages on banquet bars. As the availability of some items varies, they may or may not be complete and are subject to change. Specialty items
see our Catering Menus for fuare available upon request. Please ll details of our beverage services.
All banquet bars serve wines by the glass, domestic and imported beers, soft drinks, juices, mineral water, and non-alcoholic beers and wines. Blended drinks and champagne by the glass are available upon request. Return to Resource Table of Contents BANQUET CURFEW In accordance with California liquor laws, alcoholic beverage sales will conclude at 1:00 a.m. For outdoor functions, curfew and alcoholic beverage sales will conclude at 10:00 p.m. Return to Resource Table of Contents
EQUIPMENTBANQUET Items in our banquet inventory are for your use at no additional charge. Any requests for these items must be submitted to your Catering/Event Manager two weeks in advance. For more information on available banquet equipment, please see your Catering/Event Manager. Return to Resource Table of Contents BANQUET MENU SELECTION
gements, and other details pertinent to your e. r
ms and program arrangements to ensure a successful event. heme parties may be designed to meet your particular needs. Special meal
ith
We request that banquet menus, room arranconvention be submitted to your Catering/Event Manager 30 days prior to your conference datWe are happy to custom design menu proposals for your group and assist in selecting the propemenu iteSpecialty and trequests are easily accommodated. Please advise your Catering/Event Manager in advance wany special dietary requirements. Return to Resource Table of Contents BANQUET TERMS AND CONDITIONS • ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: You agree to confirm with us the assigned function
terials listing specific meeting or function locations. The schedule of events in s the space is tentatively being held. Upon review of your event requirements,
Banquet Event Orders (“BEO”) will be sent to you to confirm all final arrangements and prices. These BEO’s must be signed and returned prior to th event and will serve as a part of this agreement.
• GUARANTEE OF ANTICIPATED REVENUE: At least 72 hours (3 business days) before your event, you must inform us, in writing, of the exact number of people who will attend your event. You will be charged based on the event guarantee, or contracted revenue minimum, whichever is greater. We will not undertake to serve more than 5% more than this guaranteed minimum.
• LABOR CHARGE: If the guaranteed number for your event is less than the contracted number of persons, we will add a labor charge, to be determined by your Catering/Event Manager, to your account. This will be used to cover our costs of the event and will not be distributed as a service charge or gratuity to our employees working at your event.
• OVERTIME: You agree to begin your event promptly at the scheduled start time and agree to have your guests; invitees and other persons vacate the designated event space at the end time indicated on the final Banquet
space before printing any mayour sales agreement indicate
e
26
Event Order. You further agree to reimburse us for an s or other expense incurred ilure to comply with these re
E CHARGE: 20% of the food and b pplicable state tax will be ge. This servic and is the property of the
cover discretionary costs of the Event. creases in prices due to unforeseen changes in market conditions at the time
nicate these increases to you in advance. We will require written creased prices. Alternatively, we, at our option, may in such
mnify r any damage caused to any Hotel property as a result of drayage related to your event, whether caused
s f
taff are brought in for consumption by your ly to any outside food or beverage served in our function space regardless if
d.
d by your attendees in meeting or function space at least two You agree to pay all charges associated with the provision of such aids by the
or s, HHonors rental.
Return to Resource Table of Contents
y overtime wage paymentby us because of your fa gulations.
• GRATUITY & SERVIC your account as a service char
everage total plus 8.25% aratuity added to
Hotel to e charge is not a g
• PRICE INCREASES: There may be inof your event. We will commuconfirmation that you agree to pay these inevent make reasonable substitutions in menus and you agree to accept such substitutions.
• SET UP CHARGES: Should extensive meeting room set-ups or elaborate staging be required, there will be a set-up charge to cover Hotel costs and additional labor. If equipment is necessary that exceeds Hotel’s inventory, then you agree to pay for the cost of renting this additional equipment. You agree to indeus foby you, your agents, employees, contractors, or agents.
• OUTSIDE FOOD AND BEVERAGE: Due to state law, you may not bring into the Hotel alcoholic beveragewithout prior approval from the Hotel. A Hold Harmless Agreement and Liability Insurance are required ifood or beverage products not purchased and served by Hotel sguests. Service fees will appHotel labor is require
• AUXILIARY AIDS: The Hotel represents and you acknowledge that the Hotel facilities being rented for you including guest rooms, common areas and transportation services will be in compliance with our public
under the Americans with Disabilities Act. You agree that accommodation requirementsyou will furnish to us a list of any auxiliary aids neede
weeks prior to your event. Hotel.
• PROMOTIONAL CONSIDERATIONS: We have the right to review and approve any advertisements or promotional materials in connection with your function which specifically reference the Hilton namelogo, Hilton does not offer or accept any terms or conditions which provide commissions, rebate
ensation related to revenue for food, beverage, room or equipmentpoints or other forms of comp BELL SERVICES Our Bell Services Department is responsible for transporting your luggage and for the delivery ofall nonfood and beverage amenities. Porterage is available when needed for luggage drops/pulls. The current rate is $3 per person, plus state tax and is subject to chang
e. Departure notices and t bag pulls should be coordinated with our Guest Services Manager and your Catering/Even
Manager. Return to Resource Table of Contents
BILLING Should you require credit for billing purposes, please complete and return our credit application
instrucon howCaterin
30 days prior to your arrival. Upon approval, master accounts will be assigned per your tions. Please advise your Catering/Event Manager in advance for any specific instructions you would like your bill organized. We recommend on-site daily review with your g/Event Manager. Return to Resource Table of Contents
BOX LUNCHES nches are available. We can help you create your own customized lunch. If you wish to ox lunches for your group, your Catering/Event Manager will arrange the order for you
Box luorder b and provide delivery to your specified location on the property. Return to Resource Table of Contents
27
BUS COMPANIES und (Nearest station to Hotel) Greyho
70 South Almaden Avenue e, CA 95113 San Jos
www.g408.295.4151
reyhound.comReturn to Resource Table of Contents CAR RENTAL
ing are the Doubletree Hotel San Jose preferred car rental agencies:
Rent-A-Car Budget Rent-A-Car
Follow
Hertz
Local: LocatioSan Jos
Nation
Locatio
Return t
National: 800.654.3011 408.295.9266 n: 1475 Airport Blvd. e, CA
National: 800.527.0700 Local: 408.286.7850 Location: 2300 Airport Blvd., Suite 140, San Jose, CA
Avis Rent-A-Car
al: 800.321.3712
Enterprise Rent-A-Car National: 1.800.261.7331
Local: 408.993.2224 n: 2200 Airport Blvd.
Local: 408.452.1100 Location: 2300 Airport Blvd., Suite 100,
San Jose, CA
San Jose, CA
o Resource Table of Contents
ASH PAID OUT C The Doubletree Hotel San Jose will give cash to groups if our bank has received the money in advance. Groups should make allowances for their check to clear as some checks may take up to three to four weeks. Prior arrangements must be made through the Catering/Event Manager should the group want to pick up cash on the weekend or holiday. Return to Resource Table of Contents
CASH PAYING GUESTS In the event a hotel guest does not have a major credit card to secure his/her room, the Doubletree Hotel San Jose will require full payment in advance for room and tax charges. In addition, there will be a $100 refundable deposit for incidental charges. If the guest does not wish to establish credit for incidental charges, the guest room phone will be restricted to room-to-room calls. All room folio charges from the Food and Beverage outlets and movie charges will also be restricted. Return to Resource Table of Contents CELEBRITY/DIGNITARY VISITS
Rest assured your celebrities or dignitaries will be treated with the utmost confidentiality. YourCatering/Event Manager will be happy to accommodate your needs. Return to Resource Table of Contents CHECK CASHING PRIVILEGESHotel guests may cash checks up to $50 at the Front Office with valid ID. The check must be imprinted with the guest’s name and address and made out to The Doubletree Hotel San Jose. Return to Resource Table of Contents
28
CHECK-IN / CHECK-OUT Hotel check-in is 3:00 p.m., and checkout is 12:00 p.m. All guests arriving before 3:00 p.m. will
rooms become available. Our Guest Services Department can arrange to for those guests arriving early when rooms are not available and for guests
departure day.
our guests will have the opportunity to confirm their departure date at check-in. Once this been confirmed, there will be a $50 early departure fee assessed in the event
ble upon request and subje ontact the Front vailability and associated f
ollowing conditi arrival manifest provided 14 days in advance of al. The success of a
very dependant on the hotel's oc e and flow of your tering/Event Manager will es in more detail
correct solution for your ar
folio is provided at your door early inply verify the charges, use the television rem
ut. Please leave your keys in the room. If you are not departing the hotel immediately, luggage llman’s desk. Return to Resource Table of Contents
be accommodated as check luggage attending functions onEarly Departure Ydeparture date hasthe guest departs prior to their confirmed departure date. Late Departure Late checkouts are availa
s act to availability. Please c
Desk directly to discus ees. Satellite Check-In
-in is available. The fSatellite checkonsideration;
ons must be met in order to be eligible for major arrivc
satellite check-in is cupancy the evening beforarrival manifest. Your Ca
he be able to discuss these issu
to determine if this is t rival. Zip Checkout
out, your roomWith zip checkeparture. Sim
the morning of your ote or dial extension 2150 to check-d
ostorage can be arranged at the be COAT CHECK Coat check services are available; please see your Catering/Event Manager. Coat Room Attendants are $200 each (six hour service). Return to Resource Table of Contents CONVENTION CENTERS San Jose Convention Center 408 Almaden Boulevard San Jose, CA 95110-2715 Administration: 408.277.5277 Event Information: 408.277.3900 Visitor Information: 408.SAN.JOSE www.sjcc.com
Santa Clara Convention Center 1850 Warburton Avenue Santa Clara, CA 95050 800.272.6822 www.santaclara.org
Return to Resource Table of Contents CREDIT CARDS The Doubletree Hotel San Jose accepts most major credit cards including Visa, MasterCard, Discover, American Express, JCB International, and Diners Club Card. Return to Resource Table of Contents
29
CREDIT POLICY dit in advance with us, you will pay the entire contract price in
. The erican Express, Diners Club, Discover Card, JCB
erCard or Visa. If credit has not been approved for your function, you will no
ource Table of Contents
Unless you have established crecash or by certified check at least seven days prior to your function or by personal bank check two weeks prior to your function. If you have established credit, payment in full will be due within thirty (30) days of your function. If you prefer, all charges can be paid by credit cardDoubletree Hotel San Jose accepts AmInternational, Mastprovide us with the credit card to which all estimated master account charges will be chargedlater than 14 days in advance. If credit has been approved, you will provide us with your credit card information at the time of your function. Return to Res DANCE FLOOR Dance floors can be arranged through your Catering/Event Manager. Please note that dance
ted to be elevated or placed on any risersfloors are not permit for safety reasons. If your dance floor requirements exceed hotel inventory, charges may apply. Return to Resource Table of Contents DECORATIONS Please contact your Catering/Event Manager for a description of items available as well as a complete party package proposal. We are happy to suggest ideas on novelty favors, printed programs, creative ice carvings, theme food presentations, room accent decor and specialty linens. We are not responsible for any loss or damage to property belonging to you or your attendees and do not maintain insurance covering it. All displays and/or decorations will be subject to our written approval and we reserve the right to contract and charge for Hotel staff to provide the labor for any installations or removals of such. Return to Resource Table of Contents
DEPOSITS Required group Cash Deposits are outlined in your sales contract. Cash deposits may be manytime throughout your stay and placed to your master account balance. Full pre-paymeroom and tax is required for guests not wishing to utilize a credit card upon ch
ade at nt of
eck-in. sReturn to Resource Table of Content
DIETARY REQUIREMENTS
ls for your attendees with e advise er if a special meal is req ts must be
event. Return to Reso
Our Chef will provide mea special dietary requirements. Pleasyour Catering/Event Manag uired. Kosher meal requessubmitted 2 weeks prior to your urce Table of Contents DIRECTIONS TO HOTEL
International AirpoFrom San Jose rt: Follow signs for Hwy. 101 North/Airport Parkway. Stay t on to Airport Parkway and continue east. At the first light, turn
e on the right.
Exit Brokaw Rd. Make the first Left onto Brokaw Rd. and roceed under Hwy. 101. Hotel will be on the right.
you are on 880 North: Exit First Street. Make the first Left and go 3/4 of a mile north. Turn eft on Brokaw Rd. Hotel will be on your right.
in the right hand lane. Turn Righeft onto Gateway Place. Hotel will bL
If you are on Hwy. 101 South: Exit North First St./Brokaw Rd. Make the first Right onto Airport Parkway. Hotel will be on the right.
If you are on Hwy. 101 North:p
IfL
30
If you are on 880 South: Exit Brokaw Road. Turn Right on to Brokaw and go 1 mile, passing
rt
ort
First Street. Hotel will be on your right.
If you are on 280 North: Take 87 North (Guadalupe Parkway) towards downtown. Exit SkypoDrive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right.
If you are on 280 South: Take 87 North (Guadalupe Parkway) towards downtown. Exit SkypDrive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right. Return to Resource Table of Contents
DRESSING/GREEN ROOMS Doubletree Hotel San Jose has multiple areas available for green/dressing rooms. Ask your Catering/Event Manager for suggestions on what will work best for your event. Return to Resource Table of Contents
DRY CLEANING Dry Cleaning/Laundry services are available by dialing extension 2155.
Garments picked up prior to 8:45 a.m. are returned to guests by 8:00 p.m. the same evening.Garments picked up after 5:00 p.m. will be returned the following day by 8:00pm. An optionrush service will return items the following day by 10:00 a.m. Please note that there is no service on the following Holidays: Memorial Day, July Fourth, Labor Day, Thanksgiving, Christmas, and New Year’s.
al
Return to Resource Table of Contents E-EVENTSE-Events is the Hilton Family’s online tool that makes it easy to book your entire group event from start to finish. Book up to 25 guest rooms, meeting space, food and beverage, and even audio visual equipment by selecting the features you need from easy to follow online pick lists and menus. You’ll receive an instant online confirmation without waiting around for a RFP.
Eventswww.sanjose.doubletree.com/e- Return to Resource Table of Contents ELECTRICAL The Engineering Department provides assistance with all your mechanical and electrical needs. Please contact your Catering/Event Manager if you have electrical needs. All requests for prequirements are to be communicated to your Catering/Event Manager a
ower minimum of two weeks
Return to Resource Table of Contentsprior to your event. ELEVATORS The Doubletree Hotel San Jose hotel has five guest room elevators. Return to Resource Table of Contents EMERGENCY PROCEDURES The Doubletree Hotel San Jose is fully prepared to handle different types of situations to assist
rs a day. In the event of an emergency, calling
our guests. The following is information on our emergency procedures: • Hotel internal emergency number: 911 • Hotel Emergency Response Team available 24 hou
the emergency number 911 will initiate the appropriate response.
31
• Paramedics, Fire Department, and the Police Department are all located approximately 5 minutesfrom the hotel. Our Security De
partment and approximately 5% of our employees are
trained in CPR and First Aid. • Emergency evacuation routes and procedures are located on the inside of all guest room doors.
Return to Resource Table of Contents
ERTAINMENTENT The Doubletree Hotel San Jose has key contacts in the entertainment industry, which make it possible to assure satisfaction and secure the best local, national, and international talents. Pleascontact your Catering/Event Manager for assis
e tance in booking entertainment.
Return to Resource Table of Contents
EXHIBITS A. Hotel unfortunately does not have storage space for crates. B. Uniformed Guards may be required in Exhibit Areas at the expense of the group.
all indemnify and hold harmless hotel and its servicing agents from all liability (damage or accident) which might ensue from any cause resulting or connected
sportation, placing, removal or display of exhibits. Group hereby agrees to the
to
rayage ployees, contractors, or
C. Exhibitors and the group sh
with tranIndemnity Agreement attached hereto and marked Exhibit A.
D. Group shall be responsible for obtaining any necessary Local Fire Department approvals of Exhibit plans.
E. Hotel requests that that group submit to hotel a proof of the Exhibitors Contract before it is sent the Exhibitors.
F. You agree to indemnify us for any damage caused to any hotel property as a result of drelated to your event, whether caused by you, your agents, emagents.
Return to Resource Table of Contents FAX MACHINES AND NUMBERS Fax machines are available at the Front Desk and The UPS Store. Fax numbers:
For Guests: 408.437.2898 Catering/Convention Services office: 408.437.2899 Sales office: 408.437.2899 Reservations office: 408.437.2898
Return to Resource Table of Contents FIRE CODES The following are some general regulations that fall under local fire authorities’ specifications.
ere exits are not immediately accessible from an open floor area, safe and continuous idors shall be maintained leading directly to every exit and shall be
te
•
p e fire exits. Any event which has vehicle displays, fog machines, fueled cooking demonstrations, laser exhibits (including tabletop) or extensive productions with staging and props must have a certified
They should be considered when planning and coordinating space, decorations, etc., in the ballrooms and meeting rooms:
• Whpassageways, aisles or corrso arranged as to provide convenient access for each occupant to at least two exits by separaways of travel. The aisle needs to be as wide as or wider than the exit to which they are leading.
There will not be any setup permitted in front of any exit doors. Staggering of dining tables is not permitted. All room sets must be in compliance with the local fire Department regulations
ertaining to occupancy load, mandatory aisles and ceiling clearanc
32
permit from the local Fire Marshall. All associated fees for permits, floor plan approval and tand-by fire watch are your responsibility and final approved copies must be received ahree days prior to the event.
s t least t
•ents to full instant use of fire or other emergency.
rations, or other objects shall be placed so as to obstruct exits, access thereto,
. e used in any meeting rooms. When necessary for ceremonial or
igious purposes, the fire marshal having jurisdiction may permit open flame lighting under tion of combustible materials or
•
e• Distanc airs
Every required exit, exit access or exit discharge shall be continuously maintained free of all obstructions or impedim
• No furnishings, decoegress there from, or visibility thereof.
• Hangings or draperies shall not be placed over exit doors or otherwise located as to conceal or obscure any exit. Mirrors shall not be placed on exit doors. Mirrors shall not be placed in or adjacent to any exit in such a manner as to confuse the direction of the exit
• No open flame devices shall brelsuch restrictions as are necessary to avoid danger of igniinjury to occupants.
Any furnishings, decorations, and stage settings shall be fire retardant treated and must display certificate of proof. Local fire authorities in advance of event set-up shall approve all xtensive production plans. e between tables must be equal to or greater than the required aisle width plus 19” for ch
on one or 38” for chairs on both sides. Return to Resource Table of Contents
FITNESS BY PRECOR Our day and is located on the 2nd floor, Retur
recently expanded and updated Hilton Fitness by Precor is available to our guest 24-hours a accessible with guestroom keycard.
n to Resource Table of Contents
FLAGS tly has two United States flags and two California State flags in
s, please discuss rental costs with your Catering/Event Our Banquet Department curreninventory. If you require additional flagManager. Return to Resource Table of Contents FLORAL/FLORIST TheJulww
World of Princess iet Adam w.wprincess.com
408.267.8360 408.859.5914 mobile
Meadow Circle 6598 Graystone San Jose, CA 95120 Return to Resource Table of Contents FOOD DONATIONS
mmitted to assist our communities in the effort to alleviate hunger in this country. often have prepared food available from over-production that can be donated to rganizations for service to their constituencies. All owned and managed hotels
Hilton is coOur hotels charitable osupport this effort by donating surplus food to suitable organizations in their area and to establish and . Please see
implement a program and procedures in accordance with our Standard Practice Instructionsour Charitable Donations Form. Return to Resource Table of Contents
33
FREIGHT ELEVATOR t Elevator services the Ballroom areas: 4” wide x 9.5” long. Capacity: 2500. source Table of Contents
The FreighReturn to Re GIFT CERTIFICATES A gGift certifi gh the Hotel and are designated for restaurants, lou ps; however, pcert ent Ma
ift certificate is a wonderful way to reward your attendees, staff or sporting event winners. cates are available for purchase throu
nges, logo shops and guest room charges. Gift certificates are not honored at our retail shourchases may be made in certain retail shops and signed to the guest room. A gift can be used as a credit to the guest room account. Please contact your Cificate atering/Ev
nager for further details. Return to Resource Table of Contents GIFT SHOP The Doubletree Hotel has a fully stocked gift shop itemHours: MoSatu
eturn to Res
for those last minutes gifts, forgotten travel s and snacks to grab on the go. The gift shop is located in the hotel lobby
nday – Friday: 6a.m. – 9:30p.m. rday – Sunday: 7:30a.m. – 9:30p.m.
ource Table of ContentsR GOLF COURSE INFORMATION
Cinnabar Hills Golf Club Santa Teresa Golf Club 23600 McKean Rd 260 Bernal Rd
San Jose, CA 95119 408.225.2650
San Jose, CA 95141 408.323.5200 www.cinnabarhills.com Coyote Creek Golf Club
www.santateresagolf.com San Jose Municipal Golf Course 1560 Oakland Rd San Jose, CA 95131 408.441.GOLF (4653) www.sjmuni.com
One Coyote Creek GolSan Jose, CA 95037
f Drive
.com408.463.1400 www.coyotecreekgolfReturn to Resource Table of Contents GRATUITIES Informally known as tipping. In t
performed as well as a suhe United States tipping is voluntary. Tips are supposed to be
pplement to an employee's income.
es not outlined in the contract are discretionary.) 00 per day
rewarded for services
dations (All gratuitiRecommenHousekeeping: $1.00-2.Bellman: $1.00 per bag and discretionary for above and beyond services provided for you. Return to Resource Table of Contents GROUP RESERVATIONS IDENTIFICATION PROGRAM Manage room blocks proactively with automated cross-reference of group registration lists against hotel reservations. Available at select Hilton properties, GRIP helps reduce exposure to attrition, and at no charge to you! Return to Resource Table of Contents
34
GROUP CHECK-IN, ARRIVALS, AND DEPARTURES The Doubletree Hotel San Jose has a convention entrance especially designed to accommodate a
cochére has ample room for bus loading and unloading. It is also
h deposit upon arrival for their ges, unless the incidentals are guaranteed to your master account. Instructions can
group check-in. The porte conveniently located near the ballrooms. The area may be reserved for satellite check-in and convention registration. Most coach arrivals will be directed to the convention entrance to ensurea smooth arrival. If your guests are arriving via group transportation and an arrival manifest has been supplied, we will be happy to have all of the rooms and key packets assigned in advance. If your guests will be arriving at independent times throughout the day we will assign rooms on a first-come, first-erve basis. Your guests will be asked to remit credit or a cass
incidental charbe made on your rooming list or by written correspondence to your Catering/Event Manger. Return to Resource Table of Contents
GUEST LIST MANAGER The Doubletree Hotel has an on-line toolto manage their group’s reservations on-li
provided by Hilton to group customers that allow them ne. Guest List Manager provides guest room
information on-line 24 hours a day. Ask your Event Manager to r event. Return to Resource Table of Contents
reservation counts and guest listestablish a log in and password for you GUEST ROOMS California state law and local enforcement of nation
sts per room (adults/children).al fire codes mandate that there is a
maximum of four gue Return to Resource Table of Contents GUEST ROOM DELIVERIES
ell Services delivers non-food or packaged deliveries to the guest rooms. The charge for
e ($3 if personalized)r the first item, $3 per addition
e Table of Contents
Bdeliveries is: Under the door: $2 per envelopInside the room: $3 fo
al item
Return to Resourc GUEST SERVICE HOTLINE
ay pick up a house phone and dial the CARELINE- otel operator will direct your needs to the appropriate hotel contact.
Guests with specific needs or requests mextension 62. A hReturn to Resource Table of Contents HAIR SALON Jo Jo 672 North First Street San Jose 95112 408.293.5656 Return to Resource Table of Contents HOLD HARMLESS AGREEMENT To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the Hotel, Doubletree Hotel San Jose, the Owner and their respective employees and agents against
s, losses or damages to persons or property, governmental charges or fines, and costs ncluding reasonable attorney’s fees), arising out of or connected with your function, except
all claim(i
35
those claims arising out of the sole negligence or willful misconduct of the hotel. You represent onnection with the function shall and warrant that your activities conducted at the Hotel and in c
not infringe the patent, copyright or trademark rights or violate rights of privacy or publicity of any third party. Return to Resource Table of Contents HOSPITALS Valley Medical Center O’Connor Hospital 751 South Bascom Avenue San Jose, CA 95128 408.885.5000
2030 Forest Avenue San Jose, CA 95128 408.947.2500
HOSPITALITY DESKS Your Catering/Event Manager is happy to arrange a hospitality desk for your group. Phones may be arranged in advance with either in-house extensions or direct dial numbers. Please note that
n down each evening and reset for the next day’s use. ea for use as an office, storage room or hospitality room, please
ly
all hospitality desks may be takeShould you require a larger arconsult your Catering/Event Manager for the best option. Handwritten signs and flip charts are not allowed in any hotel public areas. Professionalprinted signs may be ordered through your Catering/Event Manager with associated costs. Return to Resource Table of Contents HOTEL FACTS/HISTORY
: 408.437.2150
Employees: 400+ Four-
Diamond hotel wards: AAA Four-Diamond, 20+
ive years
The following is a fact sheet for the Doubletree Hotel San Jose: Location: San Jose, California
ddress: 2050 Gateway Place Grand Opening: 1982 Last Renovation: 2007 A
Telephone: 408.453.4000 Facsimile: 408.437.2898 Reservations
Brief Description: Full service, AAA
Website: www.sanjose.doubletree.com AManaged By: Hilton San Jose, LLC consecutReturn to Resource Table of Contents HOTEL MAP Attendees may receive a map in their key packet when they arrive at the hotel. Your Catering/Event Manager can customize the map for your guests to state your group name and
r your functions for a fee of $100. Return to Resource Table of show locations and directions foContents HOUSEKEEPING
ervice, which consists of general cleaning, takes place between 9:00a.m. uld one of your guests require special times of service, requests may be made
ousekeeping or your Catering/Event Manager. The suggested housekeeping ay have the gratuity rate predetermined in the contract est room is provided with several special service
A daily housekeeping sand 3:00p.m. Shodirectly with Hgratuity is $1.00 per day. Some groups mand billed to the master account. Each gu
36
amenities either at no charge or for a nominal fee. These items include: an iron and ironing board, coffee makers, hairdryers, in-room safe, bath/shower amenities, and extra pillows. Additional bedding available for children: cribs and roll-aways. Please note there is a maximum of four persons (including children) allowed per room. Return to Resource Table of Contents
IN CONJUNCTION WITH EVENTS (ICW’S) Any group hosting an In-Conjunction with Event is solely responsible for all charges and activities. The hosting convention must authorize all arrangements for meeting space, assignments, food, beverage, etc. Groups meeting in conjunction with a conference, but not part
who require meeting space and separate billing, are subject to ce, if available, will be a al prevailing room
ct to the hotel’s contrac . A listing of all ICW’s later than 90 days prio o that they can be
by the Catering Department t e and billing Return to Resource Table of Contents
of the official convention programcredit approval. All meeting sparental rates and will be sub
t the hotel’s normt terms and conditionsje
should be sent to the hotel no r to the actual event, sindividually contacted o set up food, beveragarrangements. IN-ROOM DINING Our In-Room Dining is open 24 hours a day for breakfast, lunch, dinner, snacks and beverage service. We are happy to offer convenient doorknob ordering for breakfast service. In-Room Dining can be reached at extension 4672. A variety of specialty items are also available for anadded touch to welcome your guests. Room service gratuity is 20% and is posted automatically
ery on all checks. There is also a delivfee of $3 per order. Return to Resource Table of Contents INTERPRETATION/TRANSLATION SERVICES
ents
Communicad 1550 The Alameda, Suite 155 San Jose, CA 95126 1.866.249.8069 408.287.1337
ntReturn to Resource Table of Co INTERNET SERVICES The Doubletree Hotel San Jose provides numerous I d
e main lobby. able of Contentsnternet Services. Wireless High Spee Internet Access is complimentary in th Return to Resource T
KEY CARDS FOR MEETING ROOMS
eting, Please contact your Catering/Event Manager if you would like keys to any of your meoffice, or hospitality rooms. Return to Resource Table of Contents KEY CARDS CUSTOMIZED Please contact your Catering/Event Manager if you would like custom keys for your group. They
o market your organization. Return to Resource Table of Contentsare an excellent way t
KEY HOTEL CONTACTS Doubletree Hotel Managing Committee consists of the following people: General Manager Robert Balmer ext 2105 Director of Operations Sam Claude, ext 2178 Director of Business Development Carrie McAllen, ext 2128 Director of Finance Tyrone Loh, ext 2102 Director of Front Office Betsy Braga, ext 2153 Director of Housekeeping Veronica Hernandez, ext 2192 Director of Engineering Paul Bielinski, ext 2188
37
Director of Revenue Management Steve Sitton, ext 2186 Director of Event Technology (PSAV) David Taylor, ext 2195 Assistant Director of Food & Beverage Clifford Romell, ext 2198 Assistant Director of Food & Beverage Assad Rahmatullah, ext 2196 Executive Chef Roger Maune, ext 2183 Director of Catering Candice Costorio, ext 2135 Director of Group Sales Erica Alcaine, ext 2130 Director of Event Services Thomas Amaral, ext 2142 Event Services Manager (Blue Coat) Lori Johnson, ext 2139 Return to Resource Table of Contents LABOR The Doubletree Hotel San Jose is a union hotel. Return to Resource Table of Contents LIMOUSINE SERVICE Arrangements may be made to have a group’s Priority Guest transported by a limousine or town
phlett Boulevard, Suite 116
car, or other outside service. 408 Limo Service 1710 South AmSan Jose, CA 94402 866.546.6496 Return to Resource Table of Contents
TIOLINEN SELEC N e linens are available for your various functions. If you desire specialty linen, or
rdinated linens and chair covers, please consult your atering/Event Manager. Return to Resource Table of Contents
A variety of tablwould like quotes on theme-cooC LIQUOR LAWS The State of California has strict liquor laws that must be followed by Doubletree Hotel San
censed-authorized to sell and serve alcoholic beverag
es that Jose, no group may bring in their own alcohol to be
a
Jose. Because the hotel is only liwere purchased by the Doubletree Hotel Sanserved. Your Catering/Event Manager may provide a full description of the State of Californiliquor laws upon request. Return to Resource Table of Contents LOAD-IN/LOAD-OUT (PRODUCTION, DÉCOR AND STAGING) Your Catering/Event Manager can provide you with our Production Resource Guide. Return to Resource Table of Contents LOADING DOCK The loading dock is located in the east side of the hotel. The hours of oper
dinate dock times with your Catering/Event Manager. ation are from 6a.m. –Return to Resource Table 12a.m. Please coor
of Contents LOST AND FOUND For any items lost ite Security at ext. 2181. ms, please contact Hotel ource Table of Return to ResContents
38
LUGGAGE STORAGEBased upon availability, a banquet/meeting room may be set aside to store hand carry luggage
supervise these items, Return
for individuals leaving later in the day. It is requested that the travel staff as they will be stored at your own risk. to Resource Table of Contents MANAGER ON DUTY (M.O.D.)
anager on duty is available 24 hours a day, 7 days a week. ents
For your convenience, a mReturn to Resource Table of Cont MASTER ACCOUNTS Master accounts are created for all group events whether payment is required in advance or
redit is established. A daily bill review during your event is suggested. source Table of Contents
whether cReturn to Re MEETING ROOM DELIVERIES
. See Shipping and ReceivingReturn to Resource Table of Contents
SET STMEETING ROOM ANDARD . Depending upon the extent of the setup
ed. Please contact your Catering/Event Manager ctrical charge price sheets. Standard meeting rooms include the following
les and chairs, Linens, Pads and pens, Candies, Ice water, Return to Resource Table of Contents
Basic meeting room set up is complimentaryal charges may be incurrrequirements, addition
us/elefor miscellaneoitems: Banquet or classroom tabGlasses. MUSIC/MUSICIANS Doubletree Hotel San Jose has key contacts in the entertainment industry which maketo assure satisfaction and secure the best local talent.
it possible to Resource Table of ContentsReturn
NEWSPAPERS/PUBLICATIONS
A USA Today and San Jose Mercury News are available in our Gift shop by 6:00 a.m. daily. UStoday is delivered outside each guest room daily. Return to Resource Table of Contents OFFICE EQUIPMENT/SUPPLIES The UPS Store provides a wide selection of business services, and is located near the Front DesReturn to Resource Table of Contents
k.
PARKING The Doubletree Hotel San Jose offers self-parking and valet parking. Self-Parking validation up
taurants
source Table of Contents
to 3 hours when dining at the resSelf: $3.00 per hour Self Overnight: $15.00 per day Valet: $20.00 per day Return to Re
PERSONALIZED ONLINE GROUP PAGE (POG) ll
amily properties at no charge! Return to Resource Table of ContentsPOG is a personalized web page for your attendees to book reservations online. Available at aHilton F
39
PET POLICY Doubletree Hotel San Jose is a pet friendly hotel. A $50.00 deposit fee per pet is required and will be refunded to you at the end of your stay. There is a 50 lb. limit for each pet. All animals must be crated while in public areas and in unattended guestrooms. Return to Resource Table of Contents PIANOS The Doubletree Hotel San Jose has two baby grand pianos. Pianos are provided at $250 per day,
os must remain on floor level and cannot be elevated or on
tents
and include tuning. Please note pianrisers. If your group requires additional pianos or pianos in outdoor/alternate locations, your Catering/Event Manager can arrange rental from outside source. Return to Resource Table of Con POOLS An Outdoor heated pool and whirlpoo
p.m. l spa is located on the lobby level. Hours of operation: urn to Resource Table of ContentsDaily from 6:00 a.m. - 10:00 Ret
POST-CONVENTION MEETINGS
our General Manager during or after the meeting to We encourage our customers to meet withprovide feedback. Your Catering/Event Manager will coordinate a convenient time. Return to Resource Table of Contents POST EVENT REPORT For meetings and conventions with more than 100 rooms on peak night, your Event Managwill complete a Post Event Report. This re
er port details room pick-up and food and beverage
ce Table of Contentsrevenues. Return to Resour PRE-CONVENTION MEETINGS n order to introduce our clients to the key contacts of the hotel, we would like to arranI ge a pre-
to your main group arrival. Please advise your
ote that for maller groups, a smaller more personalized meeting may be set up involving key operational
le of Contents
convention meeting a day or two priorCatering/Event Manager as to who will attend from your organization and what a convenient time would be for this meeting (times range from 30 minutes to one hour). Please nsdepartment heads. Return to Resource Tab PRODUCTION GUIDELINES
anager can provide you with the hotel’s Production Resource Guide. Table of Contents
Your Event MReturn to Resource PRODUCTION CREW MEALS Your Catering/Event Manager can assist you with planning production crew meals. They can be
ce, or backstage area. Charges can be routed to your group’s ffiliate master account can be created for the production company.
delivered to your production offimaster account, or an aReturn to Resource Table of Contents PUBLIC TRANSPORTATION Doubletree Hotel San Jose provides complimentary shuttle service from San Jose International Airport to the hotel. Your Catering/Event Manager can arrange for a transportation company hould your event require shuttle service to and from various destinations throughout the South ay, Below is a list of available public transportation services:
sB
40
408.287.7462 or 1.800.872.7245 www.amtrak.com
Caltrain Nearest station to Hotel (take VTA BUS #10): Railroad
Amtrak Nearest station to Hotel: 65 Cahill Street, San Jose, CA
Avenue, Santa Clara, CA 87 800.660.42
408.321.2300
VTA, Valley Transportation Authority Nearest station to Hotel: Metro Station At North 1st Street & Metro, San Jose, CA
www.caltrain.com BART, Bay Area Rapid Transit Nearest station to Hotel: 000 Bart Way, Fremont, CA 2
510.441.2278 www.bart.gov www.vta.org
CHNICSPYROTEThe storage, use or display of pyrotechnic material or devices, fireworks (Class “C” explosives)
is such devices on the property of, but exterior to such hotels or
naged by Hilton Hotels Corporation shall be governed by the
ay
equired, such displays shall not commence until the s the adequacy of the preparations and authorizes the event
te
and similar incendiary devices intended for theatrical or entertainment purposes, in interior locations of hotels or other facilities owned or managed by Hilton Hotels Corporationprohibited. The use or display ofother facilities owned or mafollowing requirements. All requirements in local and/or state regulations with respect to the display of pyrotechnics shall be adhered to. The local fire department shall be notified on the dof the scheduled display to confirm the exact time the event will commence. When fire department attendance at such displays is rfire department representative confirmto begin. Only licensed operators shall be permitted to use or display outdoor pyrotechnics. Proofof current licensure shall be provided by the operator to the hotel or facility representative at least five business days in advance of such activities. All required state and/or local permits associated with the storage, use or display of pyrotechnics shall be obtained from the appropriaauthorities having jurisdiction at least five business days prior to such events and copies thereofprovided to the hotel or facility representative in advance of the scheduled event. Return to Resource Table of Contents RADIOS/NEXTELS We are willing to assist you in obtaining walkie-talkie radios and/or Nextels for use during your
connect services complimentary. Charges apply to walkie-talkie Event Manager for assistance. Return to Resource Table of
program. We offer Nextel directrental. Please consult your Catering/Contents RECYCLING We are part of a collaborative Hotel Green Program. Return to Resource Table of Contents REGISTRATION ASSISTANCE If additional staffing is needed for your activity or hospitality desk, please consult with your Catering/Event Manager. Registration attendants are easily scheduled with sufficient notice. Return to Resource Table of Contents
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RESERVATIONS: RAPID! ns Automated Processing Input and Delivery System can expedite the reservation
r rooming list into our syst at Select Hilton inates dual entry process, and offers accurate and efficient reservations.
t Template. Retu
Reservatioprocess straight from you em in minutes. Available Properties, RAPID elimPlease see our RAPID Rooming Lis rn to Resource Table of Contents RIGGING
our Catering/EvenY t Manager can provide you with our Production Resource Guide. Return to Resource Table of Contents ROOMING CODES/ROOMING LISTS
egory and special serartment. It will assist us greatly if y es on the rooming lists you
Executive Non-Smoking NQ2 Queen/Queen Premium Non-Smoking
The following are the room cat vice codes that are utilized by the hotel’s reservations dep ou use these codsend us: NQ2E Queen/QueenNK1E King Executive Non-Smoking NK1 King Premium Non-Smoking
NK1SE King Parlor Suite NK1SDE King Presidential Suite
Return to Resource Table of Contents SAFE DEPOSIT BOXES Safe deposit boxes are located at the front desk and are free of charge. Return to Resource Table of Contents SECURITY If required, in our sole judgment, in order to maintain adequate security measures in light of thesize and/or nature of your function, you will provide, at your expense, security personnel supplied by a reputable licensed guard or security agency doing business in the city or county in which we are located, which agency will be subject to our approval. Such security personnel may not carry weapons.
Conduct of Event: You agree to comply with all applicable federal, state and local laws including health and safety codes and federal anti-terrorism laws and regulations including compliance with the provisions of 29 CFR, part 470, and our rules, copies of which are availab
le from the gree to cooperate with Hotel and any relevant governmental
pliance with such laws. For the safety of persons and property, no
you onsible for all costs associated therewith. Return to Resource Table of Contents
Hotel’s sales department. You aauthority to ensure comfireworks or incendiary devices may be used indoors at the Hotel. You assume full responsibilityfor the conduct of all persons in attendance at your event and for any damage done to any part of our premises during the time of your event. Should you require any rigging services for this event, all such services must be arranged through the in-house AV provider or the Hotel andwill be resp SHOE SHINE
7 a.m. to 9 p.m. and is located in our main lobby (hours are Shoe Shine service is available fromsubject to change). Return to Resource Table of Contents SHIPPING & RECEIVING
hipments that are entering/leaving the hotel for groups, please In order to effectively manage snote the following:
ach parcel in shipment should be labeled as follows: E
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Name of person picking up shipment
up to two days before the group arrives. All packages needing to hru the UPS Store/FedEx store with the guest
r exhibitor, to coordinate outgoing shipments. The on-site contact, or exhibitor, should
go the hotel Monday- Friday (approx. 11am and 4pm).
bject to chang to the front g holidays. When using freight companies, the exhibitor should
e outgoing shipment. In addition there is an exhibitor contact shipper if there is a
led with correct mailing .D. boxes are accepted. All outgoing boxes must be
by a shipping label filled out by the shipper. There are no weekend courier
Name of Company or Meeting Meeting Dates Care of Name of Event Mgr or Catering Mgr Box ?? of ?? DOUBLETREE HOTEL SAN JOSE 2050 Gateway Place San Jose, CA 95110
The hotel will accept shipments be shipped internationally must be sent out tpresent to sign all documentation for Customs. The hotel is not responsible or liable for shipping out boxes. It is the responsibility of the on-sitecontact, obring shipping labels. There is a $6.50 processin fee for shipments without labels. UPS and FedEx have two daily stops t**Delivery and pick up times are su e. USPS (federal mail) is delivereddesk Monday-Saturday excludinleave the bill of lading with thinformation form that should be completed, so the hotel can contact the problem with the freight. All packages must be properly taped and labeaddresses. No P.O. Boxes or C.Oaccompanied services. The hotel does not store perishable items. Please see the Shipping Form for more information, and for shipping and storage fees. Return to Resource Table of Contents SHOPPING Westfield, Valley Fa Santana Row ir Shopping Center 2855 Stevens Creek Blvd. Santa Clara, CA 95050 408.248.4451 www.westfield.com/valleyfair Monday—Friday 10:00 a.m.—9:30 p.m. Saturday 10:00 a.m.—9:00 p.m. Sunday 11:00 a.m.—7:00 p.m. Gilroy Premium Outlets 681 Leavesley Road Gilroy, CA 95020 408.842.3729 www.premiumoutlets.com Monday—Saturday 10:00 a.m.—9:00 p.m. Sunday 10:00 a.m.—6:00 p.m. Sunday 11:00 a.m.—6:00 p.m.
3055 Olin Avenue San Jose, CA 95128 408.551.4611 www.santanarow.com Monday—Saturday 10:00 a.m.—9:00 pSunday 11:00 a.m.—7:00 p.m. Stanford Shopping Center 680 Stanford Shopping Center (Near Stanford University)
.m.
Palo Alto, CA 94304 650.617.8200 www.stanfordshop.com Monday—Friday 10:00 a.m.—9:00 p.m. Saturday 10:00 a.m.—7:00 p.m. Return to Resource Table of Contents
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SIGNAGE/BANNERS Only professionally printed signage is allowed in the meeting/convention and lobby areas. These signs can be used with easels or frames. No handwritten signs or flipcharts are allowed outside the mee irting of the hospitality desks. PSAV will hang banners at a fee of $50 each. Banners hanging in public areas must be approved by the hotel p f Contents
ting rooms. Banners may be hung from the sk
rior to hanging. Return to Resource Table o SMOKING Doubletree Hotel San Jose is a non-smoking hotel. Smoking is allowed on outdoor guest room balconies. Return to Resource Table of Contents SOUND SYSTEM Some hotel meeting rooms and ballrooms have a basic sound system. If you are providing sound equipment, but would like to use the house speakers there is a $50 house audio patch fee. PSAV is our in-house audio visual company. They have an extensive inventory of sound equipment and can be contacted at 408.437.2195. Return to Resource Table of Contents
SPECIAL MEAL REQUESTSPlease consult with your Catering/Event Manager for any special meal requests. Return to Resource Table of Contents STORAGE Storage for boxes and convention supplies is limited. If you are anticipating a large volummaterials, we suggest you consult your Sales/Catering/Event Manager as soon as possible
e of to
reserve a room in your contract for storage. Return to Resource Table of Contents TAXES All guestrooms are subject to appropriate state and local taxes, fees, and assessments which
0 Hotel vement District Fee per s are su uding but not limited to
tuities. Return to Resourc
includes a 10.1% occupancy tax plus a $1.0ods and service
Business Improoccupied room night. All go
grabject to state tax incl
food, beverage, labor, & e Table of Contents TAXI CABS For the city of San Jose there several taxi coUSA Taxi Service at 408.390.1592. The st
mpanies available to our guests. Wandard ra
etree Hotel San Jo gratuity.
e recommend te for transfers from the Mineta San Jose
International Airport to the Doubl se is approximately $14.00 plusReturn to Resource Table of Contents TELEPHONES/TELECOMMUNICATIONS
le for your hospitality desks and staff offices. Please advise your ager if you need the use of a phe of Contents
Telephones are availabCatering/Event Man
Tablone for your program.
Return to Resource UPS STORE The UPS Store serves as our business center. Their
rinting and Finishing Services oving and Packaging supplies
ackaging Services . – 6:30p.m.
Saturday: 10a.m. – 4p.m.
experts will gladly help with: Copying jobs big and small Shipping PMP
Mailbox and Postal services Hours: Monday – Friday: 8a.m
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Sunday: Closed Return to Resource Table of Contents VOICEMAIL Voice Mail enables you to receive your messages when you are outside the hotel.
To hear messages, if the red light is flashing on your guest room telephone:
oice Mail, simply press the “*” key at any time. of Contents
1. Lift the receiver 2. Press MESSAGE key. 3. Follow recorded instructions. Should you require assistance while using VReturn to Resource Table
WEATHER Depending on the season, the weather in San Jose varies from a low of 50 degrees to a high of 90degrees. Before visiting San Jose, we recommend that you check the local listings to determine the weather conditions.
Return to Resource Table of Contents WHEELCHAIRS The hotel has two wheelchairs on property. If a guest requires a wheelchair for an extended
rental for them at their own expense. The following wheelchair y can deliver to the Hotel:
651
period of time, we can arrange arental compan
San Jose Home Health Care Equipment and Supplies 225 North Bascom Avenue San Jose, CA 95128 408.286.6Return to Resource Table of Contents WIRED PAYMENT If you would like to have payment wired, please notify your Catering/Event Manager, and instructions can be emailed/faxed to you. Return to Resource Table of Contents WORSHIP SERVICES
14
e, San Jose, CA 95124
5284 Monterey Road, San Jose, CA 95111 408.362.9958
an Jose, CA 95112 408.293.9292 Episcopal
is 1205 Pine Avenue, San Jose, CA 95127
Baptist Antioch Baptist Church 268 E. Julian Street, San Jose 95112
408.264.3858 Mormon Christ the King Church
408.295.0066 Catholic St. Joseph’s Cathedral 80 South Market Street, San Jose, CA 95113
Buddhist San Jose Betsuin 640 North 5th Street, S408.283.8100
ehovah’s Witness JKingdom Hall 2900 Homestead Road, Santa Clara, CA Episcopal Church of St. Franc95051 408.248.24Lutheran St. Timothy’s Church 5100 Camden Avenu
408.292.7070 Jewish Temple Emmanuel
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1010 University Avenue, San Jose, CA 408.295.0367 Pentecostal East Valley Pentecostal
, CA 95148
of Contents
95126 408.292.0939 Methodist 2715 S. White Road, San Jose
408.270.2500 Wesley United Methodist Church 566 N. First Street, San Jose, CA 95112 Return to Resource Table ZIP CHECKOUT With Zip Checkout, your room folio is at your door early in the morning of your departure.
se the television remote to checkout. Please leave your keys iSimply verify the charges, and u. If you are not departing the hotel immediately, luggage
n storage can be arranged at the
. Return to Resource Table of Contentsthe roombellman’s desk
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Forms & Cice Manager for any of the following documents:
Credit Card Authorization
Directions to Hotel
Hold Harmless Form
Outside Audio Visual Form
Package Request From
PSAV Price List
PSAV Exhibitor Price Sheet
PSAV Rigging Services Rental Guide
Reservations (Single Room Only)
Keys & Client Nextel Silicon Valley Room
Nextel-Client Responsibility Form
Transportation Request Form
Preferred Vendor List
Key Hotel Contacts
ollateral
Contact your Catering/Event Serv
Amenity Request Form
Charitable Food Donation Form
Security Request Form
Credit Application
Rooming List/Rapid!
Shipping, FEDEX/UPS Form
Shuttle Service Agreement
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