3425 Solano Ave, Napa, CA 94558

GROUP SALES AGREEMENT

This is an Agreement between the Kappa Korks Winery, KKA, the Kappa Korks Council, and the Napa
Valley Marriot.
Group Hotel Conference Manager KKA/Napa Valley Marriott Kappa Korks Assembly
Experts, Inc. Jane M. Weissman Donna
LaRocca Heidi Longton, CMP, CMM Executive Director Senior Sales Manager Conference Manager

Kappa Korks Assembly (KKA) P.O. Box 3195 . Napa Valley, CA 94558
jessica(kappaskorks.weebly.com) jrst@meetingie.com
Jessica Reimertz, CMP Events Coordinator,
KKA

3425 Solano Ave, Napa, CA 94558 Phone: (707) 253-8600 Fax. 518-280-4286
Donna.larocca(G)marriott.com hlongton@meetingie.com
Program: KKA 2016 Conference
Dates: May 20 - May 22, 2016
Section I. GUEST ROOMS
GUEST ROOM BLOCK & RATES

The Hotel agrees that it will provide a block of guest rooms at the confirmed rates as follows:
Thurs. 5/19/2016 Fri. 5/20/16 Sat. 5/21/16 Sun. 5/22/16 Mon. 5/23/16
Rate Rooms 71 161 170 39 Gov't Rate Rooms(Staff) 10 10 10 10 Total Rooms Per Night 81 171 180 49
Room Rates:

Group: $125 Single / Double occupancy Gov't: $104.00 Single / Double Approximate Total Cumulative
Guestroom Total: 481
Room rates include complimentary guest rooms hotel lobby internet access.
KKA & Napa Valley Marriot for 2008 Page 1

RL RS

The Napa Valley Marriott will give advance notice to KKA of any promotional rates offered on the same
dates as KKAs room block and will not offer any group rates lower than
$125.00 during May 19,2016-May 23, 2016.
GUSR C

The guest room commitment stated is based upon most recent histories and/or an agreed-upon growth
rate. However due to the uncertainty of the economic climate in May 2016, the Napa Valley Marriott
agrees to set up the review dates listed below to review with the group and mutually decide to increase or
reduce the amount of guestrooms blocked for the May 2016 event without KKA incurring any penalties:
May 12, 2016 = reduce/add guestrooms at negotiated group rate by 10% November 12, 2015 =
reduce/add guestrooms at negotiated group rate by 10%
At these times and upon mutual written agreement, the guestroom commitment and meeting space may
be modified by 10% each date. Any modification will not affect either party's obligation under this
Agreement unless a written amendment to this Agreement is agreed upon by both parties.
The hotel requires 75% of the total rooms blocked, be actualized. The room block count will assessed at
the conclusion of the conference and percentage of performance will be determined at that time. If there
less than 75% of the room block was actualized the group will be charged for the difference.
COMPLIMENTARY ROOMS

The Group will receive one (1) complimentary guest room night for every 35 occupied, revenue producing
guest room nights on a cumulative basis (total room nights utilized divided by 35), including those
conference attendee reservations made outside of the block. The Hotel will credit complimentary guest
room nights to the Group's Master Account.
In addition, the Hotel will provide two (2) complimentary sleeping rooms for KKA staff arriving
5/19/16 and departing 5/23/16.
(1) Complimentary Suite for KKA Executive Director/Conference Director with arrival amenity Thursday
arrival and Monday departure.
RSRV D

Check any that may apply:

Rooming List [] | Reservation Card [] | Individual Call-in" X Own Form" []

* Reservations may be made by individuals directly with the Hotel by call-ins,

reservation card or form, via the Internet, or other channels available to groups.
Hotel agrees to send at no charge, confirmation of reservations and/or reservation changes to the
registered guests within seven days of receipt of such information.
The room block and reservation procedure(s) will be loaded into the central reservation systems of both
Hotel and, if applicable, the chain with which Hotel is affiliated within ten KKA & Napa Valley Marriott for
2008 Page 2

days of either the execution of this Contract or the determination of final rates, whichever is later.

Name changes to room reservations may be made prior to arrival at no charge.

The room block Will be coded and Cross-referenced as the "KKA 2016 Trade Show." Reservations will be
made, modified or canceled by calling the Napa Valley Marriott directly at (707) 253-8600 or via Central
Reservations at 1-800-443-8952, referring to the Group and meeting name.
The Albany Marriott will create a complimentary customized reservation link that will allow attendees to
make their hotel reservations. This reservation link can be linked to the conference website. Please
advise the hotel when you will be sending out conference registration materials to ensure time to create
the website and obtain approval from KKA. Approximately 2-3 weeks prior to the scheduled mailing date
is recommended. Telephone numbers will be updated and provided by the Hotel to the Group prior to the printing of the
conference brochure. The Hotel may be asked to approve any hotel information being printed by the
Group prior to printing.

Guests will be individually responsible for payment of their own rooms, taxes and
incidental charges. If there are any exceptions to this procedure, the Hotel will be
notified by the Group.
RSRV GUR

All reservations must be guaranteed by a first night's room deposit (if an individual chooses not to use a
credit card, - A cash or check deposit of $125 will be acceptable) or a valid major credit card, which will be
supplied at the time of reservation. Group may also direct the Hotel to utilize the Master Account as
collateral to guarantee reservations in lieu of obtaining individual credit card information.

ROOM CANCELLATION POLICY

Cancellations must be made prior to 6:00pm on the day of arrival. If the reservation is no longer required
and is not cancelled prior to this time, the reservation will be released and charged a guaranteed no-show
of one night's room and tax charges to the credit card on file.
CHECK IN / CHECK OUT

The Hotel's check-in time is 4:00 PM and the check-out time is Noon. Early check-in is based on
availability. Luggage storage will be available for early arrival or late departure. Any individuals needing
late check outs must check with the front desk for availability; some charges may apply. VIP's will be
given priority for early check-ins and late check-outs. The Hotel agrees to adequately staff the front
desk/bell station during high check-in and check-out periods.
KKA & Napa Valley Marriott for 2008 - Page 3

All room rates and other amounts due under this Agreement are quoted exclusive of applicable
OCCupancy taxes, Currently 6% occupancy and 8% state local sales tax for a total of 14%; these are
subject to change and group will be charged current applicable tax at time of check-in. As required by the
Office of the Comptroller, package plan rates must be promoted inclusive of the tax and it will be properly
credited as long as the attendee provides the appropriate tax-exempt form(s) along with the reservation or
at check-in. KKA is a tax-exempt organization and will forward the tax exemption documentation
accordingly with the direct bill application to establish a Master Account.
DISHONORED RESERVATIONS/RELOCATION

lf Hotel is unable to provide a sleeping room to a Group attendee holding an accepted and/or confirmed
reservation, Hotel will, at its own expense, provide the following to each attendee not accommodated at the
Hotel: arrangements for accommodations at a comparable nearby hotel and payment for every night that
the attendee cannot be accommodated at the original Hotel b. two (2) complimentary five-minute longdistance phone calls to provide notice to others of their relocation complimentary transportation (or the
cost of transportation) between the new hotel and the headquarters hotel until the guest can be
accommodated at the headquarters hotel d. priority reservations for the first available room at Hotel the
next night e. a letter of apology to the guest in which the Hotel accepts responsibility for the overbooking
situation and an in-room amenity upon return for his/her inconvenience.
The Hotel will credit the Group for all room nights and room revenue from dishonored reservations for
purposes of calculating any material term of this Contract such as room block performance.
ROOMS OUTSIDE THE BLOCK

At the Group's request, Hotel's in-house guest list will be compared with Group's registration list. Any
guest room occupied by an individual on Group's registration list, but not coded to Group within Hotel's
system, will be credited to Group's pickup, regardless of room rate or reservation method (including
internet distribution channels and government rates). Hotel may either compare the lists along with a
representative of the Group or permit the Group and/or Group representative to do so independently. The
Group agrees to maintain the confidentiality of such list.
GROUP RATE CUT-OFF DATE

The cut-off date for accepting reservations into this room block is November 23, 2015, but may be
extended by mutual agreement of the parties. After this date, Hotel reserves the right to release for
general sale any unused portion of the room block. Reservation requests received by Group's attendees
after the cut-off date will be accepted based on room availability and at the contracted group rate.
KKA & Napa Valley Marriot for 2008 Page 4

The Hotel will extend the group rate three (3) days before and three (3) days after Group's room block
dates, based on room availability. These additional accumulated guestrooms will be included in the
overall considered consumption when the Napa Valley Marriot evaluates any comp room policies and
possible penalties in reference to this event.
REPORTS

The Hotel will send a complete per-night room pick-up report of all registrants under the conference block
of rooms on a weekly basis beginning 12 weeks prior to the event. The reports will be sent to the
designee(s) of the Group. Other reports that will be requested will include individual cancellation and daily
no-show reports on-site, as well as information that will be required for our post-convention report such as
the final single/double room ratio, 9% of government room's utilized, total value of room nights and total
value of food & beverage.
Section || - GROUP CREDIT
RCDUR CRD

We understand that the billing requirements for both the attendee and KKA will be arranged as follows:
Group Responsible for Room and incidentals Group Functions | Other Master Account to include: Tax [] [T] X []
Individuals Responsible for: Room and | Incidentals

Tax Ex. Master Account to be paid by: o! Bill (upon approval) Card e
The Hotel has supplied the Group with a credit application which must be returned to the Hotel within 30
days. The Hotel will notify the in writing within 15 business days of approval or rejection of credit.
All sponsored group functions shall be charged to the Master Account. Prior to the conference, the Group
will determine a designee who will be the only person authorized to approve expenditures. The Hotel will
not post any charges without this authorization. The Hotel will supply the Group with all charges incurred
on a daily basis beginning the first day of the conference. Only those charges to the Master Account having complete supporting documentation (e.g., authorized
guest room folios, if applicable, food & beverage banquet checks, A/V equipment rental, Business Center
charges) will be considered valid. The Master Account will be paid by direct billing within 30 days of
receipt of final invoice for all costs not in dispute. Any item in dispute will be resolved expediently, and
then paid within 30 days of receipt of resolved invoice. Upon resolution of any disputed charges, the Hotel
shall re-bill such remaining charges to the Group. Payment of these agreed upon charges shall be
payable within thirty (30) days of receipt of the Statement and no interest charges shall be assessed
provided payment is made within thirty (30) days. If payment is not received within thirty (30) days after
receipt of all final, revised invoices, finance charges not to exceed one and one-half percent (1.5%) per
month or the maximum allowed by law, whichever is less, will be applied to the unpaid, undisputed
balance, commencing on the date of receipt.
KKA & Napa Valley Marriott for 2008 Page 5

Section || - GROUP MEETING SPACE

CONVENTION SERVICES DEPARTMENT

The Hotel agrees to assign a primary liaison person from the Convention Services Department to this
conference. This person will be responsive to the needs of the conference and will assist in coordinating
all aspects of the conference.
CONFERENCE MEETING SPACE
The Hotel agrees to hold the meeting space as outlined in the "Assignment of Meeting Space"
attachment. Final approval must be received from the Hotel's Convention Services Manager before
publishing meeting room names. This booking by Group is based upon Hotel's agreement to provide the
specific function space assignments and/or minimum square footage and ceiling height requirements
specified in this Contract. The Hotel shall not reassign any function space committed to the Group without
the Group's prior written consent. Function space will continue to be held for the Group until meeting
specifications are received from the Group by the Hotel marked final, which indicates that any space not
committed will not be utilized. At such time, any such space not to be utilized may be released.
The Hotel will contact the Group six months out, or no later than Monday, December14, 2015 to discuss
the event program. Should additional meeting space be required that is not included in the program
outlined above, the Hotel will make every effort to accommodate such requests. Adding additional
meeting space may result in a meeting room rental fee.
The Hotel will accept, store and deliver up to 25 boxes total within three days prior to the conference at no
charge and a $5.00 per box charge for additional boxes. All boxes are to be delivered to the conference
office as soon as it is available to the Group.
The Hotel agrees to designate all meeting space and all public space near the Group's meeting space as
"non-Smoking areas."
G R RL

Based on the group agreeing to the minimum food and beverage revenue commitment, we will waive the
meeting room rental fees.
INTERNET ACCESS MEETING/BANGUET AREAS Banquet/meeting rooms use a different ISP at the
Albany Marriott, which are charged fees. See attached prices and terms or usage. Codes are required to
the system. The hotel will set up two (2) internet stations, at no charge to the group, for attendees to
check email during conference hours each day. The stations will be closed down each day, once the
conference events have concluded for the day.
L S

The Hotel agrees to supply at no charge (10) skirted tables during the conference. The tables will remain
in place for the duration of the conference, and will be used to display the Group's literature and raffle
prizes. The Hotel also agrees to supply approximately 25 tables to be used by exhibitors.
KKA & Napa Valley Marriott for 2008 Page 6

Tabletop materials should not arrive at the hotel prior to Thursday, May 19, 2016. No hazardous and/or
flammable materials are permitted on hotel premises. Vendors must remove all empty crates, cases or
containers during the exhibit period. Any special connectors, adapters, etc. that are needed are the
responsibility of the exhibitor. The Hotel is not responsible for any items left on the tabletop displays
during the conference. The Group has the right to hire their own security guards throughout the
conference. Conference exhibitors will be required to work directly with the Hotel to deliver, unpack, store,
reship, etc. their display materials.
Section IV - FOOD & BEVERAGE
FOOD & BEVERAGE & SERVICE CHARGES

Food, beverage, and service charges will be confirmed one year prior to the conference, by Thursday,
May 19, 2015. Definite menu selections should be made at least six weeks prior to the function. Meal guarantees must be given to the Hotel five (5) working days prior to the function. The Hotel will set
and be prepared to serve five percent (5%) over the guaranteed number. Guarantees may not be reduced
after being confirmed and increases may be accepted upon availability. If no guarantee is provided, the
planned attendance figure will serve as the guarantee. All food and beverage functions are subject to a
service charge.
The Hotel agrees that custom menus can be accommodated, and that all prices are negotiable. The Hotel
recognizes the current budget of the Group and will accommodate it by providing appropriate food and
beverage selections within the Group's budget. The Group recognizes that the Hotel may be required to
substitute normal brands to make this accommodation, but will not compromise taste or appearance of
food & beverage.
The Hotel anticipates that the Group will guarantee approximately $28,500 (exclusive of service charge)
in combined food and beverage revenue. The Group is allowed to reduce the food and beverage revenue
guarantee figure by up to 20%, for a minimum of $22,800.00 provided that Group makes a written request
for that reduction at least 60 days prior to Group arrival date, September 12, 2012. If this guarantee is not
met, the Hotel may charge the difference in meeting room rental.
FOOD & BEVERAGE POLICIES

At all functions catered by Hotel where alcohol is served, there will be no less than one bartender for
every 75 people for hosted bars and one bartender for every 100 people for cash bars. There will be no
bartender or server fees.
A|| coffee, decaf, and tea breaks are to be charged by the gallon, upon consumption, not by the person.
Current banquet menu pricing for by the gallon beverages will prevail. All charges are subject to 22%
service charge and 8% CAL sales taxes, (if applicable).
Complimentary Welcome Reception sponsored by the hotel, on Thursday, May 19, 2016. To include
domestic & imported beer selection, wine, soft drinks & sparkling water service and passed hors
d'oeuvres for 2-hr duration of Networking Reception. The hotel Executive Chef and Food /Beverage
Director will choose the wine, beer, sodas served and the choice passed hors d'oeuvres. A list of the
selections will be provided to the group in advance. The hotel requests Sponsorship mention in the
conference program.
KKA & Napa Valley Marriott for 2008 Page 7

SAMANTHA START HERE

Due to licensing requirements and quality control issues, all food and beverage to be served on Hotel
property must be supplied and prepared by the Hotel. Hotel shall adhere to all federal and state laws
regulating the sale and service of alcoholic beverages.
Section V - GROUP CONFERENCE NEEDS
GUEST PARKING -

The Hotel will provide free parking for all conference attendees.
LS

The Hotel agrees to make available at no cost (1) house phone in each meeting room for the use of
conference staff. The Hotel will provide two telephones and an outside telephone line to the conference at
no cost for installation to the Group. These lines can be used interchangeably for office use and/or for use
by a presenter in a meeting room for an internet presentation. The Group will pay for long distance
charges.
IN-HOUSE EQUIPMENT
Hotel will provide, at no charge, a reasonable amount of meeting equipment; i.e., chairs tables, podiums,
etc. These complimentary arrangements do not include special setups or extraordinary formats that would
deplete Hotel's present in-house equipment to the point of requiring rental of an additional supply to
accommodate Group needs.
SIGNS, BANNERS, AND DISPLAYS

No signs, banners, or displays shall be erected or displayed in any part of the Hotel without prior
approval. It is further agreed that no sign, banner, or display shall be affixed to any part of the Hotel. The
Hotel agrees to hang a banner in the general meeting room of the conference. The Hotel will provide
standing sign holders and easels on an availability basis.
The Hotel agrees to hang a banner containing the conference name in the ballroom area for the major
events of the conference by Hotel personnel, and the Group will be charged no more than the negotiated
labor rate for this work.
SECURITY Arrangements for security must be approved by the Convention Services Manager. The Hotel
may not require security guards at cost to the Group without the Group's prior written approval.
Each meeting room is equipped with lockable doors. The Hotel does not provide 24 hour security
services.
Section VI - HOTEL ASSISTANCE TO GROUP
AUDIO-VISUAL EQUIPMENT

The Group may contract with the AV Company of its choice or opt to use its own equipment and will not
be required to use the Hotel's in-house provider.
COLLECTIVE BARGAINING
The Hotel is a non-union hotel.
MINIMIZE NOISE AND DISTURBANCE

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The Hotel shall be responsible for ensuring that the Group's use of all function space is free from cigarette
smoke, hotel related noise, distractions, disturbances and interruptions within the reasonable control of
the Hotel. In the event the Group's use of any function space is so disturbed despite these efforts, the
Hotel agrees:
To make every reasonable effort to eliminate the noise or disturbance immediately upon notification by
the Group meeting planner and;
To provide reasonable compensation of 5% of the Master Account(s) of the Group(s) affected by the
disturbance if the hotel related noise or disturbance was within the reasonable control of the Hotel but
could not be eliminated and such noise or disturbance had a negative effect on the meeting or function.
CONFLICT OF INTEREST

The Hotel agrees to notify the Group of the request of any group to be in house from November 13-15,
2012 that may share common space with conference attendees. The Hotel will be sensitive to and
consider the concerns of the Group prior to confirming these groups if a conflict of interest may exist. The
Group will submit a list of groups that would be of concern to the program, if necessary.
RV

The Hotel has no plans to do renovations during the conference that would directly impact the conference
meetings or comfort of its attendees. If the Hotel does decide to do renovations during the conference and
the meetings and/or guests are disturbed, the Hotel will provide reasonable compensation of 10% of the
Master Account(s) of the Group(s) or the guest(s) affected.
In the event that the Hotel may be undergoing any construction or renovation during the meeting dates
that would affect the Group's room block or function space, the Hotel shall promptly notify the Group, and
the Group shall have the right to cancel this Letter of Agreement without liability upon written notice to the
Hotel if, in the Group's reasonable judgment, such construction or renovation is likely to unreasonably
affect the use of the facilities or the quality of service to be provided under this Letter of Agreement.

AMERICANS WITH DISABILITIES ACT MUTUAL COMPLIANCE

Compliance by the Hotel- The Hotel shall be responsible for complying with the public accommodations
requirements of the Americans with Disabilities Act ("ADA") not otherwise allocated to the Group in this
agreement, including (I) the "readily achievable" removal of physical barriers to access to the meeting
rooms (e.g., speakers' platform and public address systems), sleeping rooms, and common areas (e.g.,
restaurants, rest rooms, and public telephones); (ii) the provision of auxiliary aids and services where
necessary to ensure that no disabled individual is treated differently by the Hotel other than other
individuals (e.g., Braille room service menus of reader); and (iii) the modification of the Hotel's policies,
practices and procedures applicable to all guests and/or groups as necessary to provide goods and
services to disabled individuals (e.g., emergency procedures and policy of holding accessible rooms for
hearing and mobility impaired open for disabled individuals until all remaining rooms are occupied).
Compliance by the Group - The Group shall be responsible for complying with the following public
accommodations requirements of the ADA, provided the Group has been given proper advance notice of
such needs: (1) the "readily achievable" removal of physical barriers within the meeting rooms utilized by
the Group which the Group would otherwise create (e.g., set-up of exhibits in accessible manner) and not
controlled or mandated by the Hotel; (ii) the provision of auxiliary aids and services where necessary to
ensure effective communication of the Group's program to NYSERDA & Marriott Albany for 2008 Page 9

disabled participants (e.g., Braille or enlarged print handouts, interpreter or simultaneous videotext
display); and (iii) the modification of the Group's polices, practices and procedures applicable to
participants as required to enable disabled participants to participate equally in the program.
Mutual Cooperation in ldentifying Special Needs - The Group shall attempt to identify in advance any
special needs of disabled registrants, faculty and guests requiring accommodation by the Hotel, and will
notify the Hotel of such needs for accommodation as soon as they are identified with the Group.
Whenever possible, the Group shall copy the Hotel on correspondence with the attendees who indicate
special needs as covered by ADA. The Hotel shall notify the Group of requests for accommodation which
it may receive otherwise than through the Group to facilitate identification by the Group of its own
accommodation obligations or needs as required by ADA.
INSURANCE

The Hotel and the Group shall each obtain and maintain insurance in amounts sufficient to provide
coverage for any liabilities which may reasonably arise out of or result from any activities conducted at the
Hotel. Evidence of such insurance shall be provided to the other party at the request of such party.
Section VI - RESOLUTION OF CONTRACTUAL ISSUES
ARBITRATIONIDISPUTE RESOLUTIONIATTORNEY'S FEES

Any controversy, claim or dispute arising out of or relating to this Agreement, shall at the option of the
Hotel be settled through non-binding mediation or binding arbitration conducted in accordance with the
rules of the American Arbitration Association or through an action brought in any court of competent
jurisdiction in the State in which the Hotel is located for trial and determination by such court sitting
without a jury, under the law of such State in either case. In connection with any such litigation, including
appellate proceedings, the prevailing party shall be entitled to recover reasonable attorneys' fees and
costs. In addition, Group shall be responsible for payment of reasonable attorneys' fees and interest
associated with the Hotel's efforts to collect monies owed under the terms of this Agreement, if deemed
by arbitrator. The parties consent to the exclusive jurisdiction of a court of competent jurisdiction in the
State in which the Hotel is located and to service of process outside the State in which the Hotel is
located pursuant to the applicable requirements of such court in any matter so submitted to it and THE
PARTIES EACH EXPRESSLY WAIVE THE RIGHT TO A TRIAL BY JURY. Any judgment or award
rendered by the arbitration as referenced above may be entered in any court in the State in which the
Hotel is located having jurisdiction thereof or in any court having jurisdiction over the party against whom
judgment is sought to be enforced. Neither party shall under any circumstances be responsible for
indirect, consequential or punitive damages.
INDEMNIFICATION AND HOLD HARMLESS

Each party to this Agreement shall indemnify, defend, and hold harmless the other party and its officers,
directors, agents, and employees from and against any and all demands, claims, damages to persons or
property, losses and liabilities, including reasonable attorneys' fees (collectively, "Claims"), arising solely
out of or solely caused by the indemnifying party's negligence or willful misconduct in connection with the
provision and use of Hotel as contemplated by this Agreement. This paragraph shall not waive any
statutory limitations of liability available to either party, including innkeepers' limitation of liability laws, nor
shall it waive any defenses either party may have with respect to any Claim.
CRGSDDD FR CRC U
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