Pacific Telecommunications Council's 34th Annual Conference

Please read the following conditions before proceeding to book a room.

1. I understand that negotiated standard guest room and suite rates are available only to PTC'12 full conference/networker/one-day registered delegates, sponsors (Diamond, Platinum, and Gold), exhibitors and cubicle renters (and up to six (6) cubicle staff). The special room rate applies only to one sleeping room per person. I further understand that if I have not registered and am not a sponsor (Platinum, Diamond, or Gold), exhibitor or cubicle renter (and up to six (6) cubicle staff), I will be subject to a surcharge of US$25 per night.

2. I understand that if I wish to reserve a hotel suite for hospitality, office, or meeting purposes, I am required to spend a minimum amount on one or more of the eligible PTC items listed in #4 below. The applicable minimum spending requirement depends on the type of suite rented:

• Parlor only - US$3,500 non-members rate (US$3,000 for PTC members)
• Parlor plus one bedroom - US$4,500 non-members rate (US$4,000 for PTC members)
• Parlor plus two bedrooms - US$5,500 non-members rate (US$5,000 for PTC members)

I further understand that this minimum spend requirement must be met for each reserved suite and is in addition to the rates charged by the Hilton. Suites in the Ali’i Tower are also subject to these spending requirements if used for meetings, even though conversions are not available.

3. I understand that if I wish to reserve a hotel standard guest room and to convert it for hospitality, office, or meeting purposes, I am required to spend a minimum of US$1,500 (US$1,000 for PTC members) on one or more of the eligible PTC items listed in #4 below. I further understand that this spending minimum must be met for each reserved converted room and is in addition to the rates charged by the Hilton.

4. I understand that eligible PTC items for the minimum spend investment include: sponsorships, conference/networker/ meeting system/one-day registrations, advertising, exhibit booths/conference cubicles, suite signage (i.e. kiosk or door banner), and meeting tables. (Ineligible items include aloha shirts, reception tickets, meeting and function rooms, membership dues, and all payments to Hilton.)

5. I understand that PTC controls the use of hotel meeting and function rooms for meetings, presentations, and hospitality functions and charges a facilities fee for their use. Meeting and function rooms will be released only to organizations that have registered at least four (4) Full Conference Registrations (or six, if Networkers); and a rental fee will be charged based upon size of room and length of use. For evening functions that serve food and beverage, the rental fee will be replaced by a PTC facilities charge of US$5 per person (based on F&B head count), which will be invoiced to the hosting organization. This charge will be used to defray conference expenses and fund future PTC programs. Note: PTC’12 sponsors (Gold Level and higher) will be given first priority on reserving meeting and function rooms.

6. I understand that I may book a suite for personal use without meeting the PTC minimum spending requirement as long as I agree that the suite will not be used for business meetings or hospitality functions. This agreement will be secured in writing via the Personal Usage Exemption form (available upon request).

7. I understand the following deposit policies:

• Standard Guest Rooms: A three (3) night deposit is required payable to the Hilton. This deposit is non-refundable if a reservation is cancelled within ten (10) days prior to the arrival date.
• Suites: A one (1) night deposit will be due within ten (10) days of confirmation payable to the Hilton. Payment in full will be due sixty (60) days prior to arrival. The full payment is non-refundable if a reservation is cancelled after Thursday, December 15, 2011.
  

8. I understand that I will need to sign a separate agreement for items 2-6.

I have read and acknowledge the above conditions.



For program, registration, exhibits and sponsorship information, call PTC at +1.808.941.3789 or email ptc12@ptc.org.

For hotel information, call Hilton Hawaiian Village at +1.808.949.4321 or visit the web site at www.hiltonhawaiianvillage.com.