Please read the following conditions before proceeding to book a room.
1. I understand that negotiated hotel room/suite rates are available only to PTC'11 full conference/networker/one-day registered delegates, sponsors, exhibitors, and cubicle renters. 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, exhibitor, or cubicle renter, 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 following PTC items: sponsorships; conference/networker/one-day/meeting system registrations;
advertising; exhibit booths/conference cubicles; suite signage (kiosk or door banner); or meeting tables.
(Ineligible items include aloha shirts, reception tickets, meeting and function rooms, and membership dues.)
The applicable minimum is based on the type of suite rented and the number of rooms converted:
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.
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 following PTC items: sponsorships; conference/networker/one-day/meeting system registrations; advertising; exhibit booths/conference
cubicles; suite signage (kiosk or door banner); or meeting tables. (Ineligible items include aloha shirts, reception
tickets, meeting and function rooms, and membership dues.) 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 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 registering at least four people
for the full conference (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: sponsors (gold level and higher) will be given first
priority on reserving meeting and function rooms.
5. 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).
6. 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 16, 2010.
7. I understand that I will need to sign a separate agreement for items 2-5.
I have read and acknowledge the above conditions.
For program, registration, exhibits and sponsorship information, call PTC at +1 (808) 941-3789 or
email ptc11@ptc.org
For hotel information, call Hilton Hawaiian Village at +1 (808) 949-4321
or visit the web site at www.hiltonhawaiianvillage.com
*Rate subject to availability and does not include taxes, gratuities or incidental charges. In some instances, our advance purchase rates may be the lowest rates available.
