Please read the following conditions before proceeding to book a room.
1. I agree to show proof of *Full Conference/Networker registration or **Exhibit Booth/Conference Cubicle confirmation
upon check-in at the Hilton Hawaiian Village Beach Resort & Spa in order to receive the special PTC’10 room rate.
The special room rate applies to one sleeping room per person only. I understand that if I have not registered, or
do not have proof of Full Conference/Networker registration or Exhibit Booth/Conference Cubicle confirmation, I will
be subject to a US$25/night surcharge.
2. I understand that if I wish to reserve a hotel suite for hospitality, office, or meeting purposes, I am required to
spend a required minimum on a combination of any of the following PTC items: conference/networker registrations;
sponsorships; advertising; exhibit booths/conference cubicles; suite signage (kiosk or door banner); or meeting tables.
(Ineligible items include aloha shirts, reception tickets, meeting system registrations, banquet rooms, and membership dues.)
The applicable minimum is based on the type of suite:
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 must be met for each suite reserved 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 a combination of any of
the following PTC items: conference/networker registrations; sponsorships; advertising; exhibit booths/conference
cubicles; suite signage (kiosk or door banner); or meeting tables. (Ineligible items include aloha shirts, reception
tickets, meeting system registrations, banquet rooms, and membership dues.) I further understand that this minimum must be met for
each converted room and is in addition to the rates charged by the Hilton.
4. I understand that PTC controls the use of hotel banquet rooms for meetings, presentations, and hospitality functions and charges a
facilities fee for their use. Banquet rooms will only be released 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 banquet rooms.
5. I understand that I may book a suite for personal use without meeting the PTC minimum investment requirements as long
as I agree that it is not to 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 17, 2009.
7. I understand that I will need to sign a separate agreement for items 2-5.
I have read and acknowledge the above conditions.
*Acceptable Full Conference/Networker registration proof include registration confirmation receipt or a full
conference/networker attendee badge.
**Acceptable Exhibit Booth/Conference Cubicle confirmation has to be provided on PTC letterhead.
For program, registration, exhibits and sponsorship information, call PTC at +1 (808) 941-3789 or
email ptc10@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.
