Meeting/Event Planners Guide

Room Reservations

Reservations Form

1) Individual reservations may be secured by calling the Doubletree Hotel and Executive Meeting Center Omaha Downtown directly or by submitting
a reservation form.

2) A limited number of reservation forms for your attendees may be supplied by the Doubletree Hotel and Executive Meeting Center.  If you wish to provide your own forms, they must be approved by your Convention Service Manager prior to printing.  Please ensure these forms are sent out in  time for attendees to reply prior to your cut-off date.

Rooming Lists

1) A complete rooming list is due to your Convention Service Manager no later than the cut-off date indicated in your Sales Contract.  Your Convention Service Manager will provide a form for you.

2) All reservations must be guaranteed by one of the following methods:

a) A major credit card
b) First nights advance deposit
c) Guaranteed to the group master account

Any reservations not guaranteed by one of the above methods will not be confirmed

3) Please be sure to indicate any special needs or requirements for your attendees that are to be directed to the group master account as well as a separate
listing of VIPs.

Front Desk

Hotel Check-In - 3:00pm
Check-In Location: Main Lobby

Guest Credit Check:
Credit check will apply for all guest that are responsible for any guest room or incidental charges.  Credit check will be waived for guest that
are Master Billed for all charges.

All hotel guests must establish a method of payment at the time of check-in. Acceptable forms of payment are as follows: Visa, MasterCard, American Express, Carte Blanche, Discover, Diner Club, Cash, Check (Personal or Company)

*Guests paying with cash or check are required to post a $50.00
incidental charge deposit.

Check-Out-Procedure: Guests paying with cash or check must pay
at the Front Desk.

Express Checkout: Is available for guest who have previously established credit card or master billing.

Arrangements for late checkout must be made in advance with your Convention Service Manger.  Late checkout is subject o availability and
subject  to the following charges:

Until 1:00pm = Complimentary
1:00pm-3:00pm = $25.00 + tax
3:00pm-6:00pm = $50.00 + tax
After 6:00pm = Full Rate

Business Center

We offer a computer, printer, and fax machine in our business center Located at the Front Desk. Faxes and internet access is complimentary in public areas and our business center. Copies can be made at the front desk or Catering/Conference Services Office at a cost of $.10 per copy.  First (20) copies are provided complimentary. Laminating services are also available.

The closest 24-hour Kinko's (a full-service business center) is located at 7110 Dodge Street. Transportation to this location would need to be done via your own vehicle or taxi service.  Kinko's number is (402) 561-0039.

Guest Service

Concierge Desk

Located in the main lobby, our Hotel Concierge is available to assist you with restaurant reservations, local attractions, tickets for special events, directions, group transportation arrangements and more.

Group Arrivals & Departures

All luggage should be tagged with the guests name and company.  Should your group decide to handle porterage for your guest, this can be arranged at a cost of $3.00 per person for one luggage item roundtrip or $6.00 per person for two luggage items roundtrip.  Guest Services will deliver luggage as rooms become available.  Luggage pull may be arrange in advance for group departures.  The luggage pull should be at least one hour in advance of departure time (earlier for large groups) and no later than 11:30am.  To arrange for group luggage handling, simple see your Convention Service Manager.

Newspapers

Complimentary USA TODAY newspapers are available to all guests Monday Through Friday.  Additionally, a variety of newspapers are available in the Gift Shop.  Newspapers may be ordered for your group by notifying your Convention Service Manager.  Should a pre-scheduled delivery need to be cancelled, this must be done a minimum of 48 hours in advance in order to avoid charges.

Room Deliveries

Deliveries to guest rooms may be arranged in advance through your Convention Service Manager. Unless the item(s) to be delivered can be slid under the door, deliveries will not be made after 9:00pm to ensure no disturbance of our guests.  Standard delivery charge is $1.00 per item per room.

Airport Shuttle

The Doubletree Hotel & Executive Meeting Center offers complimentary transportation to and from the Omaha Eppley Airfield for our hotel guests.  Shuttle pick-up is located just outside of the airport's baggage claim area.  Courtesy phone is located next to baggage claim.  Scheduled transportation is as follows:

Monday-Sunday 5:00am - 12:00 Midnight
Departs hotel every 30 minutes, beginning at the top of the hour.

Our regular airport shuttle holds up to 13 passengers.  Please let us know if more then 10 attendees will be arriving at one time, so that we
may schedule additional shuttles.

Transportation

Special arrangements for transportation must be set up a minimum of seven days in advance.  The following are charges to the nearby locations:

Special Shuttle to the Airport - $1.00 per person each way
Drop of at a specific location (Downtown) - $1.00 per person each way
Shuttle to the Zoo - $3.00 per person each way

All transportation needs to be set up through your
Convention Service Manager.

Parking Accommodations

For hotel guests driving into Omaha, guests may self-park in the parking garage at a charge of $7.00 per day.

Should your group decide to handle parking validations this can be arranged at a charge of $7.00 per validation to your group master account.

Banquet Events

All catering and meeting arrangements for your group and its affiliates should be made directly with your Convention Service or Catering Manager.  Please keep in mind that in order to ensure the highest level of success, all signed Banquet Event Orders are due a minimum of three weeks in advance.  These Banquet Event Orders will detail food and beverage requirements, meeting rooms set-up and audio/visual needs, as well as the timeline of events.

Please ensure that your Convention Service or Catering Manger is aware of any additional entertainment such as bands, DJs, or any other special requests scheduled for your conference.

Telephone Messages

Guest receiving faxes and/or phone calls during their stay at the hotel, should direct all inquires to the number listed below.

Main Phone - 402.346.7600
Guest Fax - 402.346.5722

During Non-Meeting Hours

Telephone messages for guests will be handled by putting the message into the guest rooms.  Each guest room has access to our voice mail system.  Guest may receive messages by calling the hotel operator, or may review their messages through their voice mail.

During Meeting Hours

Telephone messages for guest may be delivered to your group's meeting room, or may be posted outside the meeting room upon request.  Arrangements for these services should be discussed with your Convention Services or Catering Manager prior to arrival.  Direct telephone services in your meeting room may be arranged at an additional fee.

Existing House Phone only - No Charge, in-house calls
Installation of House Phone - $25.00, in-house calls only
Dedicated Phone Line - $40.00 + Cost of Long Distance Calls
Multiple Dedicated Phone Lines - Please consult with your Convention Services or Catering Manager.

High speed Internet lines (wireless or hard line)
- $200.00 First Line/day
- $50.00 Additional Lines/day
- Minimum 2 weeks advance notice for set-up
- Cancellation within 48 hours 100% of Original Cost

Audio Visual

Presentation Services is our on-site company that will fulfill all of your audio/visual needs.  All audio/visual arrangements are to be made directly to you Master Account.  For your convenience, our audio visual company may contact you prior to your event to determine your audio visual needs.  Listed below are some additional service fees that you may need:

Acetate Sheets & Markers $10.00 (For Overhead Projector)
Masking tape $3.00
Audio tape $5.00
Video tape $10.00
Batteries $5.00/Per 2
(AAA, AA, C D, 9V)
Hand Held Radios $25.00/Each

Engineering

Banners/Signs

Items may not be affixed to walls with nails, push pins, tape, staples, and etc.  All hanging/affixing of banners, signs, etc. to walls and/or ceilings must be handled through the hotel Engineering Department at the following rates:

The First Banner is Complimentary
$40.00 Each Additional Banner

All signage must be pre-approved by your Convention Service or Catering Manager.

Electrical Requirements

Any electrical requirements must be arranged in advance by contacting your Convention Service or Catering Manager.  The hotel has Electrical Order Forms available through your Convention Services or Catering Manager for vendors or exhibitors.  This allows vendors to make their own arrangements
directly with the hotel.

Miscellaneous Banquet charges

Dance Floor - complimentary
Exhibit Tables (skirted and draped)
$25.00 per table per day

Shipping/Receiving

Please address all labels as indicated below:

Attn: Name of Convention Services or Catering Manager
Conference Name

Doubletree Hotel & Executive Meeting Center Omaha Downtown
1616 Dodge Street, Omaha, NE 68102
Hold for: On-Site Contact Name
Number of Expected Parcels
(Example: 1 of 5, 2 of 5, etc)

Due to the limited space available, packages will only be accepted three days prior to the conference.  The following handling fees will be charged directly to
group master account:

First 3 Parcels - Free
Each Additional Parcel - $2.00/Each

Any items received more than three days before the function will be charged an additional storage fee.  Excessive boxes stored by the hotel will also have additional storage fee.  Any parcel weighing more than 75 pounds will be subject to additional handling fees.

For Exhibits and Tradeshows, the Doubletree Hotel & Executive Meeting Center recommends the following local drayage companies to handle the storage and set-up of boxes and exhibit materials.  Please do not send directly to the hotel, as we are unable to store or move large materials.

Local Drayage Companies Include:
AAA Rents - 402.339.3707
Freeman Decorating - 402.391.2887

Security

The 3rd floor meeting space is accessible 24 hours a day.  Security guards dedicated to specific meeting rooms are available upon request at a charge of $35.00 plus tax per hour, per security guard.  Cancellation of contracted security must be made a minimum of one week in advance in order to avoid charges.

Credit & Billing

All billing arrangements must be made in advance with your Convention Services or Catering Manager.  Please submit your credit application a minimum of 60 days in advance of your scheduled event.  The following options are available for group billing:

1) All Charges to Master
The master account will include charges for group attendees with regard to room and tax, food & beverages, parking, all incidentals and all purchases. Individuals are not responsible for any charges and individual credit is not established.

2) Room and Tax to Master
The master account will include charges for room, tax and parking only.  Individuals are on their own for all incidental charges incurred.

3) Individuals on own for all Charges
Individuals are on their own for room, tax and all incidental charges incurred.  Only group functions, banquet or other specified charges will be
charged to the group master.

The Doubletree Hotel & Executive Meeting Center's policy is to review your bill on a daily basis or prior to your departure with our Billing Department.  Please contact your Convention Service Manger or the Credit Manager in advance to arrange your Bill Review Meeting.

Statement will be mailed 10-14 business days after close of your function, contingent upon editing of the final bill by your Convention Service Manager.

Tax Exempt Information
IF your group is recognized by the State of Nebraska as a Tax Exempt Organization, please forward a copy of your current Nebraska Tax Exempt Certificate (F-13) to your Convention Service Manager.  This form must be on file prior to the start of your meeting.  Payment must be made by one of the following methods in order for your group to be exempt from taxes:

Government IMPAC Visa Card
U.S. Treasury Check
Government Issued American Express Card
Direct Billing to a Federal Government Agency

If your organization is tax exempt, although final billing for services rendered will include normal taxes, payment should be made for the total amount minus tax.

Commission Information

For commissionable groups, the following will apply:

Commission will be issued upon full payment of all group room charges. Commission may not be deducted from the master bill as partial payment. IATA Number must be forwarded to your Sales Manager at the time of Contract. Federal ID Number must be forwarded to your Sales Manager

Restaurant Information

Signatures

Hours of Operation:
6:30am -2:00pm, 5:00pm-9:00pm Sunday - Thursday
5:00- 10:00pm Friday - Saturday

Services: Quick and Courteous, Casual all-day Dining

Location: Main Lobby, West of the Front Desk

Menu: Signatures offers a tasty, competitive priced casual menu including omelets, waffles, griddle items, hamburgers, cold and hot sandwiches, salads, soups, pasta and seafood. Signatures also offers Certified Angus Beef on their lunch
and dinner menus

Breakfast: 6:30am-11:00am, 7 days a week

Breakfast Buffet: 6:30am-9:30am, Monday-Friday
7:00am-11am, Saturday
7:00am-12pm, Sunday

Lunch: 11:00am - 2:00pm, 7 days a week

Lunch Buffet: 11:00am-1:30pm, Monday-Friday

Dinner: 5:00pm-9:00pm, Sunday-Thursday
5:00pm-10:00pm, Friday-Saturday

Room Service

Hours of Operation:
6:00am-12:00pm, 7 days a week

Location: Dial "22" on your guest room Telephone

Menu: Room Service offers all Signatures menu Items

City Center Pub

Hours of Operation:
4:00pm-1:00am, 7 days a week
4:00pm-7:00pm, Happy Hour Daily

Location: Off the Main Lobby

Complimentary billiards and Direct TV on large flat screen TV's