Common use of Reservation and Cancellation Procedure Clause in Contracts

Reservation and Cancellation Procedure. Unless otherwise set forth, Attendees will make their own reservations for sleeping rooms. When an Attendee guarantees a sleeping room reservation by credit card, the Contractor shall not bill the Attendee’s card until after check-out, except in the event of cancellation or no-show, as further addressed below. [at prompts, modify as appropriate:-revised 9/7/06] When an Attendee makes a deposit on a sleeping room reservation, the Contractor shall (i) make a full refund of the deposit to that Attendee, if the Attendee cancels the reservation at least @twenty-four (@24) hours in advance of the @3:00 p.m. check-in time for the date the Attendee was scheduled to arrive (“Reservation Period”); (ii) charge the Attendee a Cancellation Fee in the amount of the deposit, if the Attendee cancels the reservation after the Reservation Period; or (iii) charge the Attendee a Cancellation Fee in the amount of the deposit , if the Attendee is a “no show” after scheduled check-in and the Contractor is unable to sell the reserved room to the general public. The Contractor shall return all sleeping room reservations that are cancelled by Attendees to the AOC’s room block, such that they are available for reservation by other Attendees. The Contractor shall make every reasonable effort to fill the room with another Attendee who is requesting reservations, including those placed on a waiting list, even after the Cut Off Date, to help assure the AOC’s room block is filled. However, after the Cut Off Date, the Contractor may sell the rooms to the general public if there are no names on the waiting list. The Contractor shall allow another Attendee to occupy a sleeping room reserved by an Attendee who made the original reservation and who thereafter wishes to cancel the reservation, if the Attendee canceling the reservation does so prior to the check-in deadline and notifies the Contractor of the replacement Attendee at that time. The Contractor shall not charge a Cancellation Fee so long as the name of the replacement Attendee is supplied at the time of cancellation. [at prompts, modify as appropriate:-revised 9/21/06] Upon request, the Contractor shall provide a Pick Up Report and a City Ledger Report to the @Meeting Planner @Program Coordinator. The AOC shall not be obligated to fill the Program’s room block if the City Ledger Report indicates the sleeping rooms blocked for the Program are unavailable. [at prompts, modify as appropriate:-revised 9/21/06] The Contractor shall make every effort to ensure that no Attendee is Walked. Should this occur, the Contractor shall assume financial responsibility for securing the alternate accommodations of the Attendee at the nearest available lodging facility of equal or better quality to the Property, as approved by the @Meeting Planner @Program Coordinator, including any increase in the alternate accommodations’ sleeping room rate over the applicable sleeping room rate for this Program, as set forth in this exhibit, plus any/all daily transportation @,between the Property and the Program, for as long as the Attendee is housed in alternate accommodations. The Contractor shall also assume financial responsibility for the cost necessary for the Walked Attendee to make up to two (2) telephone calls in order to advise work, family, and/or a friend of the unexpected change in accommodations. Attendees will be given first priority in room assignments as they become available from housekeeping. If there is a delay in assigning rooms to Attendees, the Contractor shall offer the Attendees luggage storage at no cost. [revised the following paragraph 9/7/06:] Attendees, but not the AOC, may be subject to an early check-out penalty as Cancellation Fee, if the actual check-out occurs earlier than the check-out date confirmed upon check-in. The Contractor shall notify Attendees of the rate for this potential Cancellation Fee charge when Attendees make room reservations. Early check-out Cancellation Fee penalties shall be charged to Attendees as Individual Charges and not to the AOC’s Master Account. [at prompt, modify as appropriate:] The Contractor shall guarantee that all local and toll free call center reservation agents are aware of the room block and rate@s set forth herein. Sleeping Rooms to be Blocked The Contractor shall block sleeping rooms as set forth in Table 1, below. Table 1: [Modify Table 1 as necessary – information provided below for illustrative purposes only:] Dates Single Occupancy[Insert appropriate term] Double Occupancy[Insert appropriate term] Suite [Insert appropriate term] Total by Date @Date1 @X1 @Y1 @Z1 @X1+Y1+Z1 @Date2 @X2 @Y2 @Z2 @X2+Y2+Z2 @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ Total Rooms to be Blocked: @X @Y @Z @X+Y+Z [Include optional paragraph, if there will be a Master Account Approval List and Delegate List/Report, includes a number of prompts at which modification is required:- revised 10/1/02 and 3/28/06] @The Contractor will provide the AOC with a current Delegate List/Report, after the Cut Off Date and before Date 1 of the Program, as identified in Exhibit B. The AOC @may then @will then @will not provide to the Contractor in writing an approved Master Account Approval List. The Contractor shall not bill the AOC for Attendee reservations not included on the Master Account Approval List. Unless expressly set forth otherwise, any Individual Charges are the responsibility of the Attendee occupying the room. [Optional paragraph – includes a prompt at which modification is required :- revised 9/7/06] @At the request of the AOC, the Contractor shall block additional sleeping rooms for Attendees at the sleeping room rate@s specified above in this exhibit, provided that the additional sleeping rooms are available for rental during the Dates of the Program, at the time of the request. [For credit discount, use the following option, customizing the amount, as necessary - revised 10/14/09:] @The Contractor shall provide the AOC with a credit to the Master Account equal to the value of one (1) double occupancy sleeping room for each @fifty (@50) paid room nights during the Program: [ revised 9/21/2006:] Additional Requirements for Sleeping Rooms The Contractor shall provide departing Attendees a secured area for storing belongings.

Reservation and Cancellation Procedure. Unless otherwise set forth, Attendees will make their own reservations for sleeping rooms. When an Attendee guarantees a sleeping room reservation by credit card, the Contractor shall not bill xxxx the Attendee’s card until after check-out, except in the event of cancellation or no-show, as further addressed below. [at prompts, modify as appropriate:-revised 9/7/06] When an Attendee makes a deposit on a sleeping room reservation, the Contractor shall (i) make a full refund of the deposit to that Attendee, if the Attendee cancels the reservation at least @twentytwenty-four (@2424) hours in advance of the @3:00 3:00 p.m. check-in time for the date the Attendee was scheduled to arrive (“Reservation Period”); (ii) charge the Attendee a Cancellation Fee in the amount of the deposit, if the Attendee cancels the reservation after the Reservation Period; or (iii) charge the Attendee a Cancellation Fee in the amount of the deposit , if the Attendee is a “no show” after scheduled check-in and the Contractor is unable to sell the reserved room to the general public. The Contractor shall return all sleeping room reservations that are cancelled by Attendees to the AOC’s room block, such that they are available for reservation by other Attendees. The Contractor shall make every reasonable effort to fill the room with another Attendee who is requesting reservations, including those placed on a waiting list, even after the Cut Off Date, to help assure the AOC’s room block is filled. However, after the Cut Off Date, the Contractor may sell the rooms to the general public if there are no names on the waiting list. The Contractor shall allow another Attendee to occupy a sleeping room reserved by an Attendee who made the original reservation and who thereafter wishes to cancel the reservation, if the Attendee canceling the reservation does so prior to the check-in deadline and notifies the Contractor of the replacement Attendee at that time. The Contractor shall not charge a Cancellation Fee so long as the name of the replacement Attendee is supplied at the time of cancellation. [at prompts, modify as appropriate:-revised 9/21/06] Upon request, the Contractor shall provide a Pick Up Report and a City Ledger Report to the @Meeting Meeting Planner @Program Coordinator. The AOC shall not be obligated to fill the Program’s room block if the City Ledger Report indicates the sleeping rooms blocked for the Program are unavailable. [at prompts, modify as appropriate:-revised 9/21/06] The Contractor shall make every effort to ensure that no Attendee is Walked. Should this occur, the Contractor shall assume financial responsibility for securing the alternate accommodations of the Attendee at the nearest available lodging facility of equal or better quality to the Property, as approved by the @Meeting Planner @Program CoordinatorMeeting Planner, including any increase in the alternate accommodations’ sleeping room rate over the applicable sleeping room rate for this Program, as set forth in this exhibit, plus any/all daily transportation @,between transportation,between the Property and the Program, for as long as the Attendee is housed in alternate accommodations. The Contractor shall also assume financial responsibility for the cost necessary for the Walked Attendee to make up to two (2) telephone calls in order to advise work, family, and/or and/ or a friend of the unexpected change in accommodations. .. Attendees will be given first priority in room assignments as they become available from housekeeping. If there is a delay in assigning rooms to Attendees, the Contractor shall offer the Attendees luggage storage at no cost. [revised the following paragraph 9/7/06:] Attendees, but not the AOC, may be subject to an early check-out penalty as Cancellation Fee, if the actual check-out occurs earlier than the check-out date confirmed upon check-in. The Contractor shall notify Attendees of the rate for this potential Cancellation Fee charge when Attendees make room reservations. Early check-out Cancellation Fee penalties shall be charged to Attendees as Individual Charges and not to the AOC’s Master Account. [at prompt, modify as appropriate:] The Contractor shall guarantee that all local and toll free call center reservation agents are aware of the room block and rate@s rate set forth herein. Sleeping Rooms to be Blocked The Contractor shall block sleeping rooms as set forth in Table 1, below. Table 1: [Modify Table 1 as necessary – information provided below for illustrative purposes only:] Dates Single Occupancy[Insert appropriate term] Single/Double Occupancy[Insert appropriate term] Suite [Insert appropriate term] Total by Date @Date1 @X1 @Y1 @Z1 @X1+Y1+Z1 @Date2 @X2 @Y2 @Z2 @X2+Y2+Z2 @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ Day 1 70 70 Day 2 80 80 Day 3 80 80 Day 4 2 2 Total Rooms to be Blocked: @X @Y @Z @X+Y+Z 232 232 [Include optional paragraph, if there will be a Master Account Approval List and Delegate List/Report, includes a number of prompts at which modification is required:- revised 10/1/02 and 3/28/06] @The The Contractor will provide the AOC with a current Delegate List/Report, after the Cut Off Date and before Date 1 of the Program, as identified in Exhibit B. The AOC @may will then @will then @will not provide to the Contractor in writing an approved Master Account Approval List. The Contractor shall not bill xxxx the AOC for Attendee reservations not included on the Master Account Approval List. Unless expressly set forth otherwise, any Individual Charges are the responsibility of the Attendee occupying the room. [Optional paragraph – includes a prompt at which modification is required :- revised 9/7/06] @At At the request of the AOC, the Contractor shall block additional sleeping rooms for Attendees at the sleeping room rate@s rate specified above in this exhibit, provided that the additional sleeping rooms are available for rental during the Dates of the Program, at the time of the request. [For credit discount, use the following option, customizing the amount, as necessary - revised 10/14/09:] @The The Contractor shall provide the AOC with a credit to the Master Account equal to the value of one (1) double occupancy sleeping room for each @fifty (@50) paid room nights during the Program: [ revised 9/21/2006:] Additional Requirements for Sleeping Rooms The Contractor shall provide departing Attendees a secured area for storing belongings.

Reservation and Cancellation Procedure. Unless otherwise set forth, Attendees will make their own reservations for sleeping rooms. When an Attendee guarantees a sleeping room reservation by credit card, the Contractor shall not bill the Attendee’s card until after check-out, except in the event of cancellation or no-show, as further addressed below. [at prompts, modify as appropriate:-revised 9/7/06] When an Attendee makes a deposit on a sleeping room reservation, the Contractor shall (i) make a full refund of the deposit to that Attendee, if the Attendee cancels the reservation at least @twentytwenty-four (@2424) hours in advance of the @3:00 3:00 p.m. check-in time for the date the Attendee was scheduled to arrive (“Reservation Period”); (ii) charge the Attendee a Cancellation Fee in the amount of the deposit, if the Attendee cancels the reservation after the Reservation Period; or (iii) charge the Attendee a Cancellation Fee in the amount of the deposit , if the Attendee is a “no show” after scheduled check-in and the Contractor is unable to sell the reserved room to the general public. The Contractor shall return all sleeping room reservations that are cancelled by Attendees to the AOCJudicial Council’s room block, such that they are available for reservation by other Attendees. The Contractor shall make every reasonable effort to fill the room with another Attendee who is requesting reservations, including those placed on a waiting list, even after the Cut Off Date, to help assure the AOCJudicial Council’s room block is filled. However, after the Cut Off Date, the Contractor may sell the rooms to the general public if there are no names on the waiting list. The Contractor shall allow another Attendee to occupy a sleeping room reserved by an Attendee who made the original reservation and who thereafter wishes to cancel the reservation, if the Attendee canceling the reservation does so prior to the check-in deadline and notifies the Contractor of the replacement Attendee at that time. The Contractor shall not charge a Cancellation Fee so long as the name of the replacement Attendee is supplied at the time of cancellation. [at prompts, modify as appropriate:-revised 9/21/06] Upon request, the Contractor shall provide a Pick Up Report and a City Ledger Report to the @Meeting Planner @Program CoordinatorMeeting Planner. The AOC Judicial Council shall not be obligated to fill the Program’s room block if the City Ledger Report indicates the sleeping rooms blocked for the Program are unavailable. [at prompts, modify as appropriate:-revised 9/21/06] The Contractor shall make every effort to ensure that no Attendee is Walked. Should this occur, the Contractor shall assume financial responsibility for securing the alternate accommodations of the Attendee at the nearest available lodging facility of equal or better quality to the Property, as approved by the @Meeting Planner @Program CoordinatorMeeting Planner, including any increase in the alternate accommodations’ sleeping room rate over the applicable sleeping room rate for this Program, as set forth in this exhibit, plus any/all daily transportation @,between transportation,between the Property and the Program, for as long as the Attendee is housed in alternate accommodations. The Contractor shall also assume financial responsibility for the cost necessary for the Walked Attendee to make up to two (2) telephone calls in order to advise work, family, and/or a friend of the unexpected change in accommodations. Attendees will be given first priority in room assignments as they become available from housekeeping. If there is a delay in assigning rooms to Attendees, the Contractor shall offer the Attendees luggage storage at no cost. [revised the following paragraph 9/7/06:] Attendees, but not the AOCJudicial Council, may be subject to an early check-out penalty as Cancellation Fee, if the actual check-out occurs earlier than the check-out date confirmed upon check-in. The Contractor shall notify Attendees of the rate for this potential Cancellation Fee charge when Attendees make room reservations. Early check-out Cancellation Fee penalties shall be charged to Attendees as Individual Charges and not to the AOCJudicial Council’s Master Account. [at prompt, modify as appropriate:] The Contractor shall guarantee that all local and toll free call center reservation agents are aware of the room block and rate@s rate set forth herein. Sleeping Rooms to be Blocked The Contractor shall block sleeping rooms as set forth in Table 1, below. Table 1: [Modify Table 1 as necessary – information provided below for illustrative purposes only:] Dates Single Occupancy[Insert appropriate term] Double Occupancy[Insert appropriate term] Suite [Insert appropriate term] Total by Date @Date1 @X1 @Y1 @Z1 @X1+Y1+Z1 @Date2 @X2 @Y2 @Z2 @X2+Y2+Z2 @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ Date 1 95 95 Date 2 94 94 Date 3 48 48 Date 4 77 77 Date 5 77 77 Date 6 Check Out Check Out Total Rooms to be Blocked: @X @Y @Z @X+Y+Z 391 391 [Include optional paragraph, if there will be a Master Account Approval List and Delegate List/Report, includes a number of prompts at which modification is required:- revised 10/1/02 and 3/28/06] @The The Contractor will provide the AOC Judicial Council with a current Delegate List/Report, after the Cut Off Date and before Date 1 of the Program, as identified in Exhibit B. The AOC @may Judicial Council will then @will then @will not provide to the Contractor in writing an approved Master Account Approval List. The Contractor shall not bill the AOC Judicial Council for Attendee reservations not included on the Master Account Approval List. Unless expressly set forth otherwise, any Individual Charges are the responsibility of the Attendee occupying the room. [Optional paragraph – includes a prompt at which modification is required :- revised 9/7/06] @At At the request of the AOCJudicial Council, the Contractor shall block additional sleeping rooms for Attendees at the sleeping room rate@s rate specified above in this exhibit, provided that the additional sleeping rooms are available for rental during the Dates of the Program, at the time of the request. [For credit discount, use the following option, customizing the amount, as necessary - revised 10/14/09:] @The The Contractor shall provide the AOC Judicial Council with a credit to the Master Account equal to the value of one (1) double occupancy sleeping room for each @fifty fifty (@5050) paid room nights during the Program: [ revised 9/21/2006:] Additional Requirements for Sleeping Rooms The Contractor shall provide departing Attendees a secured area for storing belongings.

Reservation and Cancellation Procedure. Unless otherwise set forth, Attendees will make their own reservations for sleeping rooms. When an Attendee guarantees a sleeping room reservation by credit card, the Contractor shall not bill the Attendee’s card until after check-out, except in the event of cancellation or no-show, as further addressed below. [at prompts, modify as appropriate:-revised 9/7/06] When an Attendee makes a deposit on a sleeping room reservation, the Contractor shall (i) make a full refund of the deposit to that Attendee, if the Attendee cancels the reservation at least @twenty-four (@24) hours in advance of the @3:00 p.m. check-in time for the date the Attendee was scheduled to arrive (“Reservation Period”); (ii) charge the Attendee a Cancellation Fee in the amount of the deposit, if the Attendee cancels the reservation after the Reservation Period; or (iii) charge the Attendee a Cancellation Fee in the amount of the deposit , if the Attendee is a “no show” after scheduled check-in and the Contractor is unable to sell the reserved room to the general public. The Contractor shall return all sleeping room reservations that are cancelled by Attendees to the AOC’s room block, such that they are available for reservation by other Attendees. The Contractor shall make every reasonable effort to fill the room with another Attendee who is requesting reservations, including those placed on a waiting list, even after the Cut Off Date, to help assure the AOC’s room block is filled. However, after the Cut Off Date, the Contractor may sell the rooms to the general public if there are no names on the waiting list. The Contractor shall allow another Attendee to occupy a sleeping room reserved by an Attendee who made the original reservation and who thereafter wishes to cancel the reservation, if the Attendee canceling the reservation does so prior to the check-in deadline and notifies the Contractor of the replacement Attendee at that time. The Contractor shall not charge a Cancellation Fee so long as the name of the replacement Attendee is supplied at the time of cancellation. [at prompts, modify as appropriate:-revised 9/21/06] Upon request, the Contractor shall provide a Pick Up Report and a City Ledger Report to the @Meeting Planner @Program CoordinatorMeeting Planner. The AOC shall not be obligated to fill the Program’s room block if the City Ledger Report indicates the sleeping rooms blocked for the Program are unavailable. [at prompts, modify as appropriate:-revised 9/21/06] The Contractor shall make every effort to ensure that no Attendee is Walked. Should this occur, the Contractor shall assume financial responsibility for securing the alternate accommodations of the Attendee at the nearest available lodging facility of equal or better quality to the Property, as approved by the @Meeting Planner @Program CoordinatorMeeting Planner, including any increase in the alternate accommodations’ sleeping room rate over the applicable sleeping room rate for this Program, as set forth in this exhibit, plus any/all daily transportation @,between transportation,between the Property and the Program, for as long as the Attendee is housed in alternate accommodations. The Contractor shall also assume financial responsibility for the cost necessary for the Walked Attendee to make up to two (2) telephone calls in order to advise work, family, and/or and/ or a friend of the unexpected change in accommodations. .. Attendees will be given first priority in room assignments as they become available from housekeeping. If there is a delay in assigning rooms to Attendees, the Contractor shall offer the Attendees luggage storage at no cost. [revised the following paragraph 9/7/06:] Attendees, but not the AOC, may be subject to an early check-out penalty as Cancellation Fee, if the actual check-out occurs earlier than the check-out date confirmed upon check-in. The Contractor shall notify Attendees of the rate for this potential Cancellation Fee charge when Attendees make room reservations. Early check-out Cancellation Fee penalties shall be charged to Attendees as Individual Charges and not to the AOC’s Master Account. [at prompt, modify as appropriate:] The Contractor shall guarantee that all local and toll free call center reservation agents are aware of the room block and rate@s rate set forth herein. Sleeping Rooms to be Blocked The Contractor shall block sleeping rooms as set forth in Table 1, below. Table 1: [Modify Table 1 as necessary – information provided below for illustrative purposes only:] Dates Single Occupancy[Insert appropriate term] Single/Double Occupancy[Insert appropriate term] Suite [Insert appropriate term] Total by Date @Date1 @X1 @Y1 @Z1 @X1+Y1+Z1 @Date2 @X2 @Y2 @Z2 @X2+Y2+Z2 @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ @Date@ @X@ @Y@ @Z@ @X@+Y@+Z@ February 1, 2012 15 15 February 2, 2012 95 95 Total Rooms to be Blocked: @X @Y @Z @X+Y+Z 110 110 [Include optional paragraph, if there will be a Master Account Approval List and Delegate List/Report, includes a number of prompts at which modification is required:- revised 10/1/02 and 3/28/06] @The The Contractor will provide the AOC with a current Delegate List/Report, after the Cut Off Date and before Date 1 of the Program, as identified in Exhibit B. The AOC @may will then @will then @will not provide to the Contractor in writing an approved Master Account Approval List. The Contractor shall not bill the AOC for Attendee reservations not included on the Master Account Approval List. Unless expressly set forth otherwise, any Individual Charges are the responsibility of the Attendee occupying the room. [Optional paragraph – includes a prompt at which modification is required :- revised 9/7/06] @At At the request of the AOC, the Contractor shall block additional sleeping rooms for Attendees at the sleeping room rate@s rate specified above in this exhibit, provided that the additional sleeping rooms are available for rental during the Dates of the Program, at the time of the request. [For credit discount, use the following option, customizing the amount, as necessary - revised 10/14/09:] @The Contractor shall provide the AOC with a credit to the Master Account equal to the value of one (1) double occupancy sleeping room for each @fifty @forty (@50@40) paid room nights during the Program: [ revised 9/21/2006:] Additional Requirements for Sleeping Rooms The Contractor shall provide departing Attendees a secured area for storing belongings.