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HomeMy WebLinkAboutContractBooking #: 34542753 2 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 Event Sales Agreement This Event Sales Agreement is entered into by and between Renton City Council ("Group") and Hyatt Corporation, as agent of HRLW HOTEL LLC, a Delaware limited liability company, d/b/a Hyatt Regency Lake Washington at Seattle’s Southport d/b/a Hyatt Regency Lake Washington at Seattle's Southport ("Hotel") for the above-named Event and the parties thereby agree as follows: Group's First Option Due Date Hotel agrees to hold the meeting and event space listed in this Event Sales Agreement (the "Agreement") for the Event named above on a tentative basis until November 21, 2025. If this Agreement is not fully executed by Group and returned to Hotel, together with any required deposit, credit application or other materials, by November 21, 2025, Hotel may release the meeting and event space. If, prior to Group's execution and return of this Agreement together with any other required materials, Hotel receives an alternate request for the Event meeting and event space, Hotel will notify Group and Group will have forty-eight (48) hours from Hotel's notification to return this signed Agreement together with any other required materials to Hotel. Event Details Meeting and Event Space Rental Fee: WAIVED Food and Beverage Minimum: $8,500.00 Program of Events Meeting and Event Space Commitment Hotel will hold the meeting and event space in the Program of Events as set forth herein. This is considered to be a firm commitment by Group and any alteration to Group’s Food and Beverage Revenue Minimum (as defined below) may result in a modification of Group’s Meeting and Event Space Rental Fee (as defined below), if any, by Hotel. All meeting and event space is assigned by Hotel according to the number of persons guaranteed to attend the Event. Hotel may reassign the meeting or event space listed on the Program of Events at Hotel's sole discretion. Failure to submit a finalized Program of Events to Hotel by February 25, 2026 may result in a release or reassignment by Hotel of the meeting or event space being held for Group. Group agrees to promptly notify Hotel of any changes in its meeting or event space requirements. Meeting and event space rental for this Event is WAIVED (the "Meeting and Event Space Rental Fee"). The Meeting Event Space Rental Fee is subject to, and exclusive of any applicable mandatory fees (e.g., service charges and Date Prepared: December 16, 2025 Group Contact: Laura Pettitt Title: Communications & Engagement Director Organization: Renton City Council Address: 1055 S Grady Way Renton, WA 98057-3232 Telephone: 206.308.7986 Email: LPettitt@Rentonwa.gov Event Name: Annual Renton State of the City 2026 Official Event Dates: March 25, 2026 - March 25, 2026 Hotel Sales Manager: Glen Allen Title: Associate Director of Events Telephone: 425.207.2265 Email: glen.allen@hyatt.com Doc ID: 20251117114233481 Sertifi Electronic Signature CAG-25-358 Booking #: 34542753 3 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 administrative fees), Taxes, and fees for optional services requested by Group. Any service charges and administrative fees will be detailed in and distributed as described in the Section of this Agreement titled, “Service Charges and Administrative Fees”. The current tax rate for meeting rooms is 10.30%. Food and Beverage Revenue Minimum By entering into this Agreement, Group agrees to provide a minimum of $8,500.00 in meeting and event food and beverage revenue (the "Food and Beverage Revenue Minimum"). The Food and Beverage Revenue Minimum is calculated exclusive of mandatory charges (e.g., service charges and administrative fees) and Taxes, and is a minimum requirement only. Group’s final bill(s) may vary depending on Group's final menu selections, number of attendees, and optional services requested by Group. Should Group's actual food and beverage revenue fall below the Food and Beverage Revenue Minimum, Hotel will advise Group on additional options in food and beverage which will meet the Food and Beverage Revenue Minimum. If Group nonetheless does not reach the Food and Beverage Revenue Minimum, Group shall pay as liquidated damages the difference between the Food and Beverage Revenue Minimum and the actualized food and beverage revenue, plus any applicable Taxes, mandatory fees (e.g.,service charges and administrative fees), and fees for optional services requested by Group. Any outstanding balance owed to Hotel under this Section, if any, will be posted as a charge on Group's Meeting and Event Space Rental Fee (the “Charges”). Any service charges and administrative fees will be detailed in and distributed as described in the Section of this Agreement titled, “Service Charges and Administrative Fees”. In order for the Hotel to prepare appropriately for food and beverage events, Group agrees to provide menu choices and number of attendees at least twenty-one (21) days prior to the first day of the Event. A surcharge of up to five percent (5%) will be assessed for menu selections or changes that are received less than twenty-one (21) days prior to the first day of the Event. Group agrees to provide the guaranteed final number of attendees at least nine (9) days prior to the first day of the Event. Hotel and Group intend to liquidate the damages suffered by Hotel in the event that Group fails to meet its Food and Beverage Revenue Minimum set forth in this Section. Therefore, Hotel and Group agree that: (a) the damages suffered by Hotel in the event that the Food and Beverage Minimum is not met are difficult to calculate; (b) the above formula is a reasonable estimate of such damages; and (c) the Charges do not constitute a penalty. All banquet food and beverage arrangements must be made through Hotel. Only food and beverages purchased from Hotel may be served on Hotel property. Hotel reserves the right to cease service of alcoholic beverages in the event that persons under the age limit mandated by applicable law are present at the Event and attempt to receive service of alcoholic beverages. Hotel reserves the right to deny alcoholic beverage service to guests who appear to be intoxicated. Special Considerations x Waived Meeting Room Rental x (2) Bartender Fees Waived with achievement of $400.00 in no-host sales, per bar (Value $400.00) Service Charges and Administrative Fees Meeting and Event Space Service Charge The Meeting and Event Space rental fee is subject to and exclusive of a separate mandatory taxable charge of 15.45%, which will be distributed to the service staff. Meeting and Event Space Administrative Fee The Meeting and Event Space rental fee is also subject to and exclusive of a separate mandatory charge of 9.55%, which will be retained by the Hotel as an administrative fee to cover administration of the banquet, special function, or package deal, is not a tip or gratuity, and will not be distributed as a tip or gratuity to the employees who provided service at your Event. Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 4 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 Food and Beverage Service Charge The Group’s food and beverage charges are subject to and exclusive of a separate mandatory taxable charge of 15.45%, which will be distributed to the service staff . Food and Beverage Administrative Fee The Group’s food and beverage charges are subject to and exclusive of a separate mandatory charge of 9.55%, which will be retained by the Hotel as an administrative fee to cover administration of the banquet, special function, or package deal, is not a tip or gratuity, and will not be distributed as a tip or gratuity to the employees who provided service at your Event. Any additional fees imposed for optional services that Group may separately request for the Event (for example bars, culinary stations, audio visual, parking or other optional services) are not a tip, gratuity or service charge for Hotel service personnel (e.g., wait staff, service bartenders or service employees). Except as otherwise specifically identified in this agreement, no charges in this contract are purported or intended to be a gratuity for the service staff and no charges will be distributed to the service staff as a gratuity. The service charges and administrative fees, if applicable, may be subject to sales or other Taxes in effect at the time of the Event. Group and its attendees may provide a tip to Hotel’s staff in addition to the service charge. All service charges and administrative fees will be posted to Group’s Master Account. Deposits Group shall provide a non-refundable (except as specifically provided herein) deposit in the total amount of $2,929.84 payable as set forth in the table below. All deposits will be credited towards any Cancellation Charges due to Hotel. Payment may be made by check, credit card, wire transfer or ACH. Hotel will provide a Credit Card Authorization form for scheduled payments made by credit card or ACH. Payment type Description Due date Amount Deposit 1/3 First Deposit With this signed Agreement $2,929.84 Deposit 2/3 Second Deposit Due to Hotel by January 19, 2026 $2,929.84 Deposit 3/3 Final Deposit Due to Hotel by March 11, 2026 Remaining amount due based on the estimated Master Account expense and Contingency Deposit Group shall also provide a contingency deposit for additional items or services requested and provided during the Event, equal to 20% of the estimated Master Account charges (“Contingency Deposit”), due on same date as the final deposit below. The Contingency Deposit will be credited toward any additional amounts charged for additional items or services requested and provided during the Event, and, if applicable, any other outstanding amounts owed by Group to Hotel. Any portion of the Contingency Deposit remaining after payment of such additional items and outstanding amounts will be refunded to Group. Billing Arrangements Group shall be responsible for the Meeting and Event Space Rental Fee, food and beverage charges and other services requested by Group, in addition to applicable Taxes and fees. These charges will be direct billed to the Master Account only if credit approval is granted in accordance with Hotel's credit approval process. Group appoints to review and approve all charges billed to the Master Account. Invoice disputes and/or billing errors must be communicated to Hotel no later than fourteen (14) days before the date payment is due. Payment due to Hotel may be made by check, credit card, wire transfer or ACH (and Group warrants it is authorized to issue or charge payment through the selected method). Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 5 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 Please note that Hotel never requests billing information or requests changes to billing information via email. Should Group receive any billing notice or inquiry via email, please contact the Hotel Sales Manager at the phone number set forth above. Payment of Group's total estimated Master Account will be due to Hotel prior to Group’s arrival in accordance with the deposit schedule below. Failure to remit any payment(s) when due will be deemed to be a cancellation of this Agreement by Group (in Hotel’s discretion), and Group shall be liable for the Cancellation Charges as set forth herein. Cancellation Option Either Hotel or Group may cancel this Agreement without cause upon written notice to the other party at any time prior to the Event. In the event Group cancels without cause, Group shall pay Hotel liquidated damages in an amount calculated according to the table below (the "Cancellation Charges"), plus applicable Taxes. Applicable services charges will be added to the Cancellation Charges when cancellation occurs sixty (60) days or less prior to the first date of the Event. From 25-Jan-2026 through the first day of the Event $6,800.00 (80% of Food and Beverage Revenue Minimum, and 70% of any Meeting and Event Space Rental Fee) Agreement signing through 24-Jan-2026 $5,950.00 (70% of Food and Beverage Revenue Minimum, and 60% of any Meeting and Event Space Rental Fee) Payment of the Cancellation Charges shall be made by Group to Hotel at the time this Agreement is canceled. Hotel and Group agree that: (a) the damages suffered by Hotel in the event that Group cancels without cause are difficult to calculate, for reasons, including, but not limited to, the uncertainty, at the time of contracting, of the business that can be rebooked and the associated rates; (b) the above formula is a reasonable estimate of such damages; and (c) the Cancellation Charges do not constitute a penalty. In the event Hotel cancels this Agreement without cause, Hotel shall pay Group any direct damages suffered as a result of the cancellation, which damages shall not exceed the amount calculated according to above table. Rights of Termination for Cause This Agreement may be terminated by either party without liability upon written notice under the following circumstances: I. if a party’s performance under this Agreement is subject to acts of God, war, government regulation, terrorism, disaster, strikes, civil disorder, a pandemic, a travel restriction on members of the general public issued by a governmental agency, curtailment of public transportation facilities, or any other unexpected emergency of a comparable nature beyond the party’s control that in each case makes it illegal or impossible to perform its obligations under this Agreement. In such event, the terminating party shall give written notice of termination to the other party within five (5) days of such occurrence; or II. if either party makes a voluntary or involuntary assignment for the benefit of creditors or enters into bankruptcy proceedings prior to the date of the Event. In such event, the party who is not making an assignment or entering into bankruptcy proceedings shall have the right to terminate this Agreement upon written notice to the other party; or III. if at the time of the Event, the hotel will no longer be operated under a Hyatt brand. In such event, Hotel shall notify Group in writing of such change, and Group shall have the right to terminate this Agreement without liability upon written notice to Hotel within thirty (30) days of the date of Hotel’s notice of change of brand. In the event of termination by either party under this Section, Hotel shall refund all deposits and/or prepayments made by Group within thirty (30) days of receipt of the notice of termination. Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 6 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 Except as otherwise specifically provided in this Agreement, neither party shall have the right to terminate this Agreement for any other cause. Indemnification and Hold Harmless Hotel agrees to defend, indemnify and hold Group harmless from and against any costs, losses, expenses, damages, and/or liabilities, including reasonable attorneys’ fees, resulting from any third-party claim, action, or cause of action arising out of: (i) any negligent act undertaken or committed by Hotel pursuant to the performance of its obligations under this Agreement except to the extent such actions or liabilities are due to the misconduct or negligence of Group or its employees, attendees, agents or contractors; or (ii) any breach by Hotel of its obligations under the Sections of this Agreement titled “Compliance with Laws” or “Privacy of Personal Information.” Group agrees to defend, indemnify, and hold Hotel, the entity that owns the hotel, the entity that manages the hotel and their affiliates and each of their respective shareholders, members, directors, officers, managers, employees, attendees, invitees, and representatives harmless from and against all costs, losses, expenses, damages, and/or liabilities, including reasonable attorneys’ fees, arising out of or resulting from any third-party claim, action, or cause of action alleging: (i) any negligent act undertaken or committed by Group, its employees, invitees or any contractors hired or engaged by Group in connection with the performance of Group’s obligations under this Agreement, except to the extent such actions or liabilities are due to the misconduct or negligence of Hotel; or (ii) any breach by Group of its obligations under the Sections of this Agreement titled “Compliance with Laws,” “Privacy of Personal Information” or “Permits and Licenses.” Limitation of Liability Except for damages covered by the indemnifying party's indemnification obligations under this Agreement, neither party shall be liable to the other for any special, indirect, incidental, consequential, punitive or exemplary damages even if such party has knowledge of the possibility of such damages. Under no circumstances shall this limitation of liability limit or waive Group’s obligations to pay liquidated damages, including without limitation, Charges or Cancellation Charges that may be owed. Insurance Group and Hotel shall each maintain sufficient insurance to insure their respective indemnification obligations set forth in this Agreement, and each shall provide evidence of such insurance upon request. Contractors For any activity introduced onto Hotel’s premises by an outside provider engaged by Group, Group will ensure that such providers comply with the terms of this Agreement and with any requirements for such providers as provided to Group by Hotel. Group will be fully responsible for such providers’ actions or inactions and agrees to remove from Hotel’s premises any outside provider that Hotel deems objectionable or whose activities cause reasonable concern. Group will provide a certificate of insurance from such outside providers covering their actions and naming Hotel, the entity that owns the hotel, the entity that manages the hotel and their affiliates as additional insureds with regard to their activities. Damage to Hotel Premises Group shall be responsible for all damage to the hotel premises caused by Group, its agents, contractors, attendees or invitees. Upon completion of the Event, Group will leave the premises in the same condition as received, reasonable wear and tear excepted. Public Access Laws Hotel acknowledges its obligation to comply with the public accommodations requirements of the Americans with Disabilities Act or any equivalent applicable laws regarding access and public accommodation (“Public Access Laws”) except those of Group including Group’s obligation to (i) remove "readily achievable" physical barriers within the meeting rooms utilized by Group that Group created (e.g., set-up of exhibits in an accessible manner) and that Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 7 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 are not controlled or mandated by Hotel; (ii) provide auxiliary aids and services where necessary to ensure effective communication of the Event to disabled participants (e.g., Braille or enlarged print handouts, interpreter or simultaneous videotext display); and (iii) modify Group's policies, practices and procedures applicable to attendees as required to enable disabled individuals to participate equally in the Event. Group shall identify in advance any special needs of disabled Event attendees requiring accommodation by Hotel and will notify Hotel of such needs for accommodation in writing as soon as they are identified to Group. Whenever possible, Group shall copy Hotel on correspondence with attendees who indicate special needs requiring accommodation under such Public Access Laws. Hotel shall notify Group of requests for accommodation that it may receive otherwise than through Group to facilitate identification by Group of its own accommodation obligations or needs as required by such Public Access Laws. Any extraordinary costs for special auxiliary aids requested by Group shall be borne by Group. Compliance With Laws Each party hereby represents, warrants and covenants that it shall comply with all laws, rules, orders and regulations applicable to the performance of its obligations under this Agreement. Assignment Under no circumstances may Group, Agent or anyone else acting on behalf of Group, assign, transfer or resell to a third party its rights or obligations under this Agreement, including, without limitation, Group’s reservation or commitments regarding guest rooms, meeting and event space, food and beverage events or other contracted facilities or services under this Agreement without Hotel’s prior written consent. Nothing herein shall be construed as prohibiting or limiting Hotel’s right to assign the Agreement or any of its rights or obligations hereunder. Subject to the foregoing, this Agreement will be binding upon, enforceable by, and inure to the benefit of the parties and their respective successors and assigns. Changes; Notice Any changes to this Agreement must be made in writing and signed by both parties to be effective. Any modifications, additions or corrective lining out made on this Agreement will not be binding unless such modifications have been signed or initialed by both parties. Any notice hereunder shall be given to the individuals listed on the first page of this Agreement at the addresses set forth herein. Notice must be given by: (i) certified or registered mail, return receipt requested; (ii) commercial courier for overnight delivery, with a signature signifying receipt; or (iii) email, provided that for notices given by facsimile or email, a confirmation copy must also be sent that same day by commercial courier for overnight delivery as provided herein. All notices shall be deemed delivered upon receipt. Confidentiality Each party hereby agrees that all confidential or proprietary information gathered or learned about the other party resulting from or otherwise arising out of this Agreement (excluding personal data, which is addressed exclusively in the following Section (“Privacy of Personal Information”), collectively “Confidential Information”) shall remain confidential at all times and each party will use commercially reasonable efforts to limit disclosure to those necessary for performance of the Agreement. Group, and not Hotel, is solely responsible for safeguarding, collecting, or destroying its Confidential Information distributed or circulated by Group to Event attendees during any portion of the Event. However, the Parties acknowledge and agree that the Group is a public entity subject to the Washington Public Records Act and nothing in this Agreement shall be deemed as conflicting with the Group's duties under such law. Privacy of Personal Information Hotel complies with the Global Privacy Policy, which is available at http://privacy.hyatt.com (the “Privacy Policy”). If applicable, Group agrees to inform guests and Event attendees ("Guests") where they may access the Privacy Policy. To the extent that Group transfers information related to any person to Hotel, Group confirms and warrants that it will do so in a manner ensuring appropriate security measures and in compliance with all applicable requirements of data protection and privacy laws and regulations. Group affirms that it (and its Agent, if applicable) Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 8 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 is authorized to provide, request, and receive information pertaining to Guests as is necessary pursuant to the Guests’ hotel stay, Event attendance or under this Agreement. Hotel will protect and use personal data about Guests that Hotel receives in connection with its performance of this Agreement and as set forth in the Privacy Policy, provided that Group acknowledges and agrees that certain services (e.g., a web-based reservation system) may be provided by a third party and that use of such services may be subject to terms and conditions (including those regarding the access and use of Guest information) of that third party and may be different than those in this Agreement. Hotel Name and Trademark Except for using the name and address of the hotel for the limited purpose of identifying the location of the Event, Group shall not use the name, trademark or logo or any other proprietary designation of Hotel in any advertising or promotional material without the prior written permission of Hotel. Group shall comply with the terms and conditions required by Hotel for such use. Human Rights/Combating Human Trafficking At Hyatt, we respect the fundamental human rights of all people and have taken an aggressive approach to prevent human trafficking both at Hyatt properties and more broadly in the hospitality industry. For more information about our human trafficking prevention efforts, please visit the World of Care website available at: https://about.hyatt.com/en/world-of-care/caring-for-people/human-rights-trafficking.html. Hyatt’s Global Care & Cleanliness Commitment Hyatt’s priority is guest and colleague safety and wellbeing. Guided by our purpose of care, Hyatt has established a multi-layered Global Care & Cleanliness Commitment that builds on our existing rigorous protocols and includes an accreditation process, colleague training and support resources and a cross-functional working group of medical experts and industry professionals. Hyatt’s Global Care & Cleanliness Commitment is available at: https://www.hyatt.com/info/global-care-and-cleanliness-commitment . Permits, Licenses and Approvals Group shall, at its sole cost and expense, obtain all licenses, permits and approvals that are: (i) required for the Event; or (ii) required and/or necessary for Group to perform its obligations under this Agreement. Such licenses or permits include, but are not limited to licenses and permits: (a) from any applicable governing body; and (b) for the use of a third party’s intellectual property, including but not limited to any music, videos, performances, and/or images. Arbitration The parties agree that any and all claims, controversies or disputes between the parties arising out of Group’s failure to achieve applicable revenue commitments or Group’s or Hotel’s cancellation or termination of this Agreement (“Charges and Cancellation Claims”) shall be submitted to arbitration before a single arbitrator in the city or county in which Hotel’s premises are located. The arbitration proceedings shall be conducted in accordance with: (i) for U.S. hotels, the Commercial Arbitration Rules of the American Arbitration Association; or (ii) for all non- U.S. hotels, the applicable rules of the International Centre for Dispute Resolution, or such other dispute resolution provider as otherwise agreed to by the parties. The arbitration proceedings shall be completed as soon as possible but not more than sixty (60) days after the appointment of an arbitrator. The parties agree to produce and exchange documents within ten (10) days of appointment of an arbitrator, unless otherwise agreed. The parties expressly agree that the arbitration shall be final and binding on the parties and judgment may be entered upon the award and may be enforced by appropriate judicial action in any state or federal court having jurisdiction thereof. The parties agree that the arbitrator shall adhere faithfully to the laws of the State or Province in which Hotel’s premises are located and that the arbitrator shall award to the prevailing party in arbitration the reasonable attorneys’ fees and costs expended in connection with any arbitration conducted under this provision. Governing Law; Jurisdiction Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 9 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 This Agreement shall be governed by and construed under the laws of the State or Province in which Hotel’s premises are located (excluding its conflicts of law rules). Except for Charges and Cancellation Claims, which shall be resolved pursuant to arbitration as described in this Agreement, any controversy, claim or dispute arising out of or relating to this Agreement shall be brought in any court of competent jurisdiction in the State or Province in which Hotel’s premises are located for trial and determination without a jury. Waiver of Jury Trial To the extent permitted by law, the parties hereby expressly waive the right to a trial by jury. Attorney’s Fees In the event any legal action is taken by either party against the other party to enforce any of the terms and conditions of this Agreement, it is agreed that the unsuccessful party to such action shall pay to the prevailing party therein all court costs, reasonable attorney’s fees, and expenses incurred by the prevailing party. In addition, the party against whom collection is sought by non-judicial means shall be responsible for all reasonable costs (including reasonable attorney’s fees) incurred by the party that is successful in seeking collection of monies due pursuant to this Agreement. Waiver If one party agrees to waive its right to enforce any term of this Agreement, that party does not waive its right to enforce such term at any other time or to enforce any or all other terms of this Agreement. A waiver shall only be enforceable if made in writing. Enforceability and Survival If any provision of the Agreement is unenforceable under applicable law, the remaining provisions shall continue in full force and effect. Any provision of this Agreement intended to survive completion or termination of this Agreement shall survive (including without limitation, “Cancellation Option,” “Damage to Hotel Premises,” “Indemnification and Hold Harmless,” “Confidentiality,” Insurance,” and “Limitation of Liability”). Counterparts/Electronic Signatures This Agreement may be executed in one or more counterparts with an original signature or with a Hotel-approved electronic signature, each of which shall be deemed an original and all of which shall constitute the same instrument. Further, if a signed Agreement is provided to Hotel as a photocopy, fax, PDF or other format through a Hotel- approved electronic software system, then such Agreement shall be treated and shall have the same binding effect as an original and shall be acceptable to Hotel to hold the meeting and event space as set forth herein. Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 10 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 Entire Agreement This Agreement, along with the Hotel Information Sheet, if any, contains all of the terms agreed to by the parties. All prior agreements, verbal or written, are no longer effective once this Agreement is signed by the parties. Should there be any conflict between this Agreement and any addenda, exhibits, or attachments, the language of this Agreement shall control. Each party represents and warrants that the individual below is authorized to sign this Agreement on the party’s behalf, and when executed, this Agreement shall constitute a binding agreement between Group and Hotel. By Hotel’s By Group’s Authorized Representative Authorized Representative By: By: Name: Glen Allen Name: Kristi Rowland Title: Associate Director of Events Title: Deputy Chief Administrative Officer Date: Date: Kristi Rowland krowland@rentonwa.gov 12/17/2025 Glen J Allen glen.allen@hyatt.com 12/17/2025 Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 11 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 HOTEL INFORMATION SHEET ADVERTISING Neither the Group nor the Hotel will use the name, trademark, logo, or other proprietary designation of the other party in any advertising or promotional materials without the prior written approval of such party. The Group's requests for any Hotel advertising materials should be directed to the Hotel contact listed on the front page of this contract. AUDIO/VISUAL & INTERNET A complete line of audio visual equipment is available through the Hotel’s preferred provider, Encore Event Technologies. You may reach them directly at (425) 207-2249. Encore also handles all telephones, banner hanging, electrical and Internet (wireless and wired) needs in the hotel meeting spaces. It is necessary to notify the Hotel a minimum of 3 weeks in advance, if any of these items will be utilized for the contracted program. A certified Encore technician will be scheduled for the duration of your load in, setup, operation of event and tear down. Hours starting before 6am, going past midnight, or after the 8th hour of work will be billed at overtime rates. Confirmed schedule will be determined a minimum of 7 business days before the event. Encore is the exclusive rigger for the Hotel and has sole use of the Hotel’s house sound system. Group will incur additional fees for use of rigging points. See Facility Guidelines for full details. Hourly fees and other related service charges would vary, based on the complexity of the technical requirements and level of involvement provided by an Encore representative. Encore will work directly with the selected audiovisual company on an estimate of charges. All rigging requirements must be submitted with a full CAD drawing and weight calculations a minimum of 3 weeks prior to the event. Additionally, the audio visual provider must comply with all terms and conditions of the Hotel’s Facility Guidelines, which outlines (but is not limited to) liability insurance, hotel guidelines and other requirements mandated by the State of Washington and Renton Fire Department regulations CHECK-IN/CHECKOUT The Hotel's check-in time is 4:00 PM. Room assignments prior to that time are on a "space availability" basis only. The Hotel's checkout time is 11:00 AM. Any attendees staying in their rooms beyond checkout time without Hyatt Regency's authorization will be charged for an additional room night at the best available rate. Late checkout is provided based on availability through authorization from our Front Desk. EARLY DEPARTURE Please note that if there are any changes to the confirmed departure date after check-in, the change will result in an early departure fee equal to one night’s room & tax. CANCELLATION & NO-SHOW FEES A credit card (or established billing) is required to hold all reservations. Guests may cancel their reservation (by 4pm) up to three (3) days prior to arrival and avoid a cancellation fee. Guaranteed reservations not cancelled by 4pm three (3) days prior to arrival will be billed a cancellation fee equal to one (1) night’s room and tax to the billing method on file. This includes ‘No-Show’ reservations where a request to cancel is not submitted. EXHIBITS Any Group with an exhibit show of their program must contract through a professional exhibit company. The company below is trained to manage your full exhibit show, including working with your Exhibitors, accepting their boxes and shipments and proving all tables/chair and booth drape for your show. Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 12 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 Freeman 568- 1st Ave S, Suite 200 Seattle, WA 98104 Phone: (206) 340-1105 Fax: (206) 624-9525 Should you choose not to contract a professional exhibit company, the Hotel will provide up to (15) Tabletop exhibits, based on Hotel’s inventory: (1) 6 foot table with (2) Chairs: $50.00 each (does not include wastebasket) Box Handling: $5.00 each, charged to Group Master Account GUEST ROOM HOSPITALITY EVENTS Guestrooms and guest suites are the private domain of the registered occupant(s) for the time reserved, and those occupants are entitled to reasonable and normal use therein. Group is entitled to supply their own food and beverages in the guestrooms/suites; alternately our In-Room Dining and/or Catering Department will be pleased to assist with hospitality food and beverage. The Hotel reserves the right to close a function at any time should the number of attendees increase beyond a reasonable capacity for the suite or if noise level exceeds acceptable volumes (Security’s Discretion). HOUSEKEEPING Group Housekeeping gratuities may be arranged at the client’s request and charged to the Group’s master account. Recommended gratuity is $2.00 per room, per day or $5.00 for suites, per day. LOSS OR DAMAGE Hotel will not assume any responsibility for damages or loss of any merchandise or articles left in any area of the Hotel prior to, during or following the Group functions. It is the responsibility of the Group to notify attendees that no valuables should be left in function rooms or foyers. Group is responsible for any damage or destruction to the premises during the period of time that the guest, attendees, invites, employees or independent contractors hired by Group are under Group’s jurisdiction. PARKING Hyatt Regency Lake Washington offers onsite Valet Parking on Hotel’s front drive and complimentary Self- Parking in the adjacent Southport Public Parking Garage for Hotel Guests with overnight guest room reservations. Day self-parking is available in the adjacent Southport Public Parking Garage for a fee. ACE Parking currently operates and manages Hotel’s Valet Parking options, and Metropolis currently operates and manages Self- Parking options available at the Southport Public Parking Garage. Valet Parking includes in and out privileges and can be charged to individual guest rooms. Valet rates are inclusive of tax. Complimentary Self-Parking is included for Hotel Guests staying overnight with a guest room reservation. Self-parking for overnight Hotel Guests includes in and out privileges. Day Self-Parking for guests without a guest room reservation is subject to Metropolis self-parking rates, which cannot be charged to individual guest rooms and must be paid via the Metropolis parking application. Guests are encouraged to sign up prior to their visit via the following website: Metropolis Sign Up. Day Self-Parking rates include tax and exclude a Metropolis service fee of ninety-nine cents ($0.99) or three percent (3%), whichever is greater. This service fee will be applied to total Guest payment upon departure from the public parking garage for Day Self-Parking. Valet and Self-Parking rates in effect at the time of Group’s program will prevail. PROMOTIONAL MATERIALS Nothing should be posted on, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Anything in connection, therewith, necessary or proper for the protection of the building, equipment, or furniture will be at the expense of the Group. For your convenience, the Hotel has strategically located daily monitors displaying meeting information and will provide complimentary easels subject to availability, for the Group's signage. The Hotel Doc ID: 20251117114233481 Sertifi Electronic Signature Booking #: 34542753 13 HYATT REGENCY LAKE WASHINGTON 1053 Lake Washington Boulevard North Renton, WA, 98056-, US T: (425) 203-1234 requests that all signage be limited to the meeting and exhibit levels, and requires that all signage intended for display in public areas of the Hotel be professionally printed. ROOM DELIVERIES / PORTERAGE Additional fees will apply for 10 or more generalized, or personalized welcome packets to be handed out at the front desk upon arrival, or delivered to a room. For room deliveries, $3.00 for generic and $5.00 for customized (specific names) will apply. Any Group arrival requiring baggage assistance will be handled by the Hotel’s Guest Services Staff. Group Porterage may be arranged at the Group’s request and charged to the Group’s master account. Porterage is $10.00 round trip per room. SECURITY The Group acknowledges that Hotel cannot be responsible for the safekeeping of equipment, supplies, written material or any other valuable items left in function rooms by the meeting’s attendees. Accordingly, the Group acknowledges that it will be responsible to provide security for any such above mentioned items and hereby assumes the responsibility of loss thereof. Certain areas of the Hotel are accessible to the public and the Hotel is not responsible for theft, loss or damage caused by third parties. Groups and their Guests are advised to be adequately insured and to take reasonable care over their property. The Hotel does not accept any liability for theft, loss or damage caused to any vehicle or its contents parked on any Hotel property and as such any vehicles and contents are left entirely at the Group’s risk. SERVICE CHARGE FOR EVENTS A 25% service charge and applicable taxes will be added to the food, beverage and room rental on the final invoice. Service charge are subject to change at any time, (this is not applicable to guest room charges). SHIPPING/RECEIVING Business packages or materials may be sent to the Hotel prior to your arrival. We will receive them on your behalf and have them in safekeeping until your check-in, at which point Group can retrieve them or request them to a guest room or event space. As a guide, for both business and personal packages, please address the packages as follows: ATTN: GUEST NAME (PERSONAL) & HOLD FOR [ARRIVAL DATE] or GROUP NAME/ATTENTION OF BUSINESS & HOLD FOR [ARRIVAL DATE] Hyatt Regency Lake Washington 1053 Lake Washington Blvd N. Renton, WA 98056 Deliveries will be accepted 3 business days prior to your arrival or event date. $5.00 per box and/or $100.00 per pallet will be charged as a handling fee to your guest room or event master account. SET-UP CHANGES Once a room has been set based on the agreed upon set, the Group may request for a set-up change, however, a fee will apply. The fee will vary based on the complexity of the change and size of room. Charges can range between $250.00 - $1,000.00. Hotel policies and procedures are subject to changes As of July 2025 Doc ID: 20251117114233481 Sertifi Electronic Signature