Date of Booking Contract 03/09/25

THE BERTRAM HOTEL & CONFERENCE CENTER

BOOKING CONTRACT
600 North Aurora Road | Aurora, OH 44202 | Office: (330) 995-0200 |
ORGANIZATION: Cleveland Concoction
CONTACT: Eric Hogg
Aurora, OH 44202
Phone: (216) 235-2928 Ext. Fax:
E-Mail: [email protected]
GUESTROOM ACCOMMODATIONS
We are presently holding the following block of rooms over the dates of Thursday, March 05, 2026
through Monday, March 09, 2026
Date Rooms
03/05/2026 10
03/06/2026 120
03/07/2026 120
03/08/2026 10
TOTAL 260

GUESTROOM RATES
We are pleased to confirm the following special discounted MEETING/CONVENTION rates.
Standard Double or King: $119.00
Parlor with One Bedroom: $194.00
Parlor with Two Bedrooms: $313.00
Hospitalities: Complimentary to Group
Staff Rooms: $94.00 per night (up to 10)
Rates listed are available 3 days pre and post event
Bertram will comp 1 room night per every 20 room nights actualized
Check-in time is after 4:00 PM and Check-out time is 11:00 AM. Prior to arrival, early check-in or late check-out
must be approved. All room rates are quoted exclusive of applicable state and local taxes.

PAYMENT PROCEDURES
It is our understanding the overnight guestrooms will be paid by: MASTER?INDIVIDUAL . We accept all
major credit cards, certified checks, money orders and cash.

RESERVATION PROCEDURES
It is our understanding that your group will be making reservations by:

__X_ROOMING LIST

_X__INDIVIDUAL CALL IN : 330-995-0200 ///BOOKING LINK PROVIDED UPON SIGNED CONTRACT.

RESERVATION CUT-OFF DATE

The Hotel agrees to hold a room block of 260 room nights until Tuesday, February 03, 2026. At that time,
rooms not covered by a rooming list or individual reservations will be released from your room block, so that we
may attempt to sell them to other customers. However, we will continue to accept reservations from your
attendees after this date at prevailing rates, subject to availability.

CANCELLATION AND PERFORMANCE

The rates offered by us are based in part upon the total gross revenue anticipated by us from your agreement to
use and pay for the rooms and events listed within the agreement. You agree and understand that in the event
of a cancellation or lack of full performance by you, our actual damages would be difficult to determine.
Therefore, you have agreed to pay reasonable liquidated damages to the hotel for cancellation or lack of
performance as described in this paragraph. Cancellation damages will be calculated as a percentage, based
1
on the dates of cancellation listed below, of total anticipated gross revenue from all contracted sleeping rooms,
banquet food functions and/or meeting room rentals in this agreement.
Date of Decision to Cancel Percentage Owed
Date of Agreement to 365 Days Prior 10%
From 364 Days to 220 Days Prior 30%
From 219 Days to 180 Days Prior 60%
From 179 Days to 121 Days Prior 80%
From 120 Days to 0 Days Prior 100%
If the event is held, but the hotel does not realize the total revenue anticipated from your event, you agree to pay
performance damages. The damages will be the amount necessary for the hotel to receive no less than 85% of
the total anticipated revenue from your event as outlined in this agreement.

FOOD AND BEVERAGE

Date Start End Event Name People Event
Time Time Setup
03/5-8/2026 12:00AM 11:59PM McKinley Grand TBD TBD
03/5-8/2026 12:00AM 11:59PM Hayes Grand TBD TBD

03/5-8/2026 12:00AM 11:59PM Garfield Grand TBD TBD

03/5-8/2026 12:00AM 11:59PM Grant Grand TBD TBD
03/5-8/2026 12:00AM 11:59PM The President TBD TBD
03/5-8/2026 12:00AM 11:59PM The Board Room TBD TBD
03/5-8/2026 12:00AM 11:59PM The Amphitheatre TBD TBD
03/5-8/2026 12:00AM 11:59PM Atrium & TBD TBD
Prefunction
03/5-8/2026 12:00AM 11:59PM Gazebo & TBD TBD
Prefunction

The Room Rental of $3,000 includes all meeting space: Hayes, McKinley, Garfield, Grant, The
President, the Amphitheatre, the Board Room, the Atrium & Prefunction, the Gazebo &
Prefunction.

Note: Garfield D will be used as a Consuite. Group is permitted to bring outside food &
beverage into this room. Food trucks also permitted on the property

Events will run past midnight.

The hotel agrees to provide a vacuum to the client to clean their own space. Doing so, will limit
the number of hotel emplyees in the meeting spaces when the client is not present.

The client will also provide door locks for the ballroom spaces. The client agrees to provide the
hotel with keys or combination to the locks.
DUE TO OUR CATERING LICENSE FOOD & BEVERAGE CANNOT LEAVE THE
PROPERTY.

**Initial: ______

Prior arrangements must be made for a 24-hour hold on meeting space for an additional charge.
ROOM RENTAL/SET UP FEE
Room rentals and setup fees are assessed based on the amount of meeting space needed by your
group and your guestroom needs. In the event that your needs should change after this agreement
is signed, your room rentals and setup fees can be modified accordingly.
The hotel reserves the right to modify meeting space 60 days prior to your event if your estimated
attendance or guestroom needs decrease by 20%.

2
We must receive final guaranteed attendance for all functions 72 hours prior to the function. This guaranteed
attendance number is not subject to reduction after the 72 working hour deadline and is the minimum number of
persons for which you will be charged. If we do not receive a final guarantee by the deadline, you will be
charged for the number of person expected on the banquet event order. We prepare to serve not more than 5%
and a maximum of 25 people over the final guarantee.
A 22% service charge plus applicable sales tax is required for all audio visual equipment, food and beverage
charges.
Due to legal regulations, local liquor laws and hotel policy, no alcoholic beverages or food products may be
brought onto the premises unless purchased by the hotel.

TRANSPORTATION
The following are price guidelines for Cleveland Hopkins Airport:
•One guest to/from airport $75.00 each way
•Two guests to/from airport $37.50 per person each way
•Three guests to/from airport $25.00 per person each way

•Other Transportation can be arranged by our Front Office Manager in advance

BILLING
To ensure correct billing, please select one of the following payment types and fill out the appropriate
information.
Payment Type:
Direct Bill (Prior Approval Necessary)
Billing Contact:
Company/Organization
Billing Address:
City: State: Zip Code:
Phone: Fax:
Tax Exempt: Yes/No P.O. Number

OR
Payment 5 Business Days Prior to the Event with Check or Credit Card
Credit Card Type Credit Card Number Expiration Date

Credit Card Holder’s Name Authorized Signature

* All credit card payments will be assessed an additional 3% surcharge.

CONFIRMATION
In order to confirm the above arrangements, please sign booking contract and return it with a non-refundable
deposit of $1500.00 by Wednesday, March 26 2025. The non-refundable deposit will be deducted from the
final bill.
If paying the deposit with a credit card, please fill in the following information:
A CREDIT CARD MUST BE ON FILE FOR ALL DIRECT BILL OR PAYMENT BY CHECK ACCOUNTS:
In the event that the account has not been paid in-full within 45-days, the Bertram will charge the
total amount due to the following credit card:
Credit Card Type Credit Card Number Expiration Date
Credit Card Holder’s Name Authorized Signature
If paying deposit with a personal check, please provide your driver’s license number.

SPACE RELEASE
Should the Hotel have a request for meeting space from any other party prior to receipt of your final agenda, we
may request that you release such space. You agree to respond within two (2) business days. In the event you
3
have not responded within two (2) business days, we may release such space for general sale and all other
conditions of the agreement apply.

TERMS AND CONDITIONS OF CONTRACT

Statements are payable upon receipt. For accounts more than 30 days in arrears, finance charges not in excess
of those permitted by law will be assessed on the outstanding balance of your account from month to month.
We will apply a monthly periodic rate of 1.5%, which is a corresponding ANNUAL PERCENTAGE RATE OF
18%.
By signing this agreement, the Hotel, its owners and operators shall not be held liable for failure to carry out
such arrangements including guest room availability, conference center availability, and menu selection, as
mentioned which are caused by fire, strikes, acts of God or other conditions beyond reasonable control of the
Hotel, its owners or operators.
The Organization hosting the Private party shall be responsible for any property damage caused by the
attendees. If the above terms and conditions and those denoted in this letter (if any) meet with your approval,
please indicate your acceptance by signing and returning this agreement. A hotel representative will then sign
one copy and return it to you for your records. This document shall then constitute the full and complete binding
contract and the arrangements shall be considered confirmed and definite.
PLEASE REVIEW THIS DOCUMENT CAREFULLY BEFORE SIGNING.
SIGNATURE: SIGNATURE:
(Alexandra Rondinella) (Eric Hogg)
Event Sales & Planning Manager
Title Title

Date Date
SIGNATURE: SIGNATURE:
(Derrick Bryan) (Laura Griffis)
General Manager
Title Title

Date Date