Just wanted to say it looks reasonable to me too.
Keep up the good work!
--
,''`.
: :' : Louis-Philippe Véronneau
`. `'` pollo@debian.org / veronneau.org
`-
On 2018-09-28 12:57, Antonio Terceiro wrote:
> Hello,
>
> After some back and forth with the hotel (thanks to Paulo!), we have a hotel
> contract that we are comfortable with.
>
> A few points:
>
> 1. The contract will be signed in Portuguese by me as president of the
> association we created, called ICTL - Instituto para Conservação de
> Tecnologias Livres ("Institute for the Conservation of Free Technologies").
>
> Translating the contract and having it signed with a foreign entity would
> make the process a lot more complicated, so we believe this is the easiest
> way to do it.
>
> 2. As agreed with Martin Michlmayr from SPI, the payments will be done by him
> with a credit card directly to the hotel. Any eventual refunds will be made
> directly back to SPI.
>
> 3. Beside the apartments, we will use a few conference rooms at the hotel as
> hacklabs during the night: one quiet hacklab, one conversation-noise noisy
> hacklab, and one very-noisy/beer-powered hacklab.
>
> 4. Daytime hacklabs will be at UTFPR, close to the talk rooms.
>
> 5. You will notice that the total expense planned so far is considerably under
> the original accomodation budget approved by the DPL on 2018-08-20
> (<1534796527.1017383.1480454064.71FB6272@webmail.messagingengine.com>).
>
> This is because we are assuming 2 persons per room per night, ~86 during
> Debcamp and ~140 during Debconf. We can decide to have more than that since
> we do have more beds available in the rooms that are already reserved; in
> that case the expense will increase by R$ 85.00 per person per night.
>
> 6. There are other 4 hotels in the same chain in the city, and 3 of them are
> decently close to Debconf. We will receive a promo code that self-paid
> attendees can use for 5% discount at any of those, including Nacional
> itself.
>
> 7. Next steps, hopefully to be worked on in parallel, are a complete budget and
> the formal agreement with UTFPR.
>
> The full contract is available at the `debconf-team/public/data/dc19`
> repository on salsa, in `contracts/hotel-nacional.md`.
>
> Below you will find the most relevant bits of the contract translated
> for your convenience. That text is also available in the same
> repository, in `contracts/hotel-nacional-to-be-translated.md`.
>
> Let us know what you think. We would like to sign this contract and make
> the first payment by October 15th.
>
> ----------------8<----------------8<----------------8<-----------------
>
> # CONTRACT
>
> **CLAUSE ONE --**
>
>
> *Paragraph One --* 43 rooms are reserved as follows:
>
> * 11 tripe deluxe apartments: 03 single beds each.
> * 22 family deluxe apartments: 02 double beds and 01 single bed each.
> * 10 double deluxe apartments: 02 double beds each.
>
> *Paragraph Two --* Addition of another 27 rooms reserved between July 20 and
> 29, to a total of 70 rooms, as follows:
>
> * 02 quadruple deluxe apartments: 04 single beds each.
> * 12 triple standard apartments: 03 single beds each.
> * 12 double standard apartments: 01 double bed and 01 single bed each.
> * 02 adapted deluxe apartments: 02 double beds each.
>
> *Paragraph Three --* 04 rooms reserved between July 14th and 29th, as follows:
>
> * Parana room at 13th floor.
> * Morretes and Antonina rooms at the 12th floor.
> * Lapa room at the ground floor.
>
> **CLAUSE TWO --**
>
> Apartments:
>
> 1. Single apartments: R$ 153.00 per person per night.
> 1. Double, triple and quadruple apartments: R$ 85.00 per person per night.
>
> *Paragraph Two --* The night fee include:
>
> - Breakfast.
> - Access to wifi internet.
> - Access to hotel facilities such as: sauna, gym, swimming pool.
>
> *Paragraph Five --* The conference rooms will be provided free of charge as a
> courtesy proportional to the amount of rooms below, to a maximum of 4 courtesy
> fees per day.
>
> 1. Parana room -- for each 25 occupied apartments per day.
> 1. Other rooms - for every 15 occupied apartments per day.
>
> *Paragraph Six --* The CONTRACTING PARTY is authorized to sell their own beer
> after 18:00 at the 13th floor; a cleaning fee of R$ 120.00 per night will be
> charged to the conference master account
>
> *Paragraph Seven --* It's also authorized the installation of an internet link
> in the 12th and 13th floors, with the contracting party solely responsible for
> the respective costs.
>
> *Paragraph Eight --* The CONTRACTED PARTY will provide to the CONTRACTING PARTY
> a promo-code that will give a 5% discount to the fare being charged at the time
> of the event, that can be used by additional guests that are not included in
> the conference official list. (T.N.: i.e. self-paying attendees)
>
> *Paragraph Nine --* The promo-code will be valid only for reservations made
> through the hotel chain official website - www.nacionalinn.com.br - to any of
> the hotels in the chain in Curitiba, and only during the period of the
> conference: July 14th to 29th.
>
> **CLAUSE FOUR --**
>
> *Paragraph Second --* The CONTRACTING PARTY must forward the following
> information to their guests:
>
> * Hours: check-in after 14:00, checkout until 12:00.
> * Breakfast is served at the restaurant between 06:00 and 10:00.
>
> **CLAUSE FIVE --**
>
> *Paragraph First --* The CONTRACTING PARTY confirms the amount of 43 rooms
> between July 14th and 29th, 2019, plus 27 rooms between 20th and 29th, 2019, to
> a total of 70 rooms; any cancellations or alterations will be made according to
> the dispositions in this contract and upon request in writing.
>
> *Paragraph Two --* To confirm the reservation it will be necessary to pay in
> advance 70% of the total contracted amount, according to the schedule below,
> with the remaining amount being paid until July 29th, 2019.
>
> * Amount for July 14th to 29th: 43 rooms x 15 nights x 2 guests x R$ 85.00 =
> R$ 109,650.00.
> * Amount for July 20th to 29th: 27 rooms x 09 nights x 2 guests x R$ 85.00 =
> R$ 41,310.00
>
> Total: R$ 150,960.00.
>
> * 10% of the total amount on October 15th, 2018 -- R$ 15,096.00
> * 30% of the total amount on March 1st, 2019 -- R$ 45,288.00
> * 30% of the total amount on June 1st, 2019 -- R$ 45,288.00
>
> 70% of the payment in advance = R$ 105,672.00
>
> *Paragraph Three --* For these calculations it is assumed two guests per room.
> If there is more than two guests per room, the difference will be paid at the
> last payment.
>
> *Paragraph Four --* If the CONTRACTING PARTY doesn't show up at the reserved
> dates, and does not cancel previously before the dates stipulated at the
> "Cancellation policies" section, the CONTRACTED PARTY may charge for the full
> amount budgeted for the event for the "no show", once the reservation is
> confirmed.
>
> *Paragraph Six --* The CONTRACTED PARTY retains the right to receive half of
> the nights agreed upon here in case of "no show" in the hypothesis of the
> CONTRACTING PARTY's schedule being altered by reasons beyond their control,
> such as: adverse weather conditions, change in the schedule of relevant
> attractions, acts of terrorism, burglaries or thefts, raise in fuel prices,
> changes in the currency or government economic policies, etc.
>
> **CLAUSE SIX --** Cancellation policies.
>
> *Paragraph Third --* The parties agree with the deadline of January 31st for
> the cancellation of all apartment and conference rooms without the incidency of
> any penalties. In that case all amounts already paid will be returned via
> transfer to the CONTRACTING PARTY account, minus any banking or credit card
> fees charged in the operation.
>
> *Paragraph Four --* Past the deadline, this contract can be cancelled upon
> payment of a contractual penalty, in the following cases:
>
> 1. Cancellation before or on February 28th, 2019: charge of the full amount of
> the first payment.
> 1. Cancellation before or on June 20th, 2019: charge of the full amount of the
> first and second payments.
> 1. Cancellation before or on July 20th, 2019: charge of the full amount of the
> first three payments.
>
> *Paragraph Five --* The confirmed reservation maybe be reduced in the following
> way:
>
> 1. Before or on April 30th, 2019: no charge.
> 1. Before or on June 15th, 2019: there will be a charge of the first 05 nights
> of the apartments no longer reserved to a limit of 30% of the reserved
> apartments.
> 1. After June 16th, 2019: it will not be possible to reduce the reservation
> without payment of the full nightly rate of the apartments no longer
> reserved.
>
> *Paragraph Six --* If the CONTRACTED PARTY decides for any reasons to cancel
> the entire reservation, including but not limited to due the hotel closing
> down, it will immediately refund all of the amount paid by the CONTRACTING
> PARTY so far, return such amount via bank deposit to the CONTRACTING PARTY's
> bank account.
>
> *Paragraph Seven --* The parties may, in case of cancellation by the CONTRACTED
> PARTY, reach an agreement and transfer the entire event and the corresponding
> lodging to another chain hotel in Curitiba, in the same terms and amounts.
>
> **CLAUSE SEVEN --** Modifications
>
> *Paragraph Unique --* The parties may modify the clauses in this contract with
> regards the number of apartments made available to the CONTRACTING PARTY
> guests, amounts, periods, invoicing terms and payment dates, through numbered
> contractual amendments, and at a minimum of 2 months before the event for the
> case of substantial modifications.
>
> **CLAUSE EIGHT --** Payment
>
> *Paragraph One --* The payments agreed in the contract will be made via credit
> card provided by the CONTRACTING PARTY.
>
> *Paragraph Two --* For all intents and purposes, this contract totals R$
> 150,960.00
>
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