State Of The Map 2011/Travel Discounts
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Thank you for everyone who signed up interested in travel discounts to Denver! Below is the fine print for our travel agreement with United. For information on how gain these great discounts, please visit stateofthemap.org/ Meeting attendees can book their travel through our toll-free reservation line (1-800-521-4041), united.com or through their preferred travel professional. When instructing your meeting attendees on how to book their airfares, please inform them they'll earn Mileage Plus® miles and are also entitled to special discounts on car rentals with Hertz. United is extremely excited to put our unparalleled route network, excellent service and award-winning Mileage Plus® program to work for your upcoming event. In the future, keep in mind that MeetingsPlus® can accommodate the travel needs of any size meeting or convention -- both domestically and globally. Good luck with your upcoming event, and thanks again for choosing United. Sincerely, United Airlines 2011 United Airlines Meeting Agreement Meeting Name: STATE OF THE MAP Meeting City: DEN Meeting ID / Tour Code: 588EJ Travel Period: 8/25/2011 thru 10/7/2011 This Meetings Plus Agreement (’Agreement’), when signed below, indicates acceptance of the terms and conditions set forth herein between United and Customer. 1. UNITED AIRLINES AGREES TO THE FOLLOWING FOR DOMESTIC US AND CANADA: (U.S. POINT OF SALE) United will provide to passengers traveling to attend the Meeting(s) defined above and in Attachment B (’Meeting Travelers’) special pricing on scheduled service to the Meeting City(s) on applicable carriers (See attached 2011 MeetingsPlus Pricing Document). A. Percentage Discount off Published Fares - a percentage discount off published fares for qualifying travel in or between the domestic 48 States, Hawaii and Canada when the tickets are purchased subject to all restrictions and rules applicable to the fare purchased and issued in the United States. (See Attached 2011 MeetingPlus Pricing Document). B. 5% Percent Discount off United.com bookings. Not applicable for discounts off internet only fares. Applicable for US/Canadian locations only. UNITED AIRLINES AGREES TO THE FOLLOWING INTERNATIONALLY: (U.S. POINT OF SALE) A. Europe - Percentage Discount off Published Fares: United will provide to attendees of the Meetings(s) a percentage discount off published fares for transportation to the Meeting City(s) on United, United Express, UA codeshare operated by LH for scheduled service in the United States and Canada to / from destinations in Europe, intra-Europe true LH applies (excluding First Class) , in effect when the tickets are purchased subject to all applicable rules and restrictions. (See Attached 2011 MeetingsPlus Pricing Document). B. Asia, Latin America, Australia - Percentage Discount off Published Fares: United will provide to attendees of the Meetings(s) a percentage discount off published fares for transportation to the Meeting City(s) on United or United Express for scheduled service in the United States and Canada to / from destinations in Australia, Latin America or Asia (excluding First Class), in effect when the tickets are purchased subject to all applicable rules and restrictions. (See Attached 2011 MeetingsPlus Pricing Document). C. Puerto Rico, U.S. Virgin Islands, Caribbean and Mexico - Percentage Discount off Published Fares: United will provide to attendees of the Meetings(s) a percentage discount off published fares for transportation to the Meeting City(s) on United or United Express for scheduled service in the United States and Canada to / from United destinations in Puerto Rico, U. S. Virgin Islands,Caribbean and Mexico in effect when the tickets are purchased subject to all applicable rules and restrictions. (See Attached 2011 MeetingsPlus Pricing Document). 2011 United Airlines Meeting Agreement 2. CUSTOMER AGREES TO THE FOLLOWING: A. Volume Guarantee: Customer will ensure that a minimum of 20 Meeting Travelers travel on United, United Express or an approved Code-Share flight as defined on pricing document to the Meeting City(s) during the Travel Period. Customer agrees to use its reasonable best efforts to institute procedures to ensure that the Meeting Travelers qualify for the discounted travel provided herein. If the Volume Guarantee is not met, Customer agrees to pay a debit memo equal to $50.00 per passenger below the Volume Guarantee minimum. B. Liability: Customer agrees to accept responsibility and/or liability for any tickets Customer issues that violate the terms and conditions of this Agreement, United’s Contract of Carriage or the fare rules applicableto any tickets issued by the Customer rising out of this Agreement. C. Official Airline: Customer agrees to designate and promote United to its eligible travelers as its Official airline, including but not limited to, promoting United on its web site, mailings and signage at the above Meeting(s). D. Productivity Travel Certificates: United will provide Customer with complimentary Travel Certificates.(Please see Attachment A) Certificates may not be sold, bartered,or transferred. Any user of Productivity Certificates agrees to be bound by United’s Contract of Carriage and any terms and conditions as stated on the back of each certificate. United’s Contract of Carriage and any terms and conditions on the back of a Productivity Travel Certificate is hereby incorporated herein by reference. 3. Calculations: All calculations arising out of this Agreement will be based on the data contained in United’s records. The data in United’s records will take precedence over the data in any other records. United reserves the right to update ticket prices as needed. 4. Eligible Travelers: Tickets must be issued to and used solely by individuals attending a defined meeting. Tickets may not be advertised, offered, sold, bartered or otherwise used by any other party. 5. Qualifying Ticket: Qualifying ticket means a ticket for travel on Airline(s) and (1) booked per applicable carrier fare rules, (2) plated on United’s (016) stock, (3) containing the proper tour code and booked in the relevant class of service as specified in the Global Distribution Systems/Computer Reservations Systems by the travel agency of record. 6. Meetings: With respect to this program, means each party agrees upon a meeting destination within the contracted travel period. 7. Service Class: Service Class refers to the first letter of the normal publicTariff published in Global Distribution Systems/Computer Reservations Systems. 8. Discounts on Qualifying Tickets are receivable at the time of ticketing. Reimbursements will not be received for discounts not applied at the time of ticket issuance. Discounts may not be used with any other program, promotion, discount or special offer (including, but not limited to Around the World, Circle Pacific, Military, Government, Internet only fares, Convention zone fares, Senior Citizen, Student, Infant, Group, Child, Agency or Industry Discounts, Tour Basing, Missionary, Journalist Fares and Standby Fares). A debit memo and/or invoice will be issued for tickets that do not abide by the terms and conditions of this Agreement and United’s Ticketing Instructions. 9. Change in Structure: It is the responsibility of United and Customer to notify the other, in writing on its respective letterhead, of any changes to its organizational structure including (but not limited to) any mergers or consolidations, the sale of all or substantially all of its assets or other transfers of control of United or Customer. Upon the written notice of change in its organization structure, both United and Customer shall review the terms and conditions of this Agreement to determine what amendments, if any, are necessary in light of the new organizational structure. 10. Confidentiality: Except in any proceeding to enforce any provisions of this Agreement or United’s need to share terms and conditions for the sole purpose of evaluating, implementing, and auditing this Agreement, neither party shall disclose to any third party this Agreement or any terms or conditions of this Agreement without the prior written consent of the other party, except for the Agency Ticketing Instructions, which may be disclosed to the Agency of Record (’AOR’). 2011 United Airlines Meeting Agreement 11. Trademarks and Logos: Neither United or Customer shall use any trade name, logo or service mark of the other without first obtaining the other party’s prior written approval of such use. 12. Non-Assignment: Neither United or Customer shall assign this Agreement or any right or obligation hereunder without the prior written consent of the other party. 13. Non-Waiver: The right of either United or Customer to require strict performance and observance of any obligations hereunder shall not be affected in any way by any previous waiver, forbearance or course of dealing. Exercise by either United or Customer of its right to terminate hereunder will in no way affect or impair its right to bring suit for any default or breach of this Agreement. 14. Force Majeure/Delay: Neither United or Customer will be responsible for delays or failure in performance caused by acts of God or governmental authority, strike or labor dispute, or for any other cause, whether similar or dissimilar, beyond the reasonable control of that party whose performance is affected. Notwithstanding the foregoing, United will not be liable to Customer for, and Customer hereby releases and waives any and all claims against United for any flight cancellation, schedule change, or other failure to accommodate any passenger arising under this Agreement. 15. Exclusion of Consequential Damages: Neither United or Customer will be liable for any indirect, special, incidental, or consequential damages, including lost revenues, lost profits, or lost prospective economic advantage, whether or not foreseeable and whether or not based on contract, tort, or warranty claims or otherwise, arising from any performance or failure to perform under this Agreement, and each party hereby releases and waives any claims against the other party regarding such damage. 16. Indemnification: Customer will indemnify and hold harmless United and its officers, directors, employees, and agents (the ’Indemnities’) from and against any and all liabilities, damages, losses, expenses, claims, demands, suits, fines, or judgements, including but not limited to reasonable attorneys’ fees, costs, and related expenses, which may be suffered by, accrue against, or be recovered from any of the Indemnities resulting from any claim or suit brought by any third party or parties arising out of or in connection with: (i) any failure of performance or wrongful performance by Customer of any of its obligations under this Agreement; or, (ii) any negligence or intentional or willful misconduct of Customer in connection with this Agreement. The indemnity and hold harmless obligations of Customer pursuant to this section are of a continuing nature and will survive the termination or expiration of this Agreement. 17. Governing Law: This Agreement and any dispute arising under or in connection with this Agreement, including any action in tort, shall be governed and construed by the laws of the State of Illinois, U.S.A., without regard to any conflicts of law principles which may direct the application of laws of any other jurisdiction. 18. Rules Governing Tickets: All air transportation tickets issued by Customer hereunder or otherwise shall be subject to: (a) the terms and conditions of this Agreement; (b) United’s Contract of Carriage; and (c) any rules and tariffs applicable to the general public for the class of fare purchased by Meeting Traveler. Tickets may not be issued or used within any governmental, regulatory or taxing jurisdiction in which such issuances or use violates any tariff, law, order, regulation or taxation policy. Customer hereby acknowledges that actions such as, but not limited to, hiddencity ticketing, beyond-point ticketing, back-to-back ticketing, cross border ticketing, fraud, speculative or abusive bookings and issuing tickets under this Agreement to individuals who do not qualify as a Meeting Traveler are in violation of the Contract of Carriage and this Agreement. If Customer engages in any such prohibited activity or fraud, United may terminate this Agreement immediately upon written notice to Customer and any benefits earned but not used by Customer under the terms of this Agreement will be forfeited. Customer agrees to return any unused, forfeited benefits to United upon United’s written request. Customer shall be responsible and/or liable for any violations for tickets issued that violate the terms and conditions of this Agreement, United’s Contract of Carriage or the fare rules or tariffs applicable to the fare issued by the Customer. 2011 United Airlines Meeting Agreement SPECIALIZED MEETING RESERVATIONS CENTER - Dedicated Meeting reservation agents are available 5 days a week from 8:00 a.m. to 10:00 p.m. (ET) Monday thru Friday at 1-800-521-4041. The specialized meeting reservations center will be closed on all major holidays. Please be sure to reference your MeetingsPlus ID Number. Each Mileage Plus member will receive full credit to their account for all their miles flown when attending this meeting. (United’s toll free reservations number is available in the U.S. and in Canada.) ATTACHMENT A SPECIAL PROMOTIONAL MATERIAL - As part of all MeetingsPlus Agreements, United can provide customized collateral in electronic format which promotes your meeting, identifies United as the official carrier of the meeting and provides pertinent reservation information to all attendees. CAR RENTAL DISCOUNTS - Hertz will offer, to the attendees of the contracted meeting, discounts of up to 20% off the applicable rental rates when reservations are made in conjunction with United Airlines air reservations. Discounts are available to post on your web site or in Meeting announcements. Please use Hertz Discount number CV 02R30006. For information on creating an on-line booking tool, please call Hertz at 1-888-444-1074. Please make sure you reference your United MeetingsPlus Discount number. PRODUCTIVITY TRAVEL CERTIFICATES 2011 Ticketing Instructions ALL TICKETS MUST BE ISSUED IN ACCORDANCE WITH THE TERMS OF THE AGREEMENT AND ACCORDING TO THE FOLLOWING TICKETING INSTRUCTIONS. FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN INACCURATE PASSENGER COUNTS. TICKET PRICES ARE GUARANTEED ONLY AT THE TIME OF TICKETING. 1. ALL TICKETS MUST SHOW UA AS THE TICKETING CARRIER. 2. ALL TICKETING MUST BE MARKED "VALID UA/UAX* ONLY", AND "VALID ONLY FOR TRAVEL "(USE THE INDIVIDUAL MEETING TRAVEL DATES FOUND ON ATTACHMENT “B” OF THIS AGREEMENT). 3. ALL TICKETS MUST SHOW THE APPROPRIATE TICKET DESIGNATOR, FARE BASIS CODE IN THE FARE CODE BOX AND TOUR CODE IN THE TOUR CODE BOX. 4. RESERVATIONS ARE SUBJECT TO AVAILABILITY AT THE TIME OF BOOKING AND MUST BE IN THE APPROPRIATE BOOKING CLASS. 5. ELIGIBLE COMBINATIONS ARE: UA to UA, UA to UA*, UA* to UA, UA* to UA*,UA to LH (intra-EUROPE only), UA* to LH (intra-EUROPE), LH (intra-EUROPE) to UA, and LH (intra-EUROPE) to UA*. 6. ALL APPLICABLE TAXES, SURCHARGES, CUSTOM USER FEES, PASSENGER FACILITY CHARGES AND SECURITY FEES MUST BE ADDED. 7. ANY OTHER AIRLINE SEGMENTS MUST BE ISSUED ON SEPARATE TICKETS. 8. ALL TICKETS SOLD IN CONJUNCTION WITH THIS AGREEMENT MUST BE SOLD TO ELIGIBILE PASSENGERS. AN ELIGIBILE PASSENGER IS DEFINED AS AN EMPLOYEE/AFFILIATE/ATTENDEE OF THE MEETING. IF THESE DISCOUNTS ARE USED FOR INELIGIBILE PASSENGERS, UNITED RESERVES THE RIGHT TO BILL THE OFFENDING PASSENGER OR THIRD PARTY AGENCY THE FULL APPLICABLE FARE OF THE DAY OF FLIGHT. 9. FARES ARE NOT GUARANTEED UNTIL TICKETED. 10. DEBIT MEMO AND/OR INVOICE WILL BE ISSUED FOR TICKETS THAT DO NOT ABIDE BY THE TERMS AND CONDITIONS OF THIS AGREEMENT AND UNITED'S TICKETING INSTRUCTIONS. 11. TICKETING ON UNITED.COM. VISIT WWW.UNITED.COM AND SELECT BOOK TRAVEL. ENTER PROMOTION CODE (XXXXX – MEETING TOUR CODE). CODE IS CASE SENSITIVE. CONTINUE WITH BOOKING AND TICKETING AS OUTLINED ON WEB SITE. APPLICABLE FOR U.S. AND CANADIAN BOOKINGS ONLY. FOR UNITED AIRLINES MEETINGSPLUS TICKETING FORMATS CALL YOUR GDS HELP DESK. 2011/12 Discounted Published Pricing Structure DOMESTIC-US 48 states, Hawaii & Canada Booking Class Discount Account Code Ticket Designator All Classes (F,J,A,C,D,Y-L) 5% MTG11 MTGL2 Over 30 Days Advance Ticketing A,Q,V,W 7% MTG11 MTGL3A M,E,U,H,F,J,C,D,Y,B 10% MTG11 MTGL2A INTERNATIONAL - Atlantic (US & foreign points of origin) Booking Class Season Discount Account Code Ticket Designator Low 15% MTG11 MD15 Shoulder 11% MTG11 MD11 High 7% MTG11 MD7 M,H,Q,V,W Peak 7% MTG11 MD7 J,C,D,Y,B All Year 10% MTG11 MD10 INTERNATIONAL (Pacific - US & foreign points of origin) Booking Class Season Discount Account Code Ticket Designator J,C,D,Y,B,M,H,Q,V All Year 7% MTG11 MD7 INTERNATIONAL (Latin and Caribbean including SJU and STT – US & foreign points of origin) Booking Class Season Discount Account Code Ticket Designator J,C,D,Y,B,M,H,Q,V,W All Year 10% MTG11 MD10 INTERNATIONAL (Mexico – US& foreign points of origin) Booking Class Season Discount Account Code Ticket Designator J,C,D,Y,B,M,H,Q,V,W All year 10% MTG11 MD10 TERMS & CONDITIONS 1. Discount only applies to US point of sale to domestic and international destinations UA flies online with the exception of the codeshare partners listed below. (No % off published discounted applicable to codeshare flights, with the exception of WP, LH, ZK) *Please note: Discount applies to true LH intra-Europe only. 2. Valid travel dates: 04/01/11 – 03/31/12, Valid ticketing dates: 05/01/10-3/31/12 3. Booking class as per published fares. 4. Blackout Dates* will not be eligible for the percent off published discounts and are specified below: D48: 11/18/2011-11/19/2011; 11/22/2011-11/23/2011; 11/26/2011-11/28/2011; 12/17/2011-12/24/2011; 12/26/2011-12/30/2011; 01/02/2012-01/03/2012 Canada: None To Hawaii: 11/17/2011–11/23/2011; 12/14/2011-12/26/2011 From Hawaii: 11/25/2011-11/29/2011; 12/26/2011-01/08/2012 To SYD/MEL: 12/01/2011-12/31/2011 *Blackout dates are subject to change 5. This program does not apply to any agency or industry discounts, Circle Pacific, Round-the-World or special status fares such as government, embassy, emigrant, group, military, tour basing, student, senior citizen, internet specials, missionary, journalist, etc. 6. All discounts should be calculated against the applicable fare prior to any taxes, applicable fees and surcharges. 7. All tickets must be plated on United (016) ticket stock. 8. % off published discount is subject to applicable published fuel charge. 9. All rules and restrictions governing published fares must be adhered to, no exceptions. 10. Discounts will not be paid retroactively. 11. No other up-front compensation will be paid to any entity for tickets issued under this program. Tickets issued under this program will not be eligible for any other up-front compensation and/or discount and/or promotions. 12. Select United Express markets may not be eligible for discounts. Page 10 of 11 Restricted UAX routes/carriers for Meeting Discount: (These routings may still be booked but without the Meeting discount.) Routing United Express Operating Airline Routing United Express Operating Airline Arcata / Sacramento SkyWest Medford / Portland SkyWest Martinsburg / Johnstown SkyWest Morgantown / Washington DC SkyWest Bakersfield / San Francisco SkyWest Ontario, CA / San Francisco SkyWest Binghamton, NY / Washington DC SkyWest North Bend / Portland SkyWest Chicago / Hancock SkyWest North Bend / San Francisco SkyWest Chicago / Wausau SkyWest Portland OR / Redmond SkyWest Chicago / Duluth SkyWest Portland OR/ Seattle SkyWest Chicago / Eau Claire SkyWest Philadelphia / Washington DC SkyWest Chicago / Fort Wayne SkyWest Redding / San Francisco SkyWest Chicago / Saginaw SkyWest Redmond / San Francisco SkyWest Chicago / Milwaukee SkyWest San Luis Obispo / San Francisco SkyWest Chicago / Muskegon SkyWest State College, PA / Washington DC SkyWest Chicago / Paducah, KY SkyWest Staunton / Washington DC SkyWest Chicago / Springfield SkyWest Allentown / Washington DC Colgan Charlottesville WVA / Washington DC SkyWest Arcata / Crescent City Colgan Clarksburg / Morgantown SkyWest Martinsburg / Washington DC Colgan Charleston / Washington DC SkyWest Asheville / Chicago Colgan Denver / Gillette SkyWest Beckley / Staunton Colgan Denver / Midland TX SkyWest Beckley / Washington DC Colgan Denver / Milwaukee SkyWest Crescent City / San Francisco Colgan Denver / Rock Springs SkyWest Chico / San Francisco Colgan El Paso / Los Angeles SkyWest Clarksburg / Washington DC Colgan Eugene / Portland, OR SkyWest Carlsbad, CA / Los Angeles Colgan Fresno / Las Vegas SkyWest Wausau, WI / Eau Claire Colgan Spokane / Seattle SkyWest Imperial / Los Angeles Colgan Harrisburg, PA / Washington DC SkyWest Las Vegas / Palm Springs Colgan Imperial / Yuma SkyWest Modesto, CA / San Francisco Colgan Johnstown / Washington DC SkyWest Pasco, WA / San Francisco Colgan Lost Angeles / Monterey SkyWest San Francisco / Sacramento Colgan Los Angeles / Santa Barbara SkyWest White Plaines, NY / Washington DC Trans States Los Angeles / San Luis Obispo SkyWest Parkersburg / Washington DC Trans States Los Angeles / Yuma SkyWest Klamath Falls / Portland, OR SkyWest Klamath Falls / San Francisco SkyWest LOCAL or point-to-point markets will be restricted on above UAX markets. In addition below are other examples of situations where we may or may not permit travel on the local or connecting paths listed above. Permitted: ~ Passengers continuing on to a different location are still able to book percent off published fares. For example, CHI-MKE is a restricted market; however, a passenger traveling from MKE-LAX (with a connection in Chicago) is permitted. ~ Two local restricted markets on different carriers. For example, ABE-WAS is Colgan operated and HAR- WAS is operated by Trans States. Therefore ABE-HAR is permitted. Not permitted: ~ Passengers traveling on two local, restricted markets which are operated by the same carrier. For example, both ABE-WAS and HPN-WAS are restricted Colgan markets. HPN-ABE would not be permitted.