Jakarta, 24 January 2024

No: 086/GMJK/NA-LOA/I/2024
PT Pelabuhan Samudera Palaran

Address : Jalan Diponegoro, RT. 018, Kel. Bukuan, Kec. Palaran, Kalimantan Timur 75241
Phone : +62 541 6212299
Mobile :-
Email :-
Attention : Mr. Eko

Subject : Letter of Agreement for Event PT PSP on 26 January 2024

We are delighted to learn that PT Pelabuhan Samudera Palaran has selected Grand Mercure Jakarta Kemayoran (hereinafter, the
“Hotel”) as the venue for Meeting on 26 January 2024 (hereinafter, the “Event”). This agreement is made and entered into, by and
between Grand Mercure Jakarta Kemayoran and PT Pelabuhan Samudera Palaran (hereinafter, the “Organizer”), whereby the
Organizer desires to engage the facilities and services of the Hotel and the Hotel agree to furnish facilities and services as stated in this
agreement to accommodate the Event (hereinafter, the “Agreement”).

I. FUNCTION ARRANGEMENT
EVENT NAME : PT. PELABUHAN SAMUDERA PALARAN

A. FUNCTION SPACE BLOCKED & ITINERARY

Start No of
Date End Time Function Setup Venue
Time pax
14:00 18:00 Coffee Break Package U-Shape 10 Tulip 1
14:30 15:30 Afternoon Coffee Break Standing 10 Pre Function
26 January 2024 14:00 18:00 Halfday Meeting U-Shape 20 Tulip 1
14:30 15:30 Afternoon Coffee Break Standing 20 Pre Function
18:00 19:00 Dinner (Buffet) Buffet 20 Cattapa Resto

B. CONDITIONS
 A program outline will be provided to the hotel by the Organizer not less than 3 (three) days prior to the function date.
The Organizer shall finalize with the hotel all menu selections, attendance and other special arrangements not later than 30
(thirty) days before the function date.
 The final guaranteed minimum number of persons attending each function should be submitted by 3 (three) days prior to
the event.
 This is the minimum number of guests you will be charged for with any additions being charged accordingly.
 It is noted that banquet space not reserved by the Organizer shall be made available for use by other guests.
 Specific venues have been allocated for the function/s. Should attendance indicated in the Banquet requirements change,
the Hotel will first consult with the Organizer to assign space as will be suitable for the Organizers requirements.
 All Food and Beverage service for the function/s within the Hotel must be provided by the Hotel in accordance with the
Hotel’s prevailing prices for such services.
 The hotel Run Down Document and Event Orders will summarize your operational instruction and upon approval from
yourself or your Organizer, will form the basis of know catering and miscellaneous charges.
 It is noted that the Hotel does not allow any type of food & beverage to be brought into the Hotel by the guests or
Organizer.
 Any promotion materials and display cannot be posted, tacked, nailed, screwed or attached on columns, wall, floor or
other parts of the hotel’s building or furniture and agree not to smoke in prohibited area and that will be charged IDR
1.000.000 Net / Case if found smoking.
The client is responsible for the guest and any other organizers organized by the client for the event. Any other demaged
of the hotel’s properties caused will be charged according the damage.
 The client is fully responsible for the meeting activity, and hotel have no obligation caused by the meeting activity.
  All room keys should be returned to Front Desk upon check-out. Should there be un-returned keys, a penalty of IDR
50.000/key will be charged to the committee/company

 NON RESIDENTIAL MEETING – HALFDAY MEETNG PACKAGE

Exclusive offer at IDR 550.000 net per person per day
Inclusive of :
 The above rates are inclusive with the prevailing 11% government tax and 10% service charge
 The function room usage for max 4 hours
 1 (two) X coffee break with 3 choices snack
 Lunch buffet at Catappa Restaurant
 NON RESIDENTIAL MEETING – COFFEE BREAK MEEITNG PACKAGE
Exclusive offer at IDR 350.000 net per person per day
Inclusive of :
 The above rates are inclusive with the prevailing 11% government tax and 10% service charge
 The function room usage for max 4 hours
 1 (two) X coffee break with 3 choices snack
MEETING PACKAGE BENEFIT :
 Notepad & pen (on 1st day of event only), candies and mineral water
 1 (one) flip-chart or whiteboard with markers
 Standard sound system and maximum 2 (two) microphones with basic audio
 Complimentary 1 (one) Screen & 1 (one) LCD Projector
 Reception table set-up at pre-function room

II. EXPENSE ESTIMATION

ESTIMATED EXPENSES ON MASTER ACCOUNT

No of Price per Day /

Date Package Total
Pax Person Night

HALFDAY MEETING
(2x Coffee Break + 1X Meals) 10 550.000 1 5.500.000
26 January 2024
COFFEE BREAK MEETING
(1x Coffee Break) 5 350.000 1 1.750.000
TOTAL ESTIMATED EXPENSES 7.250.000

III. DEPOSIT & CANCELLATION POLICY

A. DEPOSIT & PAYMENT

 MASTER ACCOUNT
It is understood that the Organizer will be responsible for all room accommodation and meeting package charges and
all applicable taxes. Guest incidental charges (i.e telephone, minibar, laundry) will be settled by individual account upon
departure by having guest credit card upon check in. Any authorized charges by the authorized signatory will also be
billed to the Master Account; the authorized signatory is to be advised.
PAYMENT
The Organizer shall make the following payment to the Hotel according to the schedule set below :

Payment Due Payment Description Amount

A further 50 % down Payment from total anticipated
charges inclusive of taxes and services charges is required -
to be received by the Hotel.
Full amount of payment from total anticipated charges is
25 January 2024 IDR 7.250.000
required to be received by the Hotel.
Any outstanding charges must be settled by the Organizer upon group departure. The Hotel reserves the right to charge
 the same credit for any cancellation charges OR if the master account is not fully settled upon group departure or within
the stipulated 14 days according to agreed payment condition.
The Hotel will require deposit and / or Guarantee Letter from The Organizer on 25 January 2024.
Hotel reserve the right at our sole discretion to cancel the booking without prior notice should the down payment and / or
Guarantee Letter is not receive by Hotel on 25 January 2024..
 INDIVIDUAL ACCOUNT
It is understood that individual guests will be resposible for their own rooms and all applicable taxes as well as all other
incidental expenses (i.e. telephone, minibar , laundry).
All charges incurred will be settled by individual guests upon departure. Upon receipt of the rooming list, (or final
rooming list), all guests must be guaranteed with their credit card number and expire date.
B. SETTLEMENT
Upon confirmation the hotel would require one of the following :
 GUARANTEE LETTER
Kindly forward a Guarantee Letter on company letterhead signed by the authorized signatory stating all master account
charges will be the responsibility of and settled by the Organizer upon group departure or 7 days upon guest check out. If
you have an approved Credit Facility with The Hotel, the terms & Conditions on Deposit Clause for Master Account is applied.
 CREDIT CARD
The Hotel will post the initial non-refundable deposit towards the credit card given (please ensure sufficient credit limit is
granted). The hotel will continue to use the same credit card to post future deposits while guarantee the entire group
booking.
The hotel reserves the right to charge the same credit card for any cancelation charges or if the master account is not fully
settled upon group departure or within 7 days.
Please return the hotel Credit card Payment Authorization Form (CCPAf) with copy of credit card (front and back sides),
authorized signatory of credit card holder and copy of identification Card Copy of Passport is required for foreigners.
 PAYMENT
Settlement of Group Master Account (s) can be made in the form of cash or bank Draft or Telegraphic Transfer. Credit card
settlement of the group Master Account will only be accepted if previous arrangements have been made with the Hotel.
C. BANK DETAIL
Upon signing of this Agreement, the Organizer shall deposit with the Hotel, in the form of a bank draft or Telegraphic Transfer
to the following bank account.
IDR ACCOUNT
Beneficiary : PT. MEGAH MITRA SUKSES
(Grand Mercure Jakarta Kemayoran)
Bank Name : Bank Central Asia (BCA)
Branch : KEM Tower
Account No : 684.097.1111
D. CANCELLATION
The Organizer acknowledges that when the Hotel reserved the function space on behalf of the Organizer, the Hotel does so at
the exclusion of other business.
The Organizer also understands that the Organizers’ cancellation of this agreement will cause the Hotel to lose room rental
revenue and other revenues associated with the sale of food, beverage and other Hotel service.
The parties agree that the exact revenue lost cannot be determined at this time, thus the following cancellation charges are
good faith estimates of losses the Hotel will suffer as a result of cancellation by the Organizer. In the event of cancellation
covered by this section only, the charges set forth below will be due and payable as liquidated damages to the Hotel within 2
(two) weeks the Hotel’s invoice.
Cancellation charge will be applied if cancellation is made after signing the contract
Event & Group Cancellation Cancellation Free
2 working days prior to arrival date 100% anticipated room, food and beverage revenue.
3-8 working days prior to arrival date 75% anticipated room, food and beverage revenue.
14 days prior arrival date 50% anticipated room, food and beverage revenue.
 E. TAX FLUCTUATION
In the event the Government and/or the Local Authority impose such taxes and/or levies at any time in the future during the
term of this Agreement and requires the Hotel to pay such Taxes and/or collect the same from this Organizer/guests on behalf
of the Government/Authority, the Hotel reserves right to recover the same from the Organizer or to collect the same from your
individual Guests with prior notification.
It is specifically agreed that merely by reason of having entered into this Agreement with the Hotel at this date, no exemption
is deemed to have been granted to the Organizer towards the payment of any future taxes and/or levies imposed by the
Government or any local Authority.

IV. TERMS AND CONDITION

A. CONDUCT OF FUNCTION
The Organizer must conduct the Function in an orderly manner, in full compliance with the applicable laws, and comply and
ensure compliance by all persons in attendance with the same and with all reasonable directions of the Hotel. The Organizer
must ensure no disturbance or nuisance will be caused to the hotel or any of its guests or visitors or neighbors. The Hotel is
entitled to remove any person from the Event whose behavior, in the opinion of the Hotel, is objectionable, improper or
undesirable.
B. INDEMNITY AND HOLD HARMLESS
The Organizing Committee indemnifies the hotel and its its subsidiaries, affiliates and its agents, contractors and employees,
against any and all claims, actions, damages, loss, liability, cost charge, expense, outgoing or payment (including legal costs and
expenses) whatsoever which Grand Mercure Jakarta Kemayoran Hotel pays, suffers, incurs or becomes liable for in relation to
the negligence on the part of the Organizing Committee, its agents, contractors or employees.
C. DAMAGE TO COMPLEX
The Organizer will be responsible for all damage caused either to the Venue or any other part of the Complex by any persons
in attendance at the Event (other than those under the control or direction of the Hotel) or any contractors engaged by the
Organizer for the Event and must immediately pay to the Hotel on demand the cost of rectification of any damage.
The Organizer must obtain the prior written consent of the Hotel before it engages any contractor for the Event. Where the
person organizing the Event is not the Organizer, that person warrants that it has the authority to enter into this agreement on
behalf of the Organizer.
D. DEFAULT
If the Organizer fails to pay any moneys due under this Agreement or otherwise does not comply with its terms, the Hotel may
terminate this Agreement and forfeit any deposit.
E. ADVERTISING
The Organizer shall not use the name, trademark, logo or other proprietary designation of Grand Mercure Jakarta
Kemayoran Hotel in any advertising or promotional materials with out the prior written approval of the Hotel. The Hotel
shall accept the same restrictions with respect to the use of the Organizer’s name, trademark or logo and other proprietary
designation.
F. DELIVERIES
Special arrangements must be made for receiving any equipment, goods, displays or other materials, which will be sent,
delivered, or brought into the Hotel. Failure to do this may result in deliveries being refused or materials being unavailable
when required. Our Receiving Dock is open from 7.00am to 6.00pm, Monday through Friday. Advance arrangements must
be made for weekend deliveries. Please refrain from shipping materials more than 3 (three) days prior to the function date.
Any materials being sent to the Hotel must be marked as follows:
HOLD FOR ARRIVAL
COMPLETE RETURN ADDRESS
ADDRESS PACKAGE AS FOLLOWS:
ATTN: Mr. Eko
PT Pelindo
C/O GRAND MERCURE JAKARTA KEMAYORAN HOTEL
Jl. H. Benyamin Sueb Kav B-6 Superblok Mega Kemayoran
Central Jakarta – INDONESIA
Handling charges may apply. The Hotel does not accept any liability for equipment, goods, displays, or other materials, which
fail to arrive at the Hotel. The Organizer is responsible for insuring its property for loss or damage.
G. GOVERNING LAW AND JURISDICTION
The parties agree that this agreement shall be governed and construed in accordance with the laws of Indonesia and hereby
submit to the jurisdiction of the courts of Indonesia.
H. SECURITY
The Organizer acknowledges that Grand Mercure Jakarta Kemayoran Hotel cannot be responsible for the safe keeping of
equipment, supplies, written material or other valuable items left in the function rooms. Accordingly, the Organizer
acknowledges that it will be responsible to provide security of any such aforementioned items and hereby assumes the
responsibility for loss thereof.
I. ALL MEETING PLANNER
Your events. Your rewards.
Join the ALL Meeting Planner and earn points every time you organize an event.
Book workspaces wherever you need, whenever you want.
2,400 hotels across the world, from luxury to budget-friendly.
JOIN NOW - ALL MEETING PLANNER

ALL MEETING PLANNER OFFERS

Enjoy 2X Reward points for any social celebrations or business meetings you are planning at over 300 participating Accor
hotels in Southeast Asia, Japan and South Korea from now until 31 December 2024.
JOIN NOW - THE CHOICE IS YOURS
Membership Number :
Kindly send us also the copy of your membership card for us to proceed the point redemption of your event.

J. ACCEPTANCE
The terms of this agreement shall be binding upon the hotel only if the agreement is dully signed by the Organizer together
with the company stamp and returned to the hotel on or by the latest on 25 January 2024 before 12.00 pm.
Additional specifications, supplemental charges and/or requirements may be added from time to time and will act as an
addendum to this agreement not withstanding that certain specification, supplemental charges and/or requirements may not
be finalized or agreed upon event held.

AUTHORISED SIGNATORY ON BEHALF OF THE HOTEL

PROPOSED BY:
Nisa Ariffa

Sales Manager
Phone : +62 21 2260 111 (ext 1305)
Mobile : +62 811 1330 0984
E-mail : [email protected]

AUTHORISED SIGNATORY & COMPANY STAMP

ON BEHALF OF PT PELINDO

ACCEPTED & AGREED BY,

Name :

Designation :

Date :