Hotel/Motel Contract Guidelines

Any written agreement should include the following basic information:

  1. Hotel Property

    2.  

  2. GSA Event Details

    3.  

  3. Group's arrival and departure dates

    4.  

  4. Sleeping Room Reservations and Arrangements
    1. Room Night Pattern
      EXAMPLE:
      Size of Room Block: 35 single and double rooms
      DATES
      Oct.28
      Oct.29
      Oct.30
      DAYS
      Th
      Fri
      Sat
      SINGLE RMS
      2
      20
      20
      DBL/DBL RMS *
      –
      15
      15
      TOTAL
      2
      35
      35
      *Dbl/Dbl = 2 double or 2 twin beds, not 1 bed for 2 people.
      Note: The requirement for early arrivals (e.g., field trip leaders) needs to be specified.
    2. Property Rates and Deadlines
      • Rates for single and double occupancy.
      • Cut-off or cancellation date for holding the specific block of rooms.
      • The hotel contact and the GSA contact will decide on a release of rooms after the cut-off or cancellation date. It is very important to cancel the rooms that are not needed by the cancellation date. Otherwise the motel will charge you for the unused rooms!
      • Check-in and check-out times.
      • Complimentary rooms. Usually 1 complimentary room is given for 15-20 rooms booked.
      • Deposit requirements. Some properties require a deposit. We suggest limiting this to 25% of the estimated balance due, payable 30 days prior to arrival.
      • Final payment options: Consult with General Chairman or Section Secretary.
      • Cancellation policy. Establish the day/date when the block may be cancelled or changed without penalty. Would the deposit be returned in its entirety? If cancellation occurs after the deadline, what would the penalty be? What would the status of the deposit be? If possible, use the section meeting's preregistration cancellation deadline as a guideline date.
      • Requirements for room list. Establish the date that names are due to the property if you are making arrangements for the property to preregister guests. This makes it possible for the hotel to have room keys ready upon arrival, thereby eliminating check-in delays.

    5.  

  5. Meeting Room Requirements
    1. Specify the day, date, and time the room will be used. Include the number of persons expected.
    2. Identify the type of meeting room set-up you want: banquet, classroom, theater style. Also let the motel know if you need audio-visual equipment. Specify if you expect the hotel to supply a 35-mm projector or other equipment.
    3. Specify whether there will be a service charge or meeting room charge of any kind. (If you are using a good size sleeping room block relative to the property, and/or catering at the property, the property usually does not charge for the meeting room.)

    6.  

  6. Meal Functions
    1. Specify the food functions, including box lunches, that will be needed with the day, date, times, and estimated number of persons at each function-including the total time the room will be in use-even after the meal.
    2. Specify the current cost of meals, plus gratuity and state/local taxes. Room set-up fee?
    3. For budgeting purposes, the property should estimate the percentage increase that will be likely to apply to the final food and beverage quote because many properties will not give firm prices until three months prior to the event. (Frequently, you can name a budget limit and the food service people will adapt to your limits.)
    4. Understand the meaning of meal guarantees and the deadlines for changing your original estimates. You may negotiate a 5% overset to cover last minute arrivals-such as spouses. (Example: If you guaranteed 20 meals, most restaurants would overset one extra meal, or 5% of 20.)

    7.  

  7. Miscellaneous
    1. Luggage storage. Specify if special arrangements are needed.

    8.  

  8. Other helpful contract phrasing:
    1. "The facility is subject to complying with all applicable municipal, local , state, and federal fire codes and regulations."
    2. "The facility agrees to give reasonable and adequate notice of any construction or remodeling to be performed that might interfere with GSA's arrangements for meeting facilities or sleeping rooms. Failure of the facility to meet this standard of notice would be cause for GSA to cancel at any time without penalty."
    3. "This agreement will bind both GSA and the facility and may be cancelled by either party only upon the written notice at least _____ (years, months, weeks, or days) prior to the arrival date, or no later than __________ (specific date)."
    4. "This agreement will be in force even if there is a change in management or ownership of the motel property. GSA will have the right to cancel, however, if the quality or the type of service offered changes substantially from this agreement."

 

©2006 The Geological Society of America®, Online Section Manual