 |
Status |
tentative, first option, or definite |
|
Room block |
how many rooms, start and end dates |
|
Current group rate |
rates for singles/doubles over meeting dates |
|
Current rack rate |
highest rate |
|
Inflation cap per year |
agree on this also before signing |
|
Staff rooms |
rooms at usually 50% off group rate |
|
Cancellation/Attrition/Slippage clauses |
Avoid any clauses that promise group will pay if
block is not met. Take slippage language seriously, it could seriously
impact your budget. |
|
Reservation cut-off date |
usually 3-4 weeks before first arrival day |
|
Rates apply after cut-off |
no one from GSA should pay more |
|
Deposit requirements |
avoid deposits that require first AND last night’s
stay, review deposit refund policy carefully |
|
Complimentary rooms |
Standard is 1:50 (one room for every 50 paid rooms.) |
|
Cancellation, liability, and damage clauses |
Use "force majeure" clauses to make
both parties responsible, refer to sample contracts for wording. |
|
Meeting space |
Put in writing each room you will hold and exact
times they need to be available. Be realistic about room needs, don’t
hold space the group won’t need. |
|
ADA |
Include clause to ensure hotel is ADA compliant |
|
Rental charges |
Meeting space fees are negotiable but depend on
realistic room pick-up. Avoid any open-ended language such as "may
be charge on a sliding scale." |
|
Release of meeting space |
Hotels yank space frequently, protect your meeting
by putting everything in writing! |
|
Lobby and public areas |
Don’t assume they belong to your group, ask. |
|
VIP services and upgrades |
Available for the asking on limited basis - flowers,
n/c health club, newspapers, airport pickup, free parking, etc. |
|
Food and beverage |
Be clear about expected sales, work from your group’s
past history figures. |
|
Negotiate |
Be firm and reasonable in negotiating language
you don’t like in the contract. Get the right deal BEFORE you
sign. |