THE CONTRACT

							THE CONTRACT

Contracts are legally binding documents…be sure you review it carefully before signing. If you would like
something else in the contract, ask for it. You might get it. Here are some tips to remember.

        A contract is written to cover the person or entity that is offering the contract. It is up to you to make it
         acceptable for your purposes.
        Allow dates for early arrivals, late departures in your room block.
        The usual cut-off dates for hotel reservations at the prices you have negotiated vary from 14 to 30 days
         out from the meeting. The most usual date is 21 days. Most reservations for state and regional meetings
         are made as a last minute thing. Urge your membership to sign up early in order to get convention rates.
        Do not assume meeting space is complimentary. Have it clearly stated in the contract.
        If you have an agreement pertaining to complimentary rooms (or any-thing) with the hotel salesperson, be
         sure that appears in your contract. The turnover in hotels is fast, and your contacts at the hotel could
         change 3 or 4 times before your meeting actually gets there.
        Negotiate for a limited number of rooms at 50% of group rate (number generally dependent on size of
         room block.)
        Be sure complimentary rooms are figured on a cumulative rather than daily basis.
        Check out your cancellation clause carefully, recognizing your liability in the event of cancellation or
         significant reduction.
        Do not sign a contract that includes a meeting rate UNLESS that is the rate you wish.


ROOM ACCOMMODATIONS

Single                  Single occupancy

Double                  Double occupancy

Double/Double           A room with two beds

Queen                   A room with a queen-sized bed

King                    A room with a king-sized bed

Jr. Suite               Large room with a partition separating bedroom furnishings from the sitting area.

Suite                   Usually composed of a parlor and a bedroom

Parlor Suite            A parlor connected to one or more bedrooms. When requesting a suite, always designate
                        the number of bedrooms needed.

Hospitality Suite       A parlor used for entertaining with connecting bedrooms

Parlor                  A living or sitting room not used as a bedroom.
ROOM RESERVATIONS

Guaranteed payment reservation             A room is set aside by the property at the request of the customer in
                                           advance of arrival. Payment for room is guaranteed and will be paid
                                           even if the guest does not arrive, unless the accepted procedure is
                                           adhered to. The person canceling a guaranteed reservation should
                                           receive from the property a cancellation.

Credit card guaranteed reservation         Requires guests to authorize payments by giving their credit card
                                           numbers. This practice allows the hotel to know how many rooms
                                           will be occupied at any given time and also holds the guest’s
                                           reservation if she/he arrives late.

Confirmed registration                     An oral or written confirmation by the property that a reservation
                                           registration has been accepted (written confirmation is preferred). If
                                           the guest arrives after 6:00pm (usually a check-in deadline) and the
                                           property is filled, efforts will be made to secure alternate
                                           accommodations in another property. This does not apply to guests
                                           who have specified a late arrival.


NEGOTIATIONS & ARRANGEMENTS
Letter of agreement         Letter from the buyer accepting the proposal. This may be the
                            hotel’s proposal initialed by the buyer. No legal agreement exists
                            unless both sides have exchanged letters or duplicates of letters have
                            been okayed.

Cut-off date                               The designated day when the buyer (upon request) must release or
                                           add to function room or bedroom commitment.

Rooming List                               A list of names submitted by the buyer (in advance) of guests to
                                           occupy the previously reserved accommodations. On Certain types
                                           of groups, rooming lists should be sent to the hotel at least two
                                           weeks prior to arrival.

Commitment                                 The detailed arrangements hotel and/or buyer have agreed upon.
                                           Same as proposal or agreement, but not used in the legal sense.



AVOID HIDDEN EXPENSES IN HOTEL CONTRACT
Even the best-negotiated contract with a hotel may contain some hidden costs. While it may be impossible to
spot them all, here’s a list of some of the extra charges that can find their way into a meeting contract:

      Labor
   Staff food and beverage
   Taxes
   Overtime
   Additional printing
   VIP hospitality
   Badge cases
   Rehearsal costs
   Flowers/centerpieces
   Sleeping rooms have comps
   Tables
   Chairs
   Movement of walls
   Staging, lighting
   Insurance
   Marquee usage
   Internal communications
   Linens
   Heating/air conditioning
   Meeting rooms
   Resets
   Water
   Pads and pencils
   Gratuities
   Staff rooms
   Subsistence of service contractors
   Contributions, donations
   Legal fees
   Small meal surcharge
   Baggage charge
   Corkage fee
   Auditing charges
   Medical service
   Cost of walkie-talkies
   Ashtrays