Hotel Contract for Guest Room Accomodations

Guest Room Accommodations

1.1       This Agreement applies to the following block of rooms (the “Room Block”); however this does not constitute a guarantee or representation by the Group that all of the rooms held in the Room Block will be reserved or occupied by Meeting attendees in the pattern set below.  The Hotel shall, on a regular basis, advise the Group of the number of rooms reserved in the block and the number available.

Date	Day of Week Month/Year	Day of Week Month/Year	Day of Week Month/Year	Day of Week Month/Year	Day of Week Month/Year	Day of Week Month/Year
Single/Double Occupancy	# of Rooms	# of Rooms	# of Rooms	# of Rooms	# of Rooms	# of Rooms
Club Upgrades	# of Upgrades	# of Upgrades	# of Upgrades	# of Upgrades	# of Upgrades	# of Upgrades

Total Room Nights:  XX

1.2       The Group may increase the Room Block by up to XX percent (XX %), on a space available basis, at the Group Rate as defined below.  Such increase shall be confirmed in writing and signed by the Hotel and Group.  In no case shall the Room Block be reduced except in writing signed by the Group and the Hotel.

1.3       All rooms used by persons attending or working at the meeting shall be counted in the Room Block on a cumulative basis.  These include, but are not limited to: all cancellations billed (“no shows”); all persons who, for whatever reason, do not receive the Group rate (e.g. late reservations, corporate rates, government rates, etc.); and all persons “walked.”

1.4       The Hotel agrees to contact the Group in writing to review the Room Block commitment on or before (the “Room Block Review”):

           

Day, Month, Year	30 days after (YEAR) conference*
Day, Month, Year	30 days after (YEAR) conference
Day, Month, Year	30 days after (YEAR) conference

* If you are contracting for a conference that occurs annually and this Agreement is for four years out, you will want to review the room block after each year prior to the contract year.

Day, Month, Year

6 months prior to conference

           

1.5       Upon each Room Block Review, the Group has the right to increase or decrease the Room Block up to XX percent (XX %) as well as make corresponding changes to the Schedule of Events. Such changes to the Agreement shall be confirmed in writing and signed by the Hotel and the Group.

If you have exhibitors who plan on hosting events during your meeting, add:

Suite Approval: The hotel shall not assign or approve any suite request over the meeting dates without obtaining the prior written approval of Group. 

1.6       Baggage Storage: Baggage will be stored at no charge for early arrivals and late departures.