When planning a big event, securing a hotel room block is a crucial step in ensuring your guests have a comfortable and convenient experience. However, before finalizing any agreements with a hotel, it is important to review and understand the hotel room block contract. A sample contract can help you get a sense of what to expect and what you should be looking for in the document.
Typically, a hotel room block contract outlines the terms and conditions of reserving a certain number of rooms at a negotiated rate for a specific period of time. The contract will include details such as the dates of the event, the number of rooms to be reserved, the room types and rates negotiated, and the cancellation policies.
Here are some key sections to look for in a sample hotel room block contract:
1. Room block details: This section should include the total number of rooms being reserved, the types of rooms available, and the rate per night. Make sure this section matches the terms you agreed to with the hotel representative.
2. Reservation procedures: This section outlines how guests can make reservations within the room block, including the procedure for accessing the discounted rate. It may also specify the deadline for making reservations and how to modify or cancel reservations.
3. Cancellation policies: This section outlines the hotel`s policies regarding cancellations and the penalties associated with canceling reservations within a certain timeframe. It is important to understand these policies to avoid any surprises or unexpected charges.
4. Attrition rate: The attrition rate is the percentage of rooms in the block that must be sold in order to avoid a penalty. For example, if the attrition rate is 80%, and only 70% of the rooms are sold, a penalty may be applied. Make sure to understand the attrition rate and how it may impact the contract.
5. Liability and indemnification: This section outlines the responsibilities of both the hotel and the event organizer in the event of any damages or injuries occurring on the property. It is important to review this section carefully and consult with legal counsel if necessary.
Overall, understanding the hotel room block contract is an important part of planning a successful event. By reviewing a sample contract and paying close attention to the details, you can ensure that your guests have a seamless and enjoyable experience.