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Home / Meeting Planner Tip of the Month  / Protect Long-Term Contracts with an Annual Room Space and Block Review

TIP #2 QUESTIONS:
*When do I need an annual room & space block review?
*What annual information do I need to provide to the hotel?
1.   PROTECT YOURSELF…If you are booking a meeting more than one year out, you need to protect yourself and your company through this clause.  This allows you to adjust meeting space and your group room block based upon your most recent meeting history.
2.   TRACE OUT IMPORTANT DATES…This type of clause means nothing if you don’t trace out the date to communicate with the hotel your most recent meeting history.  Your liability is also your responsibility!
 
3.   NOT NEEDED FOR EVERY CONTRACT…Please note that this clause is only good for meetings booked more than one year out and preferably before your last meeting has happened.  For short-term meetings, this clause is not needed.
 
GREAT CONTRACTUAL CLAUSES TO USE:
 
(1) ANNUAL ROOM AND SPACE BLOCK REVIEW
The Group and the Hotel agree to review the room and meeting space commitment annually.  On these dates, the parties will evaluate the room and space commitments based on research of the Group’s previous usage, current pick-up to date and other relevant factors.  If necessary, and subject to availability, the Group shall be able to make any necessary adjustments to the room and space block.  Any adjustments to the room block will result in a proportionate adjustment in the Group’s meeting and function space block.
(2) ANNUAL ROOM AND SPACE BLOCK REVIEW
The Group and the Hotel agree to review the 200_ sleeping room pickup data and function space usage within 60 days (date) of the completion of the 200_ Meeting.  If the 200_ sleeping room pickup was significantly (+/-10%) increased or decreased, then both parties agree to adjust the sleeping room block and function space requirements up or down without penalty based on availability. The revised block becomes a new block for attrition purposes.  The Hotel will notify the Group of any other pending group bookings over the same Group meeting dates for the purposes of allowing the Group to assess its current meeting space and room block requirements. If Group deems it necessary to increase either one, than the Group will have first option to do so prior to the hotel committing additional space or rooms to another group.
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