Posted on May 8, 2018
In order to book the city you want and your preferred dates, more and more groups are having to contract their hotels farther out. With this in mind, you should always protect your group with an Annual Guestroom and Meeting Space Review. That way all of your group room numbers and meeting space are blocked correctly. Check out my great TIPS below on how to PROTECT LONG-TERM CONTRACTS WITH AN ANNUAL GUESTROOM AND MEETING SPACE REVIEW
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 your meeting space and your group room block without liability based on your most recent meeting history.
2. TRACE OUT IMPORTANT DATES…This type of contractual 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. YOUR HISTORY IS IMPORTANT…Your hotel should provide your room pickup history, your meeting space usage and your food and beverage revenues. These numbers are vital if this clause is going to work for you.
4. THIS IS 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.
HERE IS A GREAT ANNUAL GUESTROOM AND MEETING SPACE REVIEW CONTRACTUAL CLAUSE TO USE:
ANNUAL GUESTROOM AND MEETING SPACE REVIEW
The Group and the Hotel agree to review the 201_ guestroom pickup data and meeting space usage within 60 days (date) of the completion of the 201_ Meeting. If the 201_ guestroom pickup was significantly (+/-10%) increased or decreased, then both parties agree to adjust the guestroom block and meeting space requirements up or down without penalty based on availability. The revised guestroom 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.