Meeting Sites Resource

Audio/Visual Electrical Requirements

• Be sure fees for lighting and other fees that may be incurred for electrician, equipment and other support personnel or equipment is provided in the contract
• Know all fees that could pertain to your meeting
• Ask if hotel is union. If so, ask how union labor will support your meeting and what are the costs involved.

Function Space
Outline all meeting and event space as confirmed in request for proposal (RFP) and/or site inspection

• Detail specific room(s), dates & times
• No room change (without your approval)
• Define "break-out" rooms
• Room rental/set-up fees
• Approval of other social functions in adjoining rooms/foyer areas
• Complimentary meeting/event space based on percentage room pickup (start with complimentary space with 80% guestroom pickup)
• Define “sliding scale” room rental rate structure (actual dollar amounts)

No Walk/Relocation
“Walking” confirmed reservations occur when hotel is oversold

• Include “no walk” clause
• Relocation clause/financial responsibility
• Guest relocated to hotel of similar/better quality

Cancellation (see mitigated vs. liquidated damages/resell)
In the event meeting is cancelled or postponed:

• Cancellation clause in every contract
• Compensation if reasons are other than termination/ Force Majeure
• Determine a fair formula: Flat fee, peak room night revenue, sliding scale, percentage of total revenue
• "anticipated lost revenue" defined, not exceed the profit margins of the hotel & include sales tax
• Establish criteria and methods that hotel will recoup revenues against the cancellation fee
• Identify a specific timetable for another meeting (of similar profile) can be booked without penalty
• Define cancellation compensation if hotel defaults and does not honor your contract
• Always include resell clause
• Conduct hotel audit to verify rooms resold/credited to account