California Orthopaedic Association Additional Comments – Model Hotel Contract

Guest Room Commitment
Delete “in the pattern set forth below.”
I avoid committing to a certain number of sleeping rooms on a given night and instead only include a cumulative commitment for all rooms used by attendees.

Society Guest Room Rates
I never commit to use a certain number of suites, but I always negotiate a suite rate. This is helpful for attendees who bring their family or individuals who want to share a living area with adjoining rooms.

Cut-Off Date
Delete “on a space available basis.”
I don’t include this language unless the hotel demands it. Usually this leads to a discussion of what is meant by space available. Hotels will say if they are at a high percentage of occupancy, they want to reserve the available rooms for transient business and they do not have rooms available. By not including this language, I avoid this discussion.

Exceeding Room Block
Even if I am negotiating a “non-commissionable” rate, I try and include language that says if the group exceeds its room block, it would then be paid a commission on rooms sold above the room block. The rationale is that the hotel is negotiating the contract based on the stated room block and granting concessions based on those numbers. If the group exceeds those expectations, the Society is entitled to share in the additional revenues received by the hotel.

Method of Reservations
I specify that the hotel will provide an 800 number for attendees to call and make their hotel reservations.

Parking
I generally negotiate a discounted parking rate for attendees – both for valet and self-parking and include the rate in the contract.

Function Space
In the contract I include a list of expected functions and specific rooms in which they will be held. I label this the “Preliminary Agenda.” I specify that attrition and cancellation fees are based on the “Final Agenda” which is due on a set timeframe before the meeting - usually 9 months prior to the event after the site visit.

Exhibitor Space
I include in the contract that there will be x number of exhibitors and designate that the space must be on a 24-hour hold. I also specify what the exhibit set-up includes, e.g., 1 skirted and draped 6’ table, 2 chairs, and one electrical outlet.

It is important to say “skirted” otherwise the hotel will just put a tablecloth on the table and the exhibit hall won’t look as nice.

I try and get exhibitor space on a complimentary basis. If the hotel does not agree, I negotiate a flat per table fee, e.g., $25.

Sometimes the hotel will provide the table and chairs, but not the electrical outlet. I then provide the hotel with extension codes and power strips and negotiate a fee for their electrician to lay down the cords.

I reserve the right to bring in our own pipe and drape.

I also attempt to protect the exhibitors from being charged fees for moving their boxes from storage to the exhibit hall by stating that there will be no fees to move the exhibitor materials from storage to the exhibit area.

Complimentary Set-Up and AV Equipment Rental
I reserve the right to bring in my own AV equipment and personnel with no hook-up or patch fees. I prefer to use the in-house AV personnel, but routinely bring in my own LCD projectors, laptops, and digital recorder. I rent other equipment such as screens and microphones. This practice helps ensure that you have quality projection equipment and helps negotiate discounted rates with the in-house AV company.

Catering Rates
I generally attach a copy of the current menus and prices to the contract to establish the prices at the time of signing the contract.

Since bartender fees are commonly charged in addition to the beverage costs, I state in the contract that no bartender fees will be charged if bar generates a certain dollar amount of revenue – usually $300 per bar.

I also attempt to purchase the liquor by the bottle rather than per drink. If I purchase the liquor by the bottle, I ask that the bars be married 30 minutes prior to the end of the reception

To save some liquor costs, you can set-up a self-serve beer station billed on consumption.

All beverages and soft drinks should be billed on consumption. Request a beginning and ending count at all events, e.g., reception, coffee breaks, etc.

Cancellation Fees
I state that any cancellation fees that may be due, is due 30 days after the date of the event after the hotel provides an accounting of the space and sleeping rooms sold.

I also attempt to have no cancellation fee if meeting cancelled more than one year prior to the event.

Deposits
I add language that says no deposits are due based on credit approval.

Hotel Policies
Be careful that the contract does not state that you agree to all of the hotel policies. Hotel commonly include other onerous provisions in these policies. If hotel policies are mentioned in the contract, attach a copy of the policies to the contract and delete onerous provisions.

Conference Service Manager
I specify that the hotel will assign a conference service manager 9 months prior to the event.

Contract Changes
Be sure and initial each change to the contract. Ask that the hotel also initial the change and send you a signed and initial copy of the contract

Dated: 1/2006