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Contract Terminology
Room Nights – Term used by hotels to refer to the total number of rooms per night that are being held. This is calculated by taking the number of guest rooms by the number of nights the groups will be staying at the property. Suites – Consists of one or two bedrooms connected by a living room area commonly called a parlor. The living room area usually has at least one couch, coffee table, one or more cushioned chairs, table with 4 or more chairs, wet bar, refrigerator, TV and Bathroom. Each section of a suite constitutes one unit. A one bedroom suite is considered two units while a two bedroom suite is considered 3 units. In some cases the parlor is considered as two units. This is based upon the size or type of parlor that is connected to the bedrooms such as a VIP or Presidential Suite. Complimentary Accommodations – Usually consists of receiving one room night or parlor for every 50 room nights occupied. Complimentary accommodations have no monetary value and therefore cannot be used as credit against your bill. Cut Off Date – The date given for the group to make reservations and receive the negotiated group rate. The cut-off is usually 30 days prior to the first date of arrival. After that date any unused rooms are given back to the hotel for resale. Should an attendee still need accommodations after the cut-off the hotel will accept the reservation provided they still have availability however the attendee will be charged at the prevailing hotel rate. Attrition – A reduction in the number of rooms guaranteed by the group that is greater than the contracted percentage of drop off determined by the hotel at the time of booking. You will be charged for each unused room per night at the contracted group rate. Meeting Room Rental – Being charged rental is based upon the number of rooms blocked per day and the amount of food and beverage functions that are in proportion to the meeting space required. Disproportionate Group Example: 20 rooms per night with minimal food and beverage against a meeting room for 60 people or more would constitute meeting room rental charges. Master Account – Any charges that are being paid for by the organizing group. This could consist of any room, tax and/or incidental charges, food & beverage functions, audio visual, etc. Example: The organizing group may want to pick up room, tax and/or incidental charges for a speaker while the rest of the attendees are paying for their own room, tax and incidentals. Unless credit is established for Direct Bill privileges the normal policy is 50% of the master account to be paid 30 days prior and the balance upon departure. Incidentals – Charges to the guests room other than room and tax such as telephone usage, room service, pay movies, etc. Porterage/Baggage Handling – Bellman services required for a group arriving at the hotel all together. The rate for porterage is based on a round trip charge per person. This is not mandatory for groups whose arrival/departure is scattered. Pre-Registered – Rooms assigned in advance with key packets ready prior to the groups arrival. This is for groups all arriving at the hotel at the same time. Rooming List – A list of all attendees names needing hotel accommodations with each individuals arrival and departure being handled by the organizing group. A rooming list can be used for a portion of the attendees ie, VIP's, speakers and staff versus the entire group. Meeting/Banquet
Room Set-ups Service
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