Re: [AGA-mcm] [Fwd: Re: AGA Convention]

[Larry Lampert <l_lampert@yahoo.com>]

The deal we have here is fairly typical. The hotel
reserves and committs us contractually to x number of
room nights. Once we exceed our comittment number all
bets are off. Typically if available they will give as
many additional nights at the convention rate until a
set number of days prior to the event. 

All of this is negotiable to some degree. This is
where you have to maintain a close line of
communication with your hotel contact. Remember, once
you exceed your room night commitment the contract is
fulfilled. Contractually they can charge list if they
want. However, most realize that rooms booked at
convention discounted rates bring in more revenue than
empty rooms.

The hotel is not obligated to tell you when you have
reached your alloted rooms. That is up to you to
communicate with them. 

Discounted room rates such as the $119 Karen found are
a fact of life in the hotel industry.  As long as they
do not drop below our group discounted rate they are
inconsequential.

After the conference ends on Sunday, I suggest you set
up a reconciliation meeting with a member of the hotel
staff. Make sure they are aware that you REQUIRE A
LINE ITEM BILLING STATEMENT for this meeting. This
should be attended by IVO, Ghazanfar and/or Rick.
Bring a copy of the original hotel agreement if there
are any issues be prepared to deal with them at this
point.

As always if you need anything from me just ask! See
you in 3 weeks!!!

Regards,

Larry Lampert

 



--- Kathy Olson <kathy@thekrib.com> wrote:

> The only thing that still strikes me as weird on
> this, is that I KNOW that 
> at other conventions we were able to get convention
> rate rooms and that 
> the room guarantee was much lower than that...ie...
> 
> Guarantee 100 rooms, but that if 150 wanted them
> they still got the 
> special rate, maybe I am wrong, I never had done a
> hotel contract.  That 
> is why I would rely on Larry's expertise.
> 
> Kathy
> 
> 
> On Tue, 19 Oct 2004, Ghazanfar Ghori wrote:
> 
> > I'll get Rick to call them up in a bit and clear
> it up.
> >
> > In the meantime - here's a partial report we got
> from the hotel yesterday.
> >
> >
> > AQUATIC GARDNERS     *AQU  C 09NOV04-16NOV04
> > TUE 09NOV04 AU...10 RS....4 RA....6
> > WED 10NOV04 AU...10 RS...10 RA....0
> > THU 11NOV04 AU...45 RS...45 RA....0
> > FRI 12NOV04 AU...80 RS...67 RA...13
> > SAT 13NOV04 AU...80 RS...65 RA...15
> > SUN 14NOV04 AU...11 RS...11 RA....0
> > MON 15NOV04 AU....2 RS....2 RA....0
> >
> >
> > AU = Blocked
> > RS = Reserved
> > RA = Available
> >
> > We'll clear up the Thursday deal - we agreed to an
> additional 10 rooms for
> > Thursday. Beyond that - the hotel is reluctant on
> giving us more rooms at
> > the AGA rate - they're almost full and they make
> more money by not giving
> > us a break. However, we did talk to them, and
> they're willing to give us a few
> > more rooms (min 25) if we're willing to add it to
> our liability -
> > which we're not.
> >
> > So - bottom line - we'll get 10 more rooms for
> Thursday night. Extend the
> > deadline till Thursday of next week and at that
> point - everyone trying to
> > get a hotel room is on their own. We will direct
> them via the AGA website
> > to the other Marriott in the area that runs a
> shuttle to and from the convention
> > hotel - that's all we're willing to do at this
> point. We don't want to
> > get into negotiating an addendum with the hotel
> for overflow rooms etc
> > etc. It'll get
> > messy and IMO isnt worth the trouble.
> >
> > Rick is on the phone with the hotel clearing up
> the Thursday issue as I type.
> > We should end up with
> >
> > Available rooms at AGA rate:
> > 10 Thursday (of which GWAPA is taking 2)
> > 13 Friday (as of yesterdays numbers)(of which
> GWAPA is taking 2)
> > 15 Saturday (as of yesterdays numbers)(of which
> GWAPA is taking 2)
> > _______________________________________________
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> > AGA-mcm@thekrib.com
> > http://lists.thekrib.com/mailman/listinfo/aga-mcm
> >
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