Most hotel contracts today include multiple “performance clauses”, which can be very costly to reunion groups if attendance is not what was hoped for. The most basic clause is for “Room Attrition.” Groups need to be very careful when choosing how many rooms to block, and on what nights. A typical hotel contract will hold the group accountable for rooms not sold below a certain percentage of rooms blocked – usually 75-80%.
Attrition is based on the cumulative room pickup, or the total number of room-nights sold for the length of the reunion (one room-night equals one room sold for one night). A reunion-friendly contract will not have room attrition at all – and maybe not even a Food & Beverage (F&B) Minimum. To navigate hotel contracts groups should seek the assistance of a professional – which will cost the group nothing, and possibly save it a lot of money in the long run. For groups with less than 50 rooms per night BookMyReunion.com specializes in securing attrition-free contracts at reunion-friendly hotels nationwide.
Larger reunions may need to enter into contracts with attrition clauses. It helps for all groups to know how many rooms were sold at the last reunion – on each night from the first room in till the last one out. A typical room pickup might be MO-2, TU-12, WE-89, TH-114, FR-119, SA-114, SU-8. A group should block rooms accordingly and never agree to room attrition holding the group responsible for more than 75% – hopefully not more than 65%. It is also important to block a few rooms early and late so the group rate will be loaded in the central reservation system (i.e. Holiday Inn Central Reservations). The reservation clerk will not be at the reunion hotel and may not see that the group rate is available on early or late nights, even though the contract may say rooms are available at the group rate three days before and after the main reunion dates. This is another reason to seek the guidance of a professional – we can ensure a favorable contract and great service to your members!