Have you decided to invest in event room block management software but you lack the tools to get your hotel partners on board?
While communication is the best way to build a positive relationship with your hotel partners, sometimes you also need a legal agreement to fall back on. This is especially useful during hotel staff turnover. While a verbal agreement from a previous sales manager may not hold much weight with new staff, a signed hotel agreement will.
Below is a copy of Meetingmax’s recommended Standard Hotel Agreement which includes a set of terms and conditions that hotel partners adhere to in order to secure your business (ie. your contracted block of hotel rooms). This is a useful tool to ensure your hotel partners are compliant with your chosen event housing software and it will maximize the planner’s flexibility in controlling the room block.
In order to be a participating hotel for a meeting/event planned by COMPANY X, the following agreement must be signed and returned along with the countersigned hotel contract. No vendor agreement will be considered definite until this agreement has been completed.
As an official signatory of the hotel, I agree to all the following terms and conditions:
EVENT NAME: [Event Name] [Event Dates]
City, State, Zip
I have read the above agreement and agree to the terms and conditions.
AUTHORIZED SIGNATURE: ______________________________________
HOTEL NAME: ________________________________________________
This hotel agreement is a great resource to compel your hotel partners toward the optimum use of room block management software.
By mandating that all reservations, cancellations, and reservation changes go through the event housing software you will have accurate reporting during and post-event. It also protects your group rates, ensuring there are no matched or lower general public rates over your event dates, ultimately leading to increased bookings inside your block. Lastly, by having your hotel partners agree to send their final pick-up reports within a specified time frame [5 days is recommended] you have a leg up on post-event reconciliation.
If you have any questions, feel free to contact us. We’re always happy to chat!