Perhaps the most important place to use a checklist is in your. Do you have one for this purpose? If not, start here; modify to fit your needs.
Does it include move-in and move-out dates?
Is thein your name or the name of the organization?
Can the earned value be deducted from the master account, or must they be assigned?
Are they calculated on a cumulative or daily basis?
They should be addressed in the contract, not verbally.
Will attendees use the hotel's reservations system or a housing bureau?
What is the date for room-block release, and what happens to attendees who attempt to block after this date?
If there is a change in the hotel brand or sale of the property, leave yourself room to cancel the contract.
Should be addressed completely with contract renewal dates.
If there is a change in the union policy, did you leave yourself room to cancel or renegotiate the contract?
Is enough space being held?
If unused space is to be released to the hotel, when does this happen?
Is there a charge related to function space if the room block is not filled?
Are there deposits due?
Can the balance be paid in installments?
When is the final balance due?
What percentage of the room block are you committing to sell?
How is the penalty calculated?
Is the penalty based on lost revenue or lost profit?
If the hotel's room types change significantly, leave room to renegotiate (i.e., if 75 percent of your block needs to be double/double or 30 percent smoking rooms, and the hotel renovates or changes policy, it could drastically affect the potential to sell your room block.)
Have you blocked enough rooms?
Do you have rooms blocked on shoulder dates?
Is the room rate correct?
Have you established a formula for calculating room rate at a future date? (If you are signing a contract years in advance, this may be necessary.)
In the event of a guest's departure prior to their check-out date, is there are fee? Who pays this fee?
Are there exceptions for personal or professional emergencies?
Are additional charges (e.g. parking, luggage handling, resort fees, AV, shipping/receiving) addressed?
Carefully review the following items.
Compliance with law clause
Changes, additions, stipulations or deletions clause
American With Disabilities Act Compliance (ADA) clause
Dean Jones is convention manager, Free Will Baptist Convention, National Association of Free Will Baptists, Nashville, Tenn.