Documents

Revised

Guide to Room Block Management

How to Avoid Attrition Charges

©Experient Inc. 2008. All Rights Reserved.

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Building Blocks ........................................................5

Compiling Group History Determining the Number of Rooms Selecting the Site Contracting at the Right Time Creating the Proper Mix of Hotels Accommodating VIPs Using the Bell Curve

2 Housing and Registration..................................13

Choosing a Housing Option Encouraging Booking Within the Block Overbooking Setting Deposits and Cutoff Dates Dealing With Walk Situations

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Formalizing Hotel Agreements ....................23

Negotiation Attrition Clauses Calculating Attrition Damages Additional Clauses Hotel Contract Checklist

4 Maximizing Pickup Within Your Block ........35

Building Buy-in Combining Registration and Housing Creating Incentives Conducting Room Audits

5 Protecting Your Block. ......................................43

Staying Vigilant Motivating Exhibitors Battling the Bandits

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The Building Blocks

The foundation of successful room block management begins long before the actual meeting takes place.

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WHAT’S INSIDE: Compiling Group History Determining the Number of Rooms Selecting the Site Contracting at the Right Time Creating the Proper Mix of Hotels Accommodating VIPs Using the Bell Curve

EXPERIENT

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The Building Blocks

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Successful room block management begins long before the actual meeting takes place. The foundation includes several critical “building blocks.” From compiling group history and selecting a site to determining the room count and creating the proper mix of hotels, a meeting planner’s to-do list is a long one. To cut down on the inevitable complications—and to help make your meeting even more successful— Experient recommends adding the following points to your planning process.

COMPILING GROUP HISTORY

Maintaining a documented history can help you not only negotiate...