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Special Events – Reserving Hotel Room Blocks

August 21, 2017

When your department or school reserves a block of rooms at a hotel for a special event, conference, or meeting, the hotel will likely require an event agreement. This typically will include "attrition" terms. Below is information regarding attrition and suggestions for reducing or avoiding attrition fees.

What is Attrition?

Typically hotels expect partners to be responsible for eighty or ninety percent of the total agreed upon room block. For example, if an organization reserves 50 rooms per night for two nights (100 total room nights), the organization is financially responsible for 80%, or 80 room nights. If the agreed-upon room rate is $150/night and only 70 room nights are fulfilled, the organization would pay the property $1,500.00 ($150 x 10 nights) for the unused rooms.

Suggestions for Minimizing Risk:

Ensure an authorized person from your department reviews and signs the hotel reservation agreement. Whether or not guests pay for their own rooms, don't forget – the event organizer who reserves the block is responsible.

Attrition questions? Contact Betsy Costello, Procurement Administrator, at 847.467.0590.

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