Please see attached two pertinent pages of the contract that show the terms of the contract that was agreed upon by both parties and signed by both parties. Our establishment took the contracted rooms out of our general inventory for 6 months and held them for this client's use and only this clients...
use with the understanding that they would pick up at least 80% of those contracted nights. We reached out to let the client know that no one had made any room reservations as of the beginning of April and to reach out to their guests to have them make reservations. It was at this time that the client said no one would be staying and they would like to release all of the rooms. We explained that per page 2 of the contract(see attached) that releasing the rooms does not release them of their obligation to pick up the 80% number. While we released the rooms and attempted to mitigate the damages by selling their rooms we were unable to sell the appropriate amount of rooms and the client was then charged for such damages.
In responding to the latest rejection, the client is correct she signed her contract in November 2016. The contract clearly states that the client by signing the contract is guaranteeing that they will pick up 80% of their contracted numbers. As the client has attached the entire contract you will see that on page 2, the third paragraph reads: The Client must pick up at least eighty percent (80%) of the estimated block or (52) room nights. If the block falls below eighty percent (80%), the Hotel reserves the right to charge the difference to the credit card provided for guarantee of the group block. Releasing the balance of the rooms not reserved does not withhold the Client’s responsibility for the eighty percent (80%) of your contracted room nights.While the client may feel that our contract is "vague", we do on average of 60-70 wedding room block contracts a year and everyone reviews all the terms, and understands what they are agreeing to before they sign off. It is the sole responsibility of the client to review the contract and if they have any questions they should ask their Sales Manager or have a lawyer review the contract before becoming financially responsible. In regards to a voicemail on April 10th to cancel the block, we only accept cancellations via email so that there is some sort of written proof of this request. This is to protect both parties so there is not any confusion as to what is actually needed. With that being said, if there was a voicemail that still does not release the client from their contractual obligations. Once the contract is signed, any form of cancellation, verbal or written still involves a cancellation fee. As for the our credit card payment form that is attached with the contract, you can clearly see it states the 7-10 working days the card is charged for the expected charges that the group is covering(this is in reference to Room charges, parking charges, Internet, Meals, etc.). Cancellation/Attrition charges are charged at the time of such cancellation is given to us(see page 3 of the contract under Cancellation") and we then make every effort to sell the rooms that were not used and if we are able to mitigate the damages we refund the client that amount.As for a receipt of the charges, we are more than happy to send one, we just need this request in writing as that is our standard hotel procedure.
Please see attached two pertinent pages of the contract that show the terms of the contract that was agreed upon by both parties and signed by both parties. Our establishment took the contracted rooms out of our general inventory for 6 months and held them for this client's use and only this clients...
use with the understanding that they would pick up at least 80% of those contracted nights. We reached out to let the client know that no one had made any room reservations as of the beginning of April and to reach out to their guests to have them make reservations. It was at this time that the client said no one would be staying and they would like to release all of the rooms. We explained that per page 2 of the contract(see attached) that releasing the rooms does not release them of their obligation to pick up the 80% number. While we released the rooms and attempted to mitigate the damages by selling their rooms we were unable to sell the appropriate amount of rooms and the client was then charged for such damages.
In responding to the latest rejection, the client is correct she signed her contract in November 2016. The contract clearly states that the client by signing the contract is guaranteeing that they will pick up 80% of their contracted numbers. As the client has attached the entire contract you will see that on page 2, the third paragraph reads: The Client must pick up at least eighty percent (80%) of the estimated block or (52) room nights. If the block falls below eighty percent (80%), the Hotel reserves the right to charge the difference to the credit card provided for guarantee of the group block. Releasing the balance of the rooms not reserved does not withhold the Client’s responsibility for the eighty percent (80%) of your contracted room nights.While the client may feel that our contract is "vague", we do on average of 60-70 wedding room block contracts a year and everyone reviews all the terms, and understands what they are agreeing to before they sign off. It is the sole responsibility of the client to review the contract and if they have any questions they should ask their Sales Manager or have a lawyer review the contract before becoming financially responsible. In regards to a voicemail on April 10th to cancel the block, we only accept cancellations via email so that there is some sort of written proof of this request. This is to protect both parties so there is not any confusion as to what is actually needed. With that being said, if there was a voicemail that still does not release the client from their contractual obligations. Once the contract is signed, any form of cancellation, verbal or written still involves a cancellation fee. As for the our credit card payment form that is attached with the contract, you can clearly see it states the 7-10 working days the card is charged for the expected charges that the group is covering(this is in reference to Room charges, parking charges, Internet, Meals, etc.). Cancellation/Attrition charges are charged at the time of such cancellation is given to us(see page 3 of the contract under Cancellation") and we then make every effort to sell the rooms that were not used and if we are able to mitigate the damages we refund the client that amount.As for a receipt of the charges, we are more than happy to send one, we just need this request in writing as that is our standard hotel procedure.