5.0 SITE SELECTION AND HOTEL CONTRACTS
5.1 Site Selection
Some of the criteria for the selection of
the conference site are:
- Local industry or university support is
important in that it provides local attendance
at the conference as well as a pool of
volunteers to work on the conference.
- Support and involvement of the local IEEE
Organizational Unit is very important. Easy
accessibility to the city, domestically and
internationally
- Hotel facilities that can accommodate meeting
room requirements and sleeping room needs. For
large meetings, since a limited number of
hotels exist that are large enough to
accommodate the needs, it is imperative to
book a facility at least three years in
advance, keeping in mind that by the time the
conference takes place, it may well have grown
in size and may require more meeting and
public space.
- Nearby overflow hotels are important not only
for additional meeting space, but also to
provide alternative (generally less expensive)
lodging for attendees.
- Appealing local attractions and climate are a
deciding factor for some attendees, and their
spouses and families.
- Weather could also be an important
consideration. At least the planners should be
aware that the weather and time of year should
be taken into consideration.
- The planners should also find out what is
booked at the site right before, during and
after which may impact their arrangements.
5.2 Guidelines - Site Selection & Hotel Contracts
The most important function of the Local
Arrangements Committee is to select the site and
to help negotiate a contract of understanding
between the primary hotel/convention center site
and the IEEE Organizational Unit(s). Principal
points of concern are:
- Dates.
- Will there be other conflicting operations in
the same hotel/convention center at the same
time of the IEEE conference?
- Block of rooms set aside: length of
conference block held, method of gaining
credit for rooms, room rates, deposit
required, hotel reservation cards,
complimentary room(s).
- Will primary hotel act as broker for overflow
to nearby hotels?
- Space for meetings: room set-ups, acoustic
insulation, audio/visual facilities, cost of
rooms and equipment, storing of pre-conference
material, speaker's room.
- Space for exhibits and registration area.
- Charge for conference if minimum block of
rooms is not sold. Charge and date limits if
conference is canceled.
- Cost of banquets, coffee breaks, and daily
community lunches if desired.
- Validity of conference rate past the closing
date and availability of rooms.
5.3 Negotiating Contracts
After the completion of the site selection
process, contracts must be written for the space
required. Below are some key factors when
negotiating a contract.
-
Room rates -- 20% off rack is the
absolute minimum to expect for a reasonable
size conference. Considerably more can be
negotiated depending on season, business
conditions, competition, amount of business
the conference is worth and past and future
business the IEEE may have with a property.
The negotiated rates should extend to three
days prior and three days following the
conference dates. Government rates and
appropriate number of rooms should be
established.
-
Complimentary rooms -- It is standard
for hotels to offer one complimentary room per
every fifty used. However, a better ratio can
be negotiated, if this item is of particular
importance. "Comp" rooms should be accrued on
a cumulative basis, and include rooms used
prior to, and after the conference dates. Any
unused comp rooms should be credited to the
Master Account. In addition, most hotels will
agree to one complimentary suite, usually the
Presidential or equivalent, which is used by
the General Chair to host various functions.
-
Upgrades -- A hotel with a concierge
level should offer a reasonable number (20-25)
of upgrades for VIPs and/or committee members.
-
Staff rooms -- The hotel will usually
agree to a number of staff rooms at 50% off
the conference rate. If this item is not of
value, it can be used to bargain for some
other item that is.
-
Meeting Space -- Although some hotels
try to charge for meeting space, this practice
is usually unacceptable for a conference with
a reasonable size and a number of
food/beverage functions.
-
Exhibit Space Rental -- Though not
always the case, there is sometimes a rental
fee for exhibit space. A charge per booth is
the simplest.
-
Parking -- If the parking facilities
are owned by the hotel, it will often waive
parking fees. If owned by another entity, the
hotel can usually negotiate a few free spaces
for use by committee members.
-
Cancellation Clause -- The cancellation
clause must always include a cancellation
option at no penalty one year or more out,
credit for resale of released rooms, and
arbitration procedures.
-
Amenities -- Hotels offer various other
services such as VIP check/in, limousine
service for VIPs, access to employee cafeteria
for conference workers and daily newspaper
delivery.
-
Cut/off Date -- Hotels normally offer a
45 or 30 day cut/off date. Usually thirty days
or less is preferred.
-
Telephone Surcharge -- The telephone
surcharge for every call (usually $.75 to
$1.00) is sometimes waived for large groups.
5.4 Executing (Signing) Contracts
The IEEE must execute all contracts valued
at $25,000 USD or more for all
sponsored/co-sponsored conferences. Conference
organizers will negotiate their contracts and
forward to IEEE Conference Services. Staff will
review prior to the Procurement Department
executing the contract. Conference Staff will
contact the conference organizer who sent the
contract in if they should find that the
conference would benefit from further
negotiations. Staff will provide conference
organizers with details so they can resume
negations. Upon execution by the Procurement
Department the contract will be forward back to
the originator (hotel/resort/conference center)
and the conference organizers copied.
The following are dos and don'ts:
- The importance of meeting contracts for
non-profits cannot be underestimated. Don't
assume anything. Everything must be in writing.
- Never agree to a contract where major items
are left to future negations.
- Make sure that the correct parties are
clearly specified and the correct meeting
dates in the contract.
- Beware of contracts that include multiple
performance clauses tied to room pickup, such
as those that include attrition and a meeting
room rental scale.
- Keep contracts simple
- Don't accept any contract at face
value-always thoroughly review it. Ask to
clarify any issues that you do not understand.
- If there are a lot of changes to the
contract, re-write the contract. Don't cross
out and make changes.
- If there are only a few changes, make sure
that each page and each change in the contract
is initialed and countersigned (if not, the
entire contract will not be binding).
- Difference between "Cancellation Clauses" and
"Attrition Clauses".
-
Cancellation Clauses are
written into contracts to determine
the damages the Hotel would incur if
the meeting did not go forward.
-
Attrition Clauses kick in
after the meeting has taken place but
the guaranteed room block was not
filled or food and beverage
requirement was not met. Attrition
clauses should be written in clear
and concise language. Catered food
& beverage attrition should be
separate from the sleeping room
attrition clause. Attrition fees
should always be stated in specific
dollar amounts. You will not have to
pay both a cancellation and attrition clause
- List all costs (Final contract should clearly
specify dollar amount). Don't pay everything
up front, it's too risky.
- Everything is negotiable.
- Include language that requires the hotel to
notify Group of any changes in writing.
Specify a response time from Group to confirm
those changes.
Example: " The Hotel must notify
Group of any changes to fully
executed contract in writing. Group
must respond to those changes within
30 days from date of letter".
Contact IEEE Conference Management Services for
assistance in negotiating your contracts. cms-info@ieee.org
A sample hotel contract is available in Section 16
