This guide helps you speak “hotel” with confidence. Use it to translate contract lingo, spot what’s negotiable, and keep communication tight.
BoomPop signs on your behalf as your authorized agent. You still hold the contract, so you'll want to review it carefully and communicate your program details to the hotel.
Before we sign— what you should review
Contracting party: Your company name and legal entity are correct.
Dates, room nights, and pricing: Check arrival/departure dates, number of rooms per night, meeting space holds, and all quoted rates.
Taxes, service charges, gratuity, and fees: Confirm what’s included vs. added on. If you see “++,” that means taxes/fees are additional to the quoted rate.
Meeting space details: Room names, capacities, setup types, and access times match your agenda holds.
Rebate/commission language: Ensure it aligns with what you’ve discussed.
Payment terms and deposit schedule: Due dates, amounts, and accepted payment methods are clear.
Key dates and policies to note
Cut-off date for rooms to be released back to the hotel.
Check-in and check-out times and any early/late policies.
Final guarantees (e.g., food & beverage counts) and when they’re due.
Cancellation and rebooking terms and any sliding scales.
Incidentals/security deposits or credit card authorization requirements.
Common negotiation concessions
Rates: Reductions from BAR (best available rate) when possible.
Food & beverage minimums: Favor cumulative minimums across days vs. per-day minimums.
Meeting & space rental: Reductions or waivers, often tied to F&B commitments.
Amenity/resort fees: Discounts or removals where feasible.
Concessions:
Complimentary or discounted Wi-Fi, porterage, parking, and basic A/V
Receiving/holding packages at reduced or no cost
Room drops for notes or snacks
F&B discounts, drink tickets, or snack bars
Organizer upgrades and welcome amenities
More flexible cancellation or attrition where appropriate
Example outcomes we’ve secured: breakfast included in rate, 50% off or waived meeting space rental when booking a certain number of room nights, and reduced resort fees.
Plain-language callouts (helpful translations)
“++” after a price means service charge and tax are added on top of the quoted number.
Attrition is the percentage of rooms you’re financially responsible for even if they go unused; look for the percentage and how it’s calculated.
Cut-off date is when unsold rooms in your block go back to the hotel’s inventory.
Commissionable rates note who pays commission and to whom.
Rebooking or change clauses outline what happens if dates shift.
Best practices
Be transparent with hotels about budget goals and any potential changes in scope (i.e. may use office meeting space, may need hotel meeting space, so would like to so pricing options) so they can provide the best offer for your event's needs.
Keep all requested changes in one message to streamline the process.
If anything feels unclear, flag it to the hotel contact—plain language beats jargon every time.