Open Forum

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

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Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
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Since our meetings are mostly in-house or customers we typically allow changes up to 3 days prior to the meeting although my recommendation is 7 days for planning purposes.

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Lisa Simpson
Travel Manager
JM Huber
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Original Message:
Sent: 05-06-2022 09:14
From: Teresa James
Subject: Cut Off Dates

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------

Thank you Lisa,

If there is a last minute person wanting a sleeping room do you allow them to have the group rate, say if you're almost sold out?

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Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
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Original Message:
Sent: 05-13-2022 11:46
From: Lisa Simpson
Subject: Cut Off Dates

Since our meetings are mostly in-house or customers we typically allow changes up to 3 days prior to the meeting although my recommendation is 7 days for planning purposes.

------------------------------
Lisa Simpson
Travel Manager
JM Huber

Original Message:
Sent: 05-06-2022 09:14
From: Teresa James
Subject: Cut Off Dates

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------

I wouldn't expect them to get the group rate since it's past the cut-off date but it would be greatly appreciated if they could.

------------------------------
Lisa Simpson
Travel Manager
JM Huber
------------------------------

Original Message:
Sent: 05-13-2022 11:59
From: Teresa James
Subject: Cut Off Dates

Thank you Lisa,

If there is a last minute person wanting a sleeping room do you allow them to have the group rate, say if you're almost sold out?

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville

Original Message:
Sent: 05-13-2022 11:46
From: Lisa Simpson
Subject: Cut Off Dates

Since our meetings are mostly in-house or customers we typically allow changes up to 3 days prior to the meeting although my recommendation is 7 days for planning purposes.

------------------------------
Lisa Simpson
Travel Manager
JM Huber

Original Message:
Sent: 05-06-2022 09:14
From: Teresa James
Subject: Cut Off Dates

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------

It's always based on availability for my hotel.

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Colleen Beck
Director of Sales & Marketing
The Westin Tampa Bay
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Original Message:
Sent: 05-06-2022 09:14
From: Teresa James
Subject: Cut Off Dates

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------

Hi Teresa,
In my previous roles, we always allowed attendees to register after the cut-off date. However, there was clear language during the registration process, that if they registered late, hotel rooms were based on availability and rate. I always try to work into the contract though, to guarantee the rate after the cut-off date and above the contracted block for the same room type. We understand that there is a certain point when the hotel needs to release those unused rooms in our block to try to resell - both for their benefit and for ours (if we're in attrition).

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Gina Allega, CMP
Senior Program Manager
BCD M&E
------------------------------

Original Message:
Sent: 05-06-2022 09:14
From: Teresa James
Subject: Cut Off Dates

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------

Generally we would allow registrations after cut off dates but would expect rates may change if we've missed deadlines.

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Amy Lum
Senior Systems and Tools Specialist
Boston Scientific CorporationUnited States
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Original Message:
Sent: 05-06-2022 09:14
From: Teresa James
Subject: Cut Off Dates

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------