Appendix I - Contract with a congress hotel

Summary

This example of a contract between a large society and a congress hotel is abbreviated and slightly modified from the original. However, numbers of persons and rooms and amounts of money are unchanged. Note that (a) the agreement was made four years before the meeting, (b) the expected attendance at the meeting is considerable, and (c) between Christmas and New Year the guestroom occupancy of many hotels is low, while catered functions are strongly increased. Thus, the hotel commits itself very early to room rates (which usually go up), and also agrees to two parties free of charge (at a time when space for social functions may have brought a profit).

Agreement

Agreement made this 5th day of January, 1995, between The Tombstone Resorts Hotel in Last Rites, Arizona, hereinafter referred to as the Hotel, and the Tobacco Friends Society, hereinafter referred to as the Society.

Purpose of agreement

The agreement specifies the terms under which the Hotel will provide rooms, suites, function spaces, and specified other services for the 1998 Meeting of the Tobacco Friends Society, to be held December 27–30, 1998.

Rooms reserved

(1) The Hotel will hold 1000 rooms available to the Society from December 26 to December 31, 1998. Those rooms not reserved by December 7, 1998 may be made available to persons other than meeting participants; however, participants may continue to book rooms at the special convention rates as long as space is available. It is understood that 700 rooms is a more typical usage for the Society, and 1000 rooms is in anticipation of growth by 1998.