to think this hotel is being greedy?

[mandalaybay]

Ok, I know I am BU. BUT I really need advice and this gets a lot of traffic.

I am sponsoring a training event for a week at a hotel which is providing training on teaching children with autism. When I signed the contract, it was for a minimum chargeable number of 63. The event is split in 2: 2 days and 3 days. Some people come for the 2 day, some come for the 3. I have 68 people registered for the 2 day but only 49 for the 3 day.

I told this to the hotel 2 weeks ago, when numbers were still unconfirmed. I didn't get a response. Today, they have called to notify me they are charging my card in full for the event, and when I asked them to break it down, they are charging me for the 63 for the 3 day event (£1650), even though I only have 48.

Now, I understand that the minimum promised number was 63, however I hosted an event and used this same venue in October and brought them £12.5k. Not to mention the hotel rooms people booked and how busy their restaurant was as a result. This time I have paid £1400 in hotel rooms just for people I am bringing, and I know several more have also booked and paid for their own. So a TON of revenue for them. I asked them to please please charge me for the numbers I have as this is NOT a money making event (for me)...it really isn't, and I don't have the extra money to pay them. They said no. I then told them the type of event this is but I have a feeling the person I was speaking to can't make these decisions because she said to come in to the office Monday to speak to them and for now she will just charge for the numbers I have.

PLEASE help me negotiate this with them. I really don't have the money to pay them. How can I get them to either a) let me off or b) negotiate it down. Ideas I have are: 1) I will sign another contract to host another event there within the next 6 months (promising them about £7000), 2) meet me half way: I am over numbers on one event, but lower on another?

Has anyone ever been in this situation or work in an area where a customer is?

I also stressed the importance of this to her on Friday and today in my messages. She knows I'm worried and that I want to meet to discuss it. I've been very clear about that but she obviously doesn't find it as important as I do, just like she didn't argue before taking payment for the numbers I had on Friday. These facts are making me relax a bit.

Also, laughing at the notion of just ringing and speaking to the GM. It just wouldn't happen. Especially in what I assume is a large chain hotel!!!

My suggestion was that OP rang and asked for an appointment, ItsAFuckingVase.

I usually find that can be arranged by a secretary.

We'll of course they aren't concerned - as far as they are concerned they have a contract which will be fulfilled! How you pay them is not their problem.

I have to say that I'm pretty shocked at how unprofessional you are being about this.

Are you a charity? You say you are sponsoring the event - the hotel might like some good publicity? Thinking of your next events are they also on this topic because maybe if your numbers are down there isn't really the call for such a big conference and it would be good to widen your topics?

Hotel GMs by and large don't have secretaries. I never did. I did however instruct the receptionist not to put calls through to me from people unknown. They would take a message and I would sift out the shite (you wouldn't believe how many marketing people rang every day) and call back (or have someone else call back) the ones that were important.

OP isn't being unprofessional at all, but this sort of thing happens all the time so the hotel won't be all over it. And as I stated earlier, if OP pits a proposal to negotiate the minimum numbers as a block rather than per day I can't see the hotel refusing it. In fact, if it got as far as court then it would go against the hotel to have refused it.

Yes, murdermystery, I won't repeat the one that hasn't been popular or I'll rethink how it's formatted. I will obviously repeat the one that's oversold twice. In any case, there is more business for the hotel if they want it...

Meeting at 3:30. My numbers over the week average 59, very very close to the contracted number so I'm really hoping we can come to an agreement.

Fingers crossed the hotel are prepared to come to a sensible compromise, OP. Let us know how you get on :)

It's all fine the lady I spoke to (same as Friday) was very lovely (we chatted about non-business more than business!) and has agreed to only charge me for the numbers I have because I am a good customer and have in turn promised her future business (that I am in the process of organizing now for in October). I do have to pay £750 for the PA system which apparently they rent, but have been told this is chargeable at £250 a day so they are giving it for less. I've agreed although I'm pretty sure that price is way over their normal rate so will be doing some secret enquiring to make sure I'm not being overcharged. All in all it's such a relief! Thanks to those who have offered sound advice and been very helpful

Good news OP. Glad that their service was up to scratch

Hi Manda

Very glad it has been worked out. I am not surprised because as you say you are a good customer and coming back.

re the PA system that does seem a lot but even if they are overcharging you I would not raise it. They have been accommodating re costs and if that is price of getting getting out of paying the extra amounts then I think it is a fair price.

Well done.

Well done, I was really hoping this would work out

That's good news :) Perhaps raise the PA as a separate issue, especially if it will leave you out of pocket.