Hotel Group Booking Contract Checklist and Terms
Short answer: a hotel group booking contract should state the rooms per night by type and the rate, the release (cut-off) date, the attrition allowance, the deposit and balance dates, the cancellation scale, the rooming list deadline, any extras such as meeting rooms or food and beverage minimums, and the invoice details. Use the checklist below line by line before you sign.
Part of our guide to hotel room blocks for company trips in Vietnam.
Release and attrition calculator
Enter your contract numbers and see the minimum room-nights, what a shortfall could cost and how many rooms to release before the release date.
Open the calculatorThe terms, one by one
| Term | What it means | What to check |
|---|---|---|
| Room block | The number of rooms the hotel holds for your group on each night. | Rooms per night and room types, not just a total. |
| Release or cut-off date | The date until which unused rooms can be returned to the hotel without charge. | How many days before arrival, and whether you can release in stages. |
| Attrition | How far your final room count may fall below the block before charges apply, often expressed as a percentage. | The allowed percentage, and whether it applies per night or to the whole stay. |
| Deposit and balance | Payments due on fixed dates before arrival. | Amounts, due dates, and what happens to the deposit if the group shrinks. |
| Cancellation | Charges if the whole booking is cancelled, usually on a sliding scale closer to arrival. | Each step of the scale and the date it starts. |
| Rooming list deadline | The date by which guest names must be sent. | Whether names can still change after it. |
Release versus attrition
The two are easy to confuse. Before the release date, you hand rooms back and the block gets smaller at no cost. After it, the block is fixed, and attrition decides how many of those fixed rooms you can still drop. A late release date gives flexibility; a generous attrition allowance gives a safety margin after it.
Hotel group booking contract checklist
Check each line against the hotel contract or the supplier confirmation. A missing line is a question to ask before you sign.
| Clause | Check |
|---|---|
| Parties and reference |
|
| Rooms, dates and rate |
|
| Release and attrition |
|
| Deposit and balance |
|
| Cancellation |
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| Rooming list and changes |
|
| Extras |
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| Invoice |
|
How Bedtara confirms a room block
Every group quote from Bedtara states the rates, inclusions, deposit and balance schedule, and the cancellation and release conditions for the block. A booking is binding only once we confirm it in writing, and those per-booking conditions apply. See our terms and payment policy.
Questions
What should a hotel group booking contract include?
Rooms per night by type and the rate, the release date, the attrition allowance, deposit and balance dates, the cancellation scale, the rooming list deadline, any extras such as meeting rooms, and the invoice details.
What is attrition in a hotel contract?
Attrition is the amount by which a group's final room count can fall below the contracted block before the hotel charges for the unused rooms. It is usually written as a percentage.
What is a cut-off date for a room block?
The cut-off or release date is the last day you can return unused rooms in a block without charge. After it, the block is fixed.
Can we add rooms after the cut-off date?
Sometimes, subject to availability and at the rate the hotel offers at that time, which may differ from the group rate.
Who signs the room block contract?
With Bedtara, the confirmation and invoice are issued by Dong Thi Co., Ltd, and the conditions stated on that confirmation apply to your booking.
How many rooms for a group rate How to negotiate group rates When to book Hotel rooming list Group hotel rates
Want the terms in writing first?
Send your dates and rooms per night. The quote states the release, deposit, and cancellation terms before you commit.