Re: Hotel Cancellation Policy and Publishing Contract terms (was IETF 98 Registration and Hotel Reservations Open!)

Alexa Morris <amorris@amsl.com> Wed, 30 November 2016 17:30 UTC

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Subject: Re: Hotel Cancellation Policy and Publishing Contract terms (was IETF 98 Registration and Hotel Reservations Open!)
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From: Alexa Morris <amorris@amsl.com>
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Date: Wed, 30 Nov 2016 09:30:38 -0800
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To: Adam Roach <adam@nostrum.com>
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Adam,

Inline: 

On Nov 30, 2016, at 8:58 AM, Adam Roach <adam@nostrum.com> wrote:

> IAOC --
> 
> On 11/30/16 10:04, IETF Secretariat wrote:
>> 	1. Swissotel Chicago (Headquarters Hotel, block of 450 rooms)
>> 	Room Rate:  $169/$199 USD. Includes in-room high-speed
>> 	Internet. Room rates DO NOT include a daily breakfast buffet.
>> 	Occupancy tax of 17.4% (taxes subject to change) is excluded from
>> 	the above prices.
>> 	Reservation Cutoff Date: 7 March 2017
>> 	Cancel with No Penalty: 48 hours prior to arrival
> 
> 
> The hotel confirmations that Swissotel are sending out include the statement "Cancellation policy 72 hours prior to arrival," which is at odds with the text the secretariat sent out. Can you confirm which policy will be honored by the hotel?

Apologies for the confusion. Marcia is working with the hotel to have them update their confirmation message. Our contract states that attendees may cancel with no penally up to 48 hours in advance. 

> 
> As I've done many times in the past, I again call for the IAOC to publish the exact language of any nonconfidential contract terms so as to protect participants who choose to take advantage of the IETF negotiated terms. Without knowing what has been negotiated, it's difficult to know that such terms are being honored by the hotel. Such publication would make the kind of clarification I ask for above unnecessary.

The cancellation information posted at https://ietf.org/meeting/98/hotel.html is actually taken directly from the contract itself. I’ve added a contract section number and quotes to make that more clear. The site now says:

Guest Cancellation:
From Section 4.10 of the contract:

"Individuals may cancel a reservation without penalty until 48 hours prior to check-in/arrival. In case of cancellation less than 48 hours prior to check-in/arrival or no-show, the Hotel may charge the individual one night's stay as a cancellation fee."

Hope that helps.
-Alexa


> 
> /a
> 

----------
Alexa Morris / Executive Director / IETF
+1.510.492.4001
Email: amorris@amsl.com