Hotel and Guest House Group Booking Quotation

You should hold the rooms for a maximum of 7 to 14 days from issuing the quotation. This window gives the organizer enough time to coordinate finances without blocking your inventory during peak booking periods. If no deposit is received by the cut-off date, the rooms must automatically release back to the public.

An attrition clause establishes the percentage of rooms the group can cancel without penalty, typically set between 10% and 20%. It protects your guest house from reserving twenty rooms only to have the group use five, leaving you with empty, unsold inventory. If they fall below the agreed threshold, they must pay a predetermined fee for the unused rooms.

A tiered structure is highly effective because it rewards larger bookings with deeper discounts while protecting your margins on smaller groups. For example, offer a 5% discount for reserving five rooms, and bump it to 15% if they book ten or more rooms. This incentivizes the organizer to maximize their guest list.

Your quotation must explicitly state whether the organizer pays the entire bill or if guests pay for their own rooms individually. For individual payments, require a master coordinator deposit to secure the block, and set a deadline for guests to call and claim their rooms with their own credit cards. If it is a master bill, outline a strict payment schedule leading up to the arrival date.