Reservation and Cancellation Procedure. A. Unless otherwise set forth, Attendees will make their own reservations for sleeping rooms.
Reservation and Cancellation Procedure. Unless otherwise set forth, Attendees will make their own reservations for sleeping rooms. When an Attendee guarantees a sleeping room reservation by credit card, the Contractor shall not bill the Attendee’s card until after check-out, except in the event of cancellation or no-show, as further addressed below. [at prompts, modify as appropriate:-revised 9/7/06] When an Attendee makes a deposit on a sleeping room reservation, the Contractor shall (i) make a full refund of the deposit to that Attendee, if the Attendee cancels the reservation at least @twenty-four (@24) hours in advance of the @3:00 p.m. check-in time for the date the Attendee was scheduled to arrive (“Reservation Period”); (ii) charge the Attendee a Cancellation Fee in the amount of the deposit, if the Attendee cancels the reservation after the Reservation Period; or (iii) charge the Attendee a Cancellation Fee in the amount of the deposit , if the Attendee is a “no show” after scheduled check-in and the Contractor is unable to sell the reserved room to the general public. The Contractor shall return all sleeping room reservations that are cancelled by Attendees to the AOC’s room block, such that they are available for reservation by other Attendees. The Contractor shall make every reasonable effort to fill the room with another Attendee who is requesting reservations, including those placed on a waiting list, even after the Cut Off Date, to help assure the AOC’s room block is filled. However, after the Cut Off Date, the Contractor may sell the rooms to the general public if there are no names on the waiting list. The Contractor shall allow another Attendee to occupy a sleeping room reserved by an Attendee who made the original reservation and who thereafter wishes to cancel the reservation, if the Attendee canceling the reservation does so prior to the check-in deadline and notifies the Contractor of the replacement Attendee at that time. The Contractor shall not charge a Cancellation Fee so long as the name of the replacement Attendee is supplied at the time of cancellation. [at prompts, modify as appropriate:-revised 9/21/06] Upon request, the Contractor shall provide a Pick Up Report and a City Ledger Report to the @Meeting Planner @Program Coordinator. The AOC shall not be obligated to fill the Program’s room block if the City Ledger Report indicates the sleeping rooms blocked for the Program are unavailable. [at prompts, modify as appropriate:-revised 9/21/06] The Contractor shall make...
