A NOTE FROM HQ STAFF ON THE HOTEL ROOM BLOCK IN SAN FRANCISCO

We have started to receive phone calls from GAWDA members concerning the differences they may be encountering in reserving rooms at the Westin St. Francis in San Francisco, compared to previous experiences at other hotels in other cities during past conventions. We thought that a note of explanation might help in understanding the current situation.

Over the past several years, GAWDA has faced a major issue that is affecting not only the Association, but the whole meetings, conventions and exhibitions industry. It's called attrition.
When we contract with a hotel for a Spring Management Conference or Annual Convention, we negotiate the rate for guest rooms and a rate for food and beverage. The rates are directly impacted by the number of guest room nights agreed upon by the Association and the hotel. If the Association fails to use the contracted room nights, we are billed for any room nights not utilized. Attrition represents a serious potential liability to any Association.

As mentioned above, GAWDA has faced this issue over the past several years. In one instance, the potential attrition penalty was as high as $240,000. These potential penalties were negotiated down, but only in return for promising to hold future meetings at the same location. Our goal when producing a meeting is the value for our members, which includes combining guest room rates, food and beverage, all the meeting space we use in the hotel, and the registration fee. While providing the best value to our members, we also need to keep the Association's exposure to liability to a minimum. In an effort to keep that risk of exposure to attrition at a minimum, the Staff and Executive Committee agreed to contract a more conservative block for the 2007 Annual Convention in San Francisco.

The GAWDA room block at the Westin St. Francis is contracted for September 15-19 at the rate of $219. These are the nights that it is necessary for an attendee to stay at the hotel in order to attend all of the meeting. The first official event is the President's Reception, which starts at 5:00 p.m. on Saturday, September 15. This should allow most attendees, even those flying from the East Coast, to plan on arriving on Saturday and booking the first night within the existing room block. In the past, the group room rate has been offered three days prior and after the meeting dates (shoulder nights), based on availability. Unfortunately, the hotel is not extending the group rate behind the meeting dates due to two very large conventions taking place on either side of the GAWDA meeting dates. These conventions limit the number of sleeping rooms available at the group rate over the shoulder nights. It is the policy of the Executive Committee not to place additional potential liability for attrition on the Association by contracting for rooms on the nights before or after the primary meeting dates.

If you are planning on extending your stay in San Francisco, we encourage you to book your room at the Westin St. Francis at the prevailing hotel rate for the shoulder nights (currently $249 - $289). While these rates are higher than the rate within our contracted room block, please keep in mind that this rate will fluctuate based on availability. San Francisco is a top destination for leisure travel and conventions. This rate will only get higher!

The Westin St. Francis
335 Powell Street
San Francisco, CA 94102
1 (800) WESTIN 1
415-397-7000
Online Room Reservations

We look forward to seeing you in San Francisco! If you have any questions, please contact gawda@gawda.org
Thank you,

GAWDA Headquarters.