Planning for the presentation of a Lone Star Region Convention should include examination and preliminary negotiation with hotels that are candidates for the convention location. As this process is begun, the Convention Committee should be aware that "price" is only one of the considerations. The most important factors to consider are the overall quality and suitability of the accommo-

dations, and the services that are available for use. The following checklist highlights factors to be considered during discussions with candidate hotels.

• Facility name, address, telephone, affiliation, and representatives.
• Type of hotel: downtown, suburban, resort, conference center.
• Contacts at the hotel: General Manager, Sales Manager, Catering Manager.
• Name and position of principal contact for the Convention Committee.

Guest Rooms and Services:

• Number of guest rooms: Singles; Doubles; Twin Doubles; Kings; Queens; Suites; Parlors; other accommodations.
• Room-night, and room-block requirements; considerations for adjusting either upward or downward, as dictated by Convention registration forecasts and progress of registrations.
• Published ("rack") rates for the various types of guest rooms.
• Guest room rates guaranteed for the convention.
• Applicable guest room taxes: Local, City, State.
• Guest room reservation guarantee policy.
• Handling and guarantee of guest room reservations.
• Cutoff date for guarantee of guest room reservations.
• Availability of room pre-registration for guests.
• Check-in and check-out times for guests.
• Credit cards accepted for guest room payments.
• Availability of guest services: room service; in-room movies.
• Accessibility to registrants: driving; air travelers; other travelers.
• Availability of adequate parking for registered guests.
• Policy for complimentary guest rooms for Convention Committee use.

Food Functions and Services:

• In-house dining, room service, fast-food service.
• Sample menus and prices for convention food functions.
• Menu tailoring by the Catering Department.
• Policy for guarantee of number of meals to be served.
• Tax and service charges on convention food functions.
• Permissibility of having cookies, etc., brought in by members for consumption in the Hospitality Room.

Financial Arrangements:

• Billing and payment policies: Master account; other charges.
• Deposit policy for convention group: when due; amount due.
• Cancellation fees; penalty charges; refund of deposit.

• Breakout space data: number of breakout rooms; room sizes; ceiling heights; floor plans; seating capacities; facilities.
• Availability and control of air conditioning in activity rooms.
• Lights and lighting arrangements in the activity rooms.
• Accessibility of controls for lighting and power.
• In-house services available: audio-visual facilities; public address systems; electrical power outlets, other.
• Availability of space for setup of convention registration functions.
• Availability of bulletin boards, chalk boards, easels, lecterns, etc.
• Availability of secure provisions for overnight safekeeping of convention cash and other valuables.
• Surveillance and security services of the facility.

Other Considerations:

• Posting of convention signs and notices in and around hotel properties.
• Availability of medical services.
• Provisions for mobility-impaired and handicapped guests.
• Schedule of other group meetings that might create conflict during the
• convention period.
• Renovations being planned and timing, relative to convention schedule.
• Determination of whether the hotel broadcasts musical materials over the
• internal public address system; if so, who pays the charges.
• Force majeure clause (Act of God, or otherwise unpreventable happening).

Hidden Charges:

There can be hidden charges that could find their way into the overall bill presented to the Convention Committee. Some, if not most, of the following charges can be considered to be normal charges for hotel services, and should be included in the negotiated prices; however, it could be wise for the Convention Committee to determine whether any of the following charges might be assessed over and above the rates and prices negotiated.

• Activity room rental fees or charges.
• Activity room setup charges.
• Movement of wall dividers in large rooms.
• Tables, chairs, and table cloths for activity rooms.
• Drinking water service in activity rooms.
• Charges for guest rooms considered to be complimentary.
• Fees for food and beverage service attendants and cashiers, such as at quick-food service stands, cash bars, and others.
• Service charges for food service, over and above the normal service charges for catered food functions.
• Insurance, liability, or other.
• Heating and air conditioning.
• Usage of marquee signs.
• Charges of any nature for lighting.
• Maintenance or repair of any facilities.
• Overtime labor charges for hotel staff.
• Fees levied by BMI and/or ASCAP for use of broadcast musical materials in the convention areas.