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We are a small nonprofit association. In November 2007, the association held an event at a large Las Vegas hotel and subsequently received an invoice in December 2007 showing substantial attrition charges. The charges were disputed timely and in writing per the contract's provisions.
The contract states that Upon request, the Hotel will provide suite occupancy data to the Organization to verify the Hotel's suite occupancy during the Organization's Event. The hotel responded to our request for this data by providing occupancy percentages over each night during our event. Repeated requests for actual numbers to support those percentages (number of rooms the hotel had available for sale each night and the number of rooms sold on each night) have been refused.
The hotel has also refused to tell us how many unused rooms from our block were re-sold by the resort and applied against attrition. Their response reads, "Re-sold suite recovery is apportioned amongst those groups who have not filled their room blocks based upon percentage of rooms blocked by each group". But the contract makes no mention of this formula, stating that In the event that said Unused Suites are sold, the amount thereby recovered by the Hotel, up to the Organization's group rate and including all collected Room Tax, shall be credited to Organization's Master Account.
We asked the hotel at the outset to work with us by negotiating a lesser amount of attrition. They refused. There were a number of other groups holding events at the same time at this hotel. I tracked down two of the other groups (both much larger than ours) and learned they had also been billed for significant attrition. Since the hotel would only give us occupancy percentages and the aggregate dollar amount credited against attrition, we wondered if there was some double-dipping going on and stuck to our demand for real numbers to substantiate our attrition charges and credits.
The hotel recently began stepping up the frequency of their demand letters and I suspect they are getting ready to sue. Any advice you can offer will be greatly appreciated.
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