If your organisation has regular group business at certain hotels it is possible to create an annual contract with those hotels. An annual contract will define the terms and conditions agreed between your organisation and the hotel(s).

The agreed terms and conditions will then be automatically applied to all group requests made during the year, making life simpler for everyone. There is no need for any paperwork to be created - the system-based contracts are legally binding.

The system-held agreement includes:

• The definition of a group (number of rooms)
• Rates by room type
• Whether breakfast and taxes are included
• Group and individual cancellation policies
• Permitted attrition
• Included services and amenities
• Whether complimentary rooms and upgrades are granted for room night targets
• Black-out dates for which the contract would not apply

Creating or manually entering contracts can only be done by users with a Management role via the Hotel link, then clicking the Contracts button. You will then see all existing contracts agreed by your organisation, and any agency contracts that you may also use.

To initiate the contract negotiation in RoomTrust with a connected hotel:

Click the Create RFP button. Set the location and select the hotel from the drop down list Complete the form and submit

The hotel will then send back their offer, which you can accept, negotiate or decline.

If the contract has been negotiated outside of RoomTrust, it can be added via the Manual contract button. Complete the details agreed and Submit. The hotel will then check and approve the contract in the system.

Once accepted or approved the contract is loaded to the system and visible to both parties.