summit/rfq-hotel.md

Request For Quotation

Local laws

1. Law - Smoking/non-smoking rooms
2. Who - needs
3. Money - what needs to be paid
4. What - what is the activity
5. Timing -
6. Location -
7. Equipment - what do we need?

Considerations/Negotiation

1. We must negoiate with at least general manager
2. 4 or 5 star hotel, as long as cheaper or same as Agoda during the event period
3. Long term rate for all YEN members for at least 1 year, most hotels will ask for 100 nights

Booking website

1. Can hotel setup a dedicated webpage for all our members to self book, pay and check-in?
2. Many of our members will share rooms, can hotel let either member to self check-in?
3. Can members book rooms from before and beyond our event dates?
4. Can provide us with a name list of guests who have booked?
5. How to pay by WeChat/Alipay?
6. Can the room rates be locked in? And dropped when the official website prices drop?

Registration counter

1. Can hotel help us issue name badge and goodie bag?
2. Or can we have a registration counter in the lobby to welcome members and give out goodie bag? If not, where?

GLC

1. Can we have breakfast in the meeting room at 7am? ((10 chapters + HQ) * (6 eboard functions)) / 2, e.g. 10 chapters = 33 pax