Hotel Options, Mammoth Options

[Andyrew]

OK, So I'd like to keep an open discussion regarding hotels.

Note prices are list based on a Saturday night.

Mammoth Mountain Inn:
List: 150/night
Parking: Reasonably large, 3 separate areas.
Lounge: Yes, nice
Bar: Yes
Pool: Small Outdoor
Restaurant: Yes
Overall feel: Very nice
Rating: 3 stars, 3.7 rating


Motel 6:
List: 125/night
Parking: Medium+, Wraps building
Lounge: No
Bar: No
Pool: Small Outdoor
Restaurant: No
Overall feel: Its a Motel 6
Rating: 2 stars, 3.4 rating


Quality In:
List: 139/night
Parking: Underground
Lounge:Yes
Bar: No
Pool: No
Restaurant: No
Overall Fee: Its a Quality Inn
Rating: 2 stars, 3.5 rating


These are the hotels that I feel could host our group. The quality inn possibly would be completely encompassed by our group but they have 59 rooms.

[ConeDodger]

Any of them work for me. Now here is where it gets tricky. We can ask for a group rate, and we can tell them we had X number of people at our last event in Medford in April. What we cannot do is sign an agreement. We have had some tense post event months after one event when Doubletree threatened to sue for about $5000 IIRC for failure to perform. That is, they agreed to a room rate, if we agreed to a certain number of rooms. I think we fell 8 rooms short.
What I have found is that generally, you can find a better rate online than they offer as a group rate for the big chains like Marriot. For example, the Montbleu for the second Tahoe event offered a group rate $40 / night higher than we paid just booking online.
But in any case, if they don't offer a decent group rate, at least they should accommodate our outside activities...
Nice work Andrew...

[Andyrew]

I was thinking of communicating to them 20-50 rooms

I want to get all the questions prepped, so here are my thoughts:

1. Can we have a dedicated area of your parking lot for parking and activities.
2. Can we BBQ on your property / drink
3. Do you have a conference room we can utilize?
4. Can we park an RV and trailers in the parking lot?
5. What kind of group rate can you offer us?


Any more I should ask?

[ConeDodger]

Looks good unless Mike or Marty can think of anything...

[Mike Bellis]

I just got back in town and don't have much to say yet. I like the first option as the bar might be a good thing is temps or rain is an issue.

[Andyrew]

First option is my most preferable.

I've left them all messages last week and none of them have gotten back to me. Not the easiest to call either. I'll see if I can call them again tomorrow night.

[Mike Bellis]

There's a PCA Mammoth event this weekend I believe. Maybe they are busy?

[Andyrew]

Well I havent heard back from anyone. I'll try calling again today. No one ever said it would be easy, but I expected getting a response back from hotels to not be impossible...

[Andyrew]

Just did a quick thing on Mammoth Mountain Inn for early June. Average people staying three nights It looks like we might be able to get a decent rate here.

Without AAA discount
Queen Hotel Room
lodge MMI beds 1 max ocpy 2
check in 6/1/2017 check out 6/4/2017
nightly avg $129
total $387.00
2 Double Hotel Room
lodge MMI beds 2 max ocpy 2
check in 6/1/2017 check out 6/4/2017
nightly avg $129
total $387.00
2 Queen Hotel Room
lodge MMI beds 2 max ocpy 4
check in 6/1/2017 check out 6/4/2017
nightly avg $149
total $447.00

With AAA discount
Queen Hotel Room
lodge MMI beds 1 max ocpy 2
check in 6/1/2017 check out 6/4/2017
nightly avg $116
total $348.30
2 Double Hotel Room
lodge MMI beds 2 max ocpy 2
check in 6/1/2017 check out 6/4/2017
nightly avg $116
total $348.30
2 Queen Hotel Room
lodge MMI beds 2 max ocpy 4
check in 6/1/2017 check out 6/4/2017
nightly avg $134
total $402.30

[Andyrew]

I finally made contact with Mammoth Lakes. Below is the correspondence.

Note I responded to max stating this is a Friends and Family event however we would be under the Porsche Club of Americas insurance as a club event.

If anyone thinks this is the wrong answer let me know and I will correct it.

"Hey Andrew,

 

Will this be a friends and family group or a corporate group? Once I get this I can pass it to the right sales manager who will be able to give you rates and work through the details with you. Please let me know if you have any questions and talk to you soon.

 

Sincerely

 

MAX GUY

Sales Coordinator

 

Mammoth Mountain Ski Area, LLC

2321 Rosecrans Ave., Suite 1260

El Segundo, CA 90245

Tel. 310-643-1189

mguy@mammothresorts.com

 

Mammoth Resorts locations include Mammoth Mountain, Bear Mountain, June Mountain and Snow Summit. For more on our locations, visit MammothResorts.com.

 

From: adalen [mailto:adalen@pacbell.net]
Sent: Tuesday, August 02, 2016 4:04 PM
To: Sales <SalesMailbox@mammothresorts.com>
Subject: RE: 914 WCR, Large group late summer next year

 

Following up on this request. 

 

Please have someone from your team contact me ASAP

 

Thank you!

Andrew Dalen

209-324-9148



-------- Original message --------
From: adalen <adalen@pacbell.net>
Date: 7/13/2016 4:49 PM (GMT-08:00)
To: sales@mammoth-mtn.com
Subject: 914 WCR, Large group late summer next year

Hello, 

 

We are planning on hosting an event late summer next year and would like to discuss group rates as well as use of some of your accomidations. 

Please give me a call to discuss this but below are the basics. 

 

1. Our group will be need somewhere from 30-50 rooms and will have somewhere from 40-80 people. 

2. Our event will be about 3 days long but many people will come a couple days early or stay a couple days longer. 

3. Our event will likely focus around a Friday/Saturday/Sunday timeline with overflow the surrounding days. Exact weekend is open for discussion as we are trying to stay away from the heat, rain, and crowds. 

4. Our group will need a dedicated parking area large enough to host all the cars as well as some trailers and possibly an RV. 

5. We would like to be able to BBQ in your parking lot if that is available one or two of the nights as well as relax with a local drink. 

6. Will we be able to use one of your conference rooms one of the nights for a catered dinner and awards? 

7. What kind of group rate can you offer us? 

 

I look forward to speaking with you. 

 

Thank you!

Andrew Dalen

209-324-9148"

[ConeDodger]

Andrew,
What we have found in the past is that sometimes these sales manager types will quote you a higher rate than you can get just using Hotels.com. So just to keep them honest, we have to check that. Example Montblue at Tahoe.
No contracts! McMark was on the hook for $5000 because we failed to "perform" i.e.: rent as many rooms as we said. We had to lawyer up to protect him. Otherwise, good work!

[Andyrew]

I completely understand. If they come back asking for a contract well have them remove that and adjust the price accordingly.

I just spoke with the salesman and they are working up two prices. One early June and one early sept.

We wont be allowed to have anything but the hotel staff cater on location but he did say that even though he cand say we can bring our own food/drink, no one should bother us if we have a free for all night or if people bring drink in the parking lot. .

Ill share the rest when he gets me the info. Should be a day or two.

[Andyrew]

OK,

Just got a response back from the resort for pricing.

Hi Andrew,

Thanks for following up. Below are the rates available for lodging. Rates apply to either dates. Once you decide on the location that works better for the group, we can further discuss meeting space at the appropriate property. That being said, we could always contract both properties and allow members of the group to choose between the two unless you are looking for everyone to stay at the same location. Let me know if you have any further questions.




Pricing looks OK, Good in fact if none of my other prices included the $20 resort fee or 14% tax..

His mentioning of "Contract both properties" scares me and makes me think he thinks we are going to sign a contract. This is not going to be the case and I will need to make that clear to him and why.

What are all your thoughts, the price is high... is that going to drive away people or is the area going to bring in people?

I havent tried to negotiate any pricing as I want to save that for after we get closer to actually booking rooms and if a little bit of time has passed.

[ConeDodger]

Looks good to me... (IMG:style_emoticons/default/evilgrin.gif)

[Andyrew]

More details, I informed him that I believe the Free Sell terms will work well for us and I would discuss it with you guys.

Hi Andrew,

To answer your question, I would need to determine what type of contract would be set up. I will try my best to include all the details pertaining to each of the contracts type below. I may miss something but I will my best to cover all bases. Details below do not guarantee all the specifics in either type of contract.

 

Basically we have two different types of contracts: Free Sell and Master Account

 

Free Sell

This contract allows the group to book individual reservations on their own at the agreed upon discounted rates for the contracted room types and dates. Each member of the group will contact our call center to reserve, book and pay their reservations. There is no master account set up. Any products purchased will be paid for by the individual.

 

Since rooms are not being blocked for the group, all reservations and rooms are based on availability.

 

Change/Cancellation Policy: Summer Season

Valid April 21, 2016 through October 31, 2016

You may cancel or change the reservation up to 2 full days in advance of arrival date with a $50.00 change/cancellation fee. Within 2 days of arrival all reservations are non-changeable, non-transferable and non-refundable, unless other arrangements have been made.

 

The minimum requirement in order to receive the contracted rates is 20 people, 5 condos/hotel rooms booked for 2 nights or more.

 

 

Master Account

This contract allows the group to block the numbers rooms needed for all individuals in the group. A master account will be set up to cover all charges, i.e. room charges, taxes and resort fee. Activities and other products can be added on the master account as well. Upon arrival the balance of the master account must be paid in full.

 

This type of contract includes a Room Block Reduction (Attrition) clause since we are holding rooms for the group and unable to sell. Below is example of the verbiage in our contract.

 

914 WCR represents to MMSA that the total number of room nights blocked is an accurate representation of the guest room requirements. Up to 10% of the per night room block may be released without liability, provided 914 WCR, notifies MMSA in writing at least (60) days prior to the scheduled arrival date.

 

If the reduction exceeds the limits outlined above, or any further reductions occur within (59) days of the arrival date, or any rooms are held without names by 914 WCR, the Group Master Account will be charged the full amount of the unused room nights, plus room tax. No-Shows and Early-Departures are considered reductions and will also be charged.

 

A rooming list is required 30 days prior to arrival. This will be provided to the Conference Services Manager and he/she will assign rooms based on your rooming list.

 

A deposit of 20% of the lodging revenue is required when returning the signed contract.

 

The cancellation policy is as follows:

Should it be necessary for you to cancel this function after this letter has been signed, MMSA will be entitled to liquidate damages based on the following scale:

91 days or greater, prior to the event date:

Forfeiture of initial deposit.

90 days to 61 days prior to the event date:

An amount equal to twenty five percent (25%) of the estimated total event.

60 days to 31 days prior to the event date:

An amount equal to fifty percent (50%) of the estimated total event.

30 days or less, prior to the event date:

An amount equal to one hundred percent (100%) of the estimated total event.

 

The minimum requirement in order to receive the contracted rates is 20 people, 5 condos/hotel rooms booked for 2 nights or more.

 

 

STEPHEN REMILLARD

National Sales Manager

 

Mammoth Mountain Ski Area, LLC

2321 Rosecrans Ave., Suite 1260

El Segundo, CA 90245

Cel. 760.914.3084

sremillard@mammothresorts.com

 

Mammoth Resorts locations include Mammoth Mountain, Bear Mountain, June Mountain and Snow Summit. For more on our locations, visit MammothResorts.com

 

From: adalen [mailto:adalen@pacbell.net]
Sent: Monday, August 15, 2016 7:44 PM
To: Remillard, Stephen <sremillard@mammothresorts.com>
Subject: RE: 914 WCR, Large group late summer next year

 

Stephen,

 

What happens if we do not make our estimimated room/group count or have to cancel? 

 

What exactly does your "contract" require? 

 

Thank you,

Andrew Dalen

[ConeDodger]

Free sell sounds best, but the contract thing is sketchy... Good question Andrew.

[Mike Bellis]

Great score on the Hotel. Dates are fine with me. I will get there a day early and leave a day later.

I'm going to try and travel up there in the next couple weeks and check out some roads. I might bring my 4x4 just in case of weather. I saw they closed some roads in Yosemite today because of a 1/2" of snow...

[MartyYeoman]

Mike,
The Tioga Pass is still open. When might you be available to make a run over to Mammoth Lakes? It looks like good weather for the next week or so. I'd love to take the 914 for a fall run.
Marty

[Mike Bellis]

I'm free this weekend. I'm not driving my 914 for a 6+ hour recon trip. Thinking about grabbing a room in Mammoth Saturday night. Leave San Ramon around 7am and head that way.

[Andyrew]

Mike,

Speak to the guy in the email address, He said he would set us up with rooms if we needed to scout out the place.
Remillard, Stephen <sremillard@mammothresorts.com>
Cel. 760.914.3084

I might be able tag along. Are you planning on bringing Kristi?