Reserved Number and Attrition Fee - Room & Board Packages

Reserved Number

For conferences with room & board packages, the Sponsoring Organization/Department must provide a Reserved Number before contracting. The Reserved Number is the total count of all of the people (participants, staff, etc.) for whom you are reserving overnight accommodations in our residence halls and/or apartments. Your Reserved Number will be listed in your contract and cannot be modified after your contract is signed.

Important Distinctions

• Headcount vs. Rooms: Your Reserved Number represents the individuals staying overnight in our residence halls/apartments, not the number of physical rooms or apartments. Our team will allocate an appropriate room block based on your Reserved Number and programmatic needs.
• Guests staying at The Club & Guest House, Summer Inn, and/or our Summer Apartment Rental program should not be included in your Reserved Number.
• Dining Guarantees: Your lodging Reserved Number is independent of any separate guarantee counts requested by Conference Dining.

Attrition Fee

The Sponsoring Organization/Department is responsible for meeting 85% of its Reserved Number, as determined by our check-in records, otherwise an Attrition Fee will apply.

The Attrition Fee is calculated by taking the guest shortfall below 85% of your Reserved Number (rounded down) and multiplying it by the applicable room package rate. The applicable rate is the main room & board package price, which will be listed in your contract.

Attrition Fee = Guest shortfall below 85% x Main room & board package price

Example

A group has a Reserved Number of 100 people. Their 85% target to avoid an attrition fee is 85 people; if they were to have 85 or more people stay, there is no attrition fee. They have 80 guests actually stay overnight, creating a 5-guest shortfall, resulting in an Attrition Fee. If the applicable package rate is $200, the total Attrition Fee would be $1,000 ($200 times the 5-guest shortfall).