Prepared by Travel GHR for ASCA

World Clinic East Coast options

Simpler contracts. Smarter spend. Stronger attendance.

Board copy · Printed Nov 2, 2026 · Travel GHR · nicci@travelghr.com · +1-618-954-7979 · Sample data

Sample terms for demonstration. Real proposals use signed hotel quotes.

Coaches expected

Sample

1,000

Room nights needed

Sample

1,200

Decision needed by

Sample

Spring 2027

Three properties, one clear fit

Mock-up imageRecommended

Property A

East Coast waterfront

Fit 92

Group rate: $179 / night
Attrition: 80% cumulative
Coach cost per night: $202
Rebate to ASCA: 3%

No resort fee
Free parking
Rate parity
Storms named in force majeure

Higher service charge

As of Nov 2026 · Source: Sample for demonstration

Mock-up image

Property B

East Coast downtown

Fit 78

Group rate: $165 / night
Attrition: 85% nightly
Coach cost per night: $249
Rebate to ASCA: None

Lowest base rate
Walkable downtown

$35 resort fee
Paid parking
Nightly attrition
No F&B price cap

As of Nov 2026 · Source: Sample for demonstration

Mock-up image

Property C

East Coast resort

Fit 71

Group rate: $199 / night
Attrition: 75% cumulative
Coach cost per night: $225
Rebate to ASCA: 2%

Most meeting space
Lowest attrition
Meeting rooms waived

Highest F&B minimum
40 min from airport
Lobby renovation 2028

As of Nov 2026 · Source: Sample for demonstration

Compare

Side by side

Best value Least favorable

Term	Property ARecommended	Property B	Property C
Group rate	$179	$165	$199
Coach cost per night	$202	$249	$225
Attrition	80%	85%	75%
Attrition method	Cumulative	Nightly	Cumulative
Cutoff	30 days	21 days	30 days
F&B minimum	$148,000	$132,000	$165,000
Service charge	24%	25%	23%
F&B price cap	3% per year	None	4% per year
Meeting room rental	Waived with F&B minimum	$12,000	Waived
Comp rooms	1 per 40	1 per 50	1 per 40
Resell credit	Yes	No	Yes
Rate parity	Yes	No	Yes
Outside-block credit	Yes	No	No
Rebate to ASCA	3%	None	2%
Storms in force majeure	Yes	No	Yes
Airport drive	15 min	25 min	40 min

Property A

Recommended

Group rate: $179
Coach cost per night: $202
Attrition: 80%
Attrition method: Cumulative
Cutoff: 30 days
F&B minimum: $148,000
Service charge: 24%
F&B price cap: 3% per year
Meeting room rental: Waived with F&B minimum
Comp rooms: 1 per 40
Resell credit: Yes
Rate parity: Yes
Outside-block credit: Yes
Rebate to ASCA: 3%
Storms in force majeure: Yes
Airport drive: 15 min

Property B

Group rate: $165
Coach cost per night: $249
Attrition: 85%
Attrition method: Nightly
Cutoff: 21 days
F&B minimum: $132,000
Service charge: 25%
F&B price cap: None
Meeting room rental: $12,000
Comp rooms: 1 per 50
Resell credit: No
Rate parity: No
Outside-block credit: No
Rebate to ASCA: None
Storms in force majeure: No
Airport drive: 25 min

Property C

Group rate: $199
Coach cost per night: $225
Attrition: 75%
Attrition method: Cumulative
Cutoff: 30 days
F&B minimum: $165,000
Service charge: 23%
F&B price cap: 4% per year
Meeting room rental: Waived
Comp rooms: 1 per 40
Resell credit: Yes
Rate parity: Yes
Outside-block credit: No
Rebate to ASCA: 2%
Storms in force majeure: Yes
Airport drive: 40 min

As of Nov 2026 · Source: Sample for demonstration

Protecting ASCA

How attrition works

Rooms blocked (room nights)

Group rate

Attrition threshold

Pickup

Hotel resells unused rooms (resell credit)

Rooms picked up

864

of 1,200 blocked

Shortfall

96 nights

ASCA owes

$17,184

Next review date

Sep 1, 2027

Block can shrink up to 10%

Pickup 72%Threshold 80%

At 72% pickup, ASCA would owe about $17,184. Reducing the block by 10% at the Sep 1, 2027 review would cut that to $0.

Sample math for demonstration. Actual terms come from the signed contract.

What attrition is

The hotel holds a block of rooms for your group. If fewer rooms are booked than the contract requires, the group pays the difference.

Review dates are your safety valve

Many contracts let you shrink the block on set dates without penalty. Missing a review date is the most common avoidable cost.

Coaches who book outside the block

Coaches who book through other sites or with points often do not count. Matching the registration list to the hotel's guest list can recover that credit.

The rebooking trap

Hotels sometimes forgive attrition if you sign future years. That can lock you into locations attendees are tired of. We map these links on the Contracts page.

Small events, simple terms

For regional clinics, we propose a flat meeting room rental plus a food and beverage minimum, with no room block.

Room rental $4,500 + F&B minimum $9,000 = $13,500 known up front.

No attrition risk.

Key terms

Tap the i next to any term to see what it means.

AttritionIf fewer rooms get booked than promised, ASCA may owe a fee; this is the share of the block ASCA must fill to avoid it.
PickupThe share of the room block attendees have booked so far.
Room blockThe set of rooms a hotel holds for ASCA attendees at the group rate.
Cutoff dateThe date unbooked rooms in the block go back to the hotel for anyone to book.
Review dateA date when ASCA can shrink the room block without penalty.
Resell creditIf the hotel resells rooms ASCA released, those nights count toward ASCA's goal.
Rate parityThe hotel promises not to sell the same rooms cheaper online than the group rate.
Force majeureLets either side cancel without penalty for events beyond control; naming storms makes hurricanes clearly covered.
F&B minimumThe least ASCA must spend on food and beverage, before service charge and tax.
Service chargeA fee added to every food and beverage bill, usually on top of tax.
Comp ratioHow many paid room nights earn one free room night for ASCA.
CommissionA fee the hotel or insurer pays Travel GHR for the business. ASCA does not pay it.
RebateMoney the hotel returns to ASCA after the event, based on rooms booked.

Version 1.0 · Prepared Nov 2026 · Approved by: pending