Contracting Concessions

After the completion of the site selection process, contracts must be written for the space required. Below are some key factors when negotiating a contract.

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Rates & Pricing

  • Sleeping rooms at prevailing government rates
  • Shoulder rates
  • Housing rebates
  • Commission
  • Telephone surcharge

Discounts & Complimentary Offerings

  • Discounted staff rooms
  • Suite or Club Floor upgrades at group rate
  • Complimentary/Discounted hospitality suites
  • Complimentary meeting room or sleeping room for pre-planning purpose (prior to conference date)
  • Complimentary/discount food & beverage functions
  • Complimentary/discounted parking
  • Discount on published banquet menus
  • Discount on published AV prices
  • Complimentary entry to health/fitness club
  • Complimentary microphones in meeting rooms
  • Complimentary power strips
  • Complimentary phone and outside phone line at registration desk
  • Complimentary 800 number phone calls/local calls
  • Complimentary/Discounted wireless internet in guest rooms
  • Complimentary/Discounted wireless internet in meeting rooms
  • Waived resort fee


  • VIP in-room amenities
  • Late check out for VIPs and staff
  • VIP transportation

Meeting & Exhibit Space

In consideration of F&B minimum and room block, meeting & exhibit space should be offered complimentary.


  • Cancellation clause
  • Cut off date for room block


  • Double meeting points

Several standard hotel contacts have been negotiated with major North American chains. Please note that contracts valued over US $25,000 must be forwarded to IEEE for review & execution. All others will be reviewed upon request.

Have a tip to share? The CEE team would love to hear from you.

Suggested Courses

We recommend the following courses in the IEEE Center for Leadership Excellence (CLE).  First, use your IEEE Account to log in to the CLE and then click the View Course link to go directly to the recommended course.

Conference Contracting Overview

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Step 2: View Course

We Are Here to Help

If you have questions about contracting concessions, please contact the CEE team.