Travel and Hotel FAQs
Almost all of Falmouth Instituteís trainings are held at a host hotel because our goal is to provide our clients with the most convenient and enjoyable experience possible. However, whether youíre new to traveling or a seasoned pro, there may be some things that come as a surprise upon check in. Hopefully this list will eliminate some of the confusion surrounding common hotel policies and travel issues.
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The prices we list on our website are special negotiated rates that are set up for our group. This is a base rate per night and does not include taxes or fees. There will always be a tax associated with the hotel rate that is applicable to all guests and there is sometimes what is called a resort fee. A resort fee is another tax that is collected in exchange for certain services such as use of the hotel gym and pool, turn down service, newspaper delivery, etc. This fee is usually non-negotiable, even if you do not take advantage of all available services. Some hotels just include that fee in their base price and others charge it separately. Upon making your reservation, ask the hotel to give you a total including all taxes and fees so that you are prepared upon arrival.
It is standard procedure in every hotel to hold a credit card for incidentals. This is their insurance policy against any damage that may happen to their property. This also is what allows you to make phone calls from your room, order room service and movies or charge other items directly to your room bill. A certain amount of money is held per night on the card without being charged. This amount varies by hotel. While the credit card is not actually charged for this amount at the time of check in, there needs to be an available balance on the card for the entire deposit amount. Upon checkout, you will have the option of placing any charges you incurred on that card or may opt to use another method of payment. In the event that you do not have a credit card, the hotel will require a cash deposit in that same amount that will be refunded to you upon check out. It is very important to contact your hotel ahead of time to find out the exact deposit amount so that you are prepared and ready to check in when you arrive.
When you make a hotel reservation, some hotels charge your card for the entire stay and some charge a deposit equal to the first nightís stay. If you are staying in a hotel that only charges a deposit, be sure to contact the hotel ahead of time to arrange for payment so itís not a surprise when you get there. If youíre not sure, itís best to call the hotel and double check. More than likely, the hotel will be happy to fax or email you a credit card authorization which can be filled out with the corporate card information and faxed back to cover all of your room charges. To ensure that you have ample processing time, get your credit card information to your hotel 72 hours before check in. Also call to follow up that the information was received, this way you will be sure to have a smooth check in.
The easiest and most commonly accepted form of payment is certainly credit card. However, if you donít have access to one all is not lost. Individual hotel policies vary so your first step is to contact your hotel directly and find out what their exact procedure is. Most hotels will allow you to pay for your room with cash or check but this will need to be agreed upon ahead of time to avoid confusion. Keep in mind that even if your hotel was paid for ahead of time with a check, you will still be responsible for a fully refundable deposit upon check in. For details on the deposit, please reference the ďcredit card for incidentalsĒ question above.
A room block is a group of rooms that Falmouth Institute is promising to fill with our clients in exchange for a discounted room rate. Having a cut off date gives the hotel a chance to sell any of our leftover rooms so that they are not at a loss on those nights. You can still book a hotel room after the cut off date but you may not be eligible for the discounted rate. It never hurts to ask to get into the block even after the date because some hotels will still honor that rate if they have the availability. Booking early will ensure your discounted rate so try not to wait!
Sometimes, especially if weíre only holding a few classes at a location, we arenít able to book a room block. When a room block is booked we are promising the hotel that we will fill a certain number of rooms. This is almost impossible to do with one or two classes. When this is the case, we try very hard to find a hotel that has a low published rate. It is always our priority to find a cost effective location without sacrificing quality.