If it's a small group, would it be possible to just go out somewhere, a restaurant or bar, for the prom instead of having it at the hotel? That would save a lot on costs.

The problem with that is that I believe the reason we are getting a good rate on the hotel rooms is because of having the prom at the hotel. If we take that out of the agreement, I don't know where we are in terms of cost.

Well, a small promless group opens up other options like going on Orbitz.

The block rate without the prom stuff could be the same. It might be the block pulling down the rate on the catering.

The thing is, sj, the hotel won't reserve the block for us if we only use a few rooms, and I suspect that many of us won't even be staying in the hotel. I'd planned to share a room with someone the night of Prom, but otherwise I'll be staying with my mom in CT since she's less than an hour from Providence. I agree that Orbitz or hotels.com would work just as well for that. I'd like to look at a smaller location just for Prom.

Updated survey results:

Yes 8
Probably 5
There's a small chance 8
No 20

You can certainly ASK about a small block, however. "We'd really rather work with you even though its now a small block but we can go the Oribtz route if we need to."

It might be in her interest (for whatever reason) to work with you.

I was never told in any bid that we had to book a certain number of rooms in order to get the price. In fact, it was implied that if we don't book soon there might be very few rooms left available. If we want to look into alternatives, that is fine, but if we are going to take the Marriot, I think we should book it in the next couple of days.

Do you want to talk to the Marriot and confirm that we still get that rate without using a ballroom?

Then we can hit press, announce the info, and tell them to hop to it.

Do you want to talk to the Marriot and confirm that we still get that rate without using a ballroom?

I have e-mailed the hotel rep, and I'll let you know as soon as I hear back from her. I also asked if she had an expectation of a minimum number of rooms booked.

sweet

I can be there. i'll be on the east coast during that time frame, and jumping north a half dozen states is no problem. heck, if anyone is crazy enough to drive it from DC/NoVa i'll pay for gas (all of it, no halfsies for this beggar passenger). And i'll be staying at the hotel as i have no other housing options in RI. Just got round to clicking on the survey.

(edited because i just can't seem to capitalize my first person pronoun the first time round)