GROUP MEETINGS & INCENTIVES
This link will take you to a list of the common questions related to Group Travel and Occidental Hotels and Resorts. If you don't find the information you are looking for in these frequently asked questions, please consult our contact page and submit your questions directly to the Occidental Hotel and Resorts Group Department
Resorts by Brand
1.) Do rates include private functions
2.) What is included and not included
3.) What documents do the group participants need at check-in
4.) How can we arrange of site excursions, golf etc.
5.) How do we pre-reserve Spa appointments
6.) Reservations at restaurants
7.) Can I use my own AV company
8.) Are all customs brokers alike
9.) How can I ship materials from the US to my conference
10.) Do overnight carriers (Fed Ex, UPS, DHL) work similarly in other countries as they do in the US
1.) Do rates include private functions
The rates quoted by the OHR group department include all standard meeting space for your group. Additional charges may apply for meetings in public areas of the property (pool, beach, etc.), special décor and special/additional menu items for meals.
2.) What is included and not included
Our standard group package at Occidental Grands and Royal Hideaway includes the following:
Private check-in with welcome drink (group must arrive together).
Services of group coordinator-all meals and snacks including alcohol.
Private welcome reception and buffet dinner with one hours of open bar. (Using resort menus. Special decoration, lighting, entertainment, center pieces and audio visual not included). A minimum number of attendees for private buffet dinner may apply).
Private farewell reception and buffet dinner with one hours of open bar. (Using resort menus. Special decoration, lighting, entertainment, center pieces and audio visual not included). A minimum number of attendees may apply to qualify for a private dinner.
Meeting space and coffee breaks (proportionate to group size).
Not included in the standard group package:
-
Decoration
- Music
- Audiovisual
- Entertainment
- Flowers
- Golf
- Spa
- Transfers
- Tours
3.) What documents do the group participants need at check-in
All group participants must show a passport at check in and the applicable immigration information
4.) How can we arrange of site excursions, golf etc.
Your on-property group coordinator and/or concierge can arrange any off site excursions for you.
5.) How do we pre-reserve Spa appointments
Your on-property group coordinator and/or concierge can arrange any off site excursions for you.
6.) Reservations at restaurants
Please check with your on-property group coordinator to coordinate applicable times and number of guests per restaurant. Fees may apply for private events.
7.) Can I use my own AV company
Yes. However, generally most companies only bring in the equipment that is not available and rent a good portion from one of the in house companies. It tends to be less expensive and they utilize their experience with resorts, electrical, rigging points, etc.
8.) Are all customs brokers alike
No, your company may be using a freight forwarder who handles all your merchandise in the U.S. or Europe, but it has no experience with the laws or nuisances of another country. It is always best to ask your group coordinator for recommendations. Not all custom brokers are well versed in handling convention materials for temporary importation
9.) How can I ship materials from the US to my conference
For the best results, we recommend that you utilize a custom broker to ship materials to Mexico/Caribbean.
10.) Do overnight carriers (Fed Ex, UPS, DHL) work similarly in other countries as they do in the US
Yes, in that the items you are sending from the US are documents, it should take about 48 hours (even if sent overnight). While these companies insist they deliver to Mexico and the Caribbean (and they do), someone needs to be on the other end to clear items from the customs house. They are never automatically delivered to the resort.
