Always ask questions of the hotel if something is unclear or vague. If you feel a section of the contract is unfair, negotiate it with the hotel. If you can present a convincing argument, many hotels will revise the contract.
Many hotels require reservations for blocked rooms months, and even years, in advance.
Make clear what you are responsible for if a cancellation occurs. The facilitator should try to negotiate a situation where the earlier the facilitator notifies the hotel of the cancellation, the smaller the penalty. You should not have to pay the same penalty if you cancel 10 months or 1 week in advance. At times, there are other University Outreach and Extension functions taking place at the same facility. When making hotel arrangements, please assign rooms based on dual occupancy, unless there are special circumstances which require a single room.