I work with hotels daily and I would like to offer some insight as to how something like this could blow up on a promoter.
If a promoter enters into an agreement with a hotel, there will a contract with many fine points. Let's just say, for example, a hotel agrees to "rebate" $10,000 based on performance and $10 per room night for each room sold. The promoter then counts on this money as part of the income.
At the same time, the promoter will book a certain number of rooms to be sold to the participants. For example, say 1000 room nights @ $100 per night = $100,000 in revenue. The promoter is then counting on a $10,000 rebate, plus $10 per night for each room sold - another $10,000, for total income of $20,000.
The hotel will require guarantees that the rooms will be sold. Let's say they require 80% of the rooms to be used, or 800 room nights. Any shortage will be paid by the promoter.
All is well when things go well, but what if the turn out is poor due to the bad economy and only 500 room nights are used? The promoter will have to pay for the 300 unused room nights (800 guaranteed versus 500 used) , or $30,000. They will not get the $10,000 performance rebate. but they will get the $10 per night rebate, or 500 X 10 = $5,000.
So, instead of having $20,000 added by the hotel, there will be a debt to them of $25,000.
Even if the group peforms as expected, hotels may not pay the rebate promptly. So, you can see that being a promoter is very risky business if they are counting on hotel income and speculative attendance.
Chris