Standard Operating Guideline

Gratuity Distribution Procedure

Gratuities

Gratuities (cash gifts) can be given to those individuals who exceeded your expectations, by going above and beyond their job responsibilities.At the conclusion of your meeting, you should evaluate the performance of the facility staff and use your discretion to determine who will receive a gratuity.Always keep in mind the length and intensity of your program.

Please note:This is a guideline only, it is not necessary to provide gratuities for every meeting – please use your discretion.

Gratuity Guidelines

Administrative Support$25 - $50Floor (set up) Mgr.$25 - $100

AV Technician$20 - $50Front Office Mgr.$50 - $100

Banquet Captain$25 - $150Housekeeping Mgr.$50 - $100

Banquet Chef$100 - $150Housekeepers$1/day

Bell Staff$5/guestHousemen$10 - $25

Catering Manager$150 - $300Package Dept.$20 - $100

Conv. Services Mgr.$150 - $300Reservations Mgr.$50 - $100

Engineering$25 - $50Security Director$25 - $50

  • Your budget for gratuities can be based on 50 cents to $1 per attendee, $1 per sleeping room, or 1% of the total meeting cost.
  • When determining guidelines for your banquet or catering staff, consider whether or not these individuals receive a percentage of automatic gratuities.
  • At publicly funded convention centers, tipping may actually be discouraged or even prohibited. If you wish to recognize convention center staff you may be able to make a donation to a staff activities fund (check with your facility for further guidance).
  • Based on the above criteria, gratuities may also be distributed to individuals representing DMC’s (Destination Management Companies), and their affiliates.

Gratuity Distribution Process*

  • Compile the list of staff members who contributed to the success of your program (see sample gratuity list attached).
  • Once you have finalized the gratuity list, complete a “Master Account Pay Out Authorization Form” with your Convention Services Manager (see sample attached).Please note that the total amount indicated on your gratuity list must match the “pay out” amount requested on this form and should be signed by both the meeting planner and hotel representative. This total must also match up to the amount indicated on the final hotel invoice. Please note that is the responsibility of the requester/meeting planner, to make sure that the gratuity amount indicated on the ‘pay out’ form, the ‘gratuity list’ and the ‘final invoice’, match accordingly.
  • Using the sample gratuity letter (see sample attached), insert the name of the individual to receive the gratuity, the name of the meeting and the gratuity amount that will be automatically deposited into their payroll check.Provide these letters to your hotel contact for distribution to employees.

*Gratuities may only be distributed via payroll deposit by the hotel as outlined above. Cash paid outs and direct distribution to an individual is no longer an acceptable practice.

Gratuity Distribution Authorization Guidelines

The following individuals are authorized to distribute gratuities on behalf of Astellas*:

  • Members of the Corporate Events & Professional Programs (CE&PP) Department
  • Authorized members of Meetings & Incentives (Astellas Preferred Vendor/Meeting Planning Partner)**
  • Select Independent Meeting Planners (only as authorized by the Director of the CE&PP Department)**

*TD’s (Travel Directors), working on behalf of Astellas at smaller meetings are notauthorized to distribute gratuities as noted above, however, they may “tip” hotel staff who assist them with moving boxes, etc., and request an “out of pocket” reimbursement following the meeting.These tips should be minimal and not exceed $20 - $25 in total.

**Gratuities requested by Meetings & Incentives personnel and approved independent meeting planners must first be reviewed and approved by a member of the Astellas Corporate Events & Professional Programs Department or the onsite client, prior to disbursement.

Post-Meeting Record Keeping

A copy of the hotel invoice highlighting the amount of the cash pay out, the final gratuity list and the counter-signed copy of the Master Account Pay Out Authorization form must be kept in two separate files:

  1. The meeting planners program book
  2. The Corporate Events & Professional Programs Central Gratuity File (electronic, please scan and forward to the CE&PP Executive Assistant)

Shared/M&C/Operations Procedures Manual/Standard Operating Procedures/Gratuity SOG/Gratuity Distribution Procedure SOG

Updated: 2.9.11