# Hyatt Regency Reston (Reston, VA) — Convention Hotel & Group Block Intelligence

- **Canonical URL:** https://conventions.com/hotels/hyatt-regency-reston
- **HotelScore™:** 9.2 / 10 (Verified Convention & Headquarter Block Property)
- **Address:** 1800 Presidents St, Reston, VA 20190 (United States)
- **Brand / Chain:** Hyatt Regency (World of Hyatt)
- **Guest Rooms:** 518
- **Total Event Space:** 32,000 sq. ft. across 22 meeting rooms
- **Largest Ballroom:** 12,300 sq. ft.
- **Primary Convention Campus:** Walter E. Washington Convention Center (8–12 min official show shuttle / rideshare)
- **Group Housing & Buyout Desk:** Sara Chaval · (702) 576-1312

## TrueRoom™ Nightly Rate & Resort Fee Receipt
- **Negotiated Group Block Rate:** $285/nt (vs. $479/nt Peak Rack)
- **Mandatory Resort / Destination Fee:** $0 Waived on Conventions.com Block (Standard $32/nt)
- **Occupancy Tax:** 15.95% D.C. / National Harbor Hotel Occupancy Tax
- **True All-In Nightly Cost:** $330/nt (vs. $593/nt Rack/OTA — Save $263/nt or 44%)

## TrueMeeting™ Ballroom & Banquet '++' Multiplier
- **Ballroom Rental Waiver Minimum:** $28,000 cumulative F&B
- **Banquet Service Charge + Tax ('++' Multiplier):** 25% Service + 10% Tax (+37.5% effective)
- **Plated Dinner Benchmark:** $176++ menu → $242/person all-in

## Functional Ballroom & Breakout Capacities
| Space Tier | Sq. Ft. | Ceiling | Theater | Banquet | Classroom | 10×10 Booths | Rental Waiver |
|---|---:|---|---:|---:|---:|---:|---|
| Grand Pillarless Ballroom (Main General Session) | 12,300 | 22'–26' Clear | 1,295 | 911 | 769 | 62 | $0 Rental w/ $28,000 F&B Min |
| Junior Ballroom & Divisional Plated Dining Hall | 8,500 | 18'–22' Clear | 895 | 630 | 531 | 43 | $0 Rental w/ $14,000 F&B Min |
| Pre-Function Registration & Sponsor Showcase Concourse | 6,000 | 16'–24' Atrium | 500 | 400 | 300 | 30 | Included w/ Grand Ballroom License |
| Executive Breakout & Boardroom Wing (22 Rooms Total) | 2,400 | 12'–16' Clear | 240 | 171 | 141 | 12 | $0 w/ 50+ Peak Night Room Block |

## 4.1× In-House AV, Wi-Fi & Banquet Markup Table
| Category | Baseline | In-House Hotel Rate | Markup | Conventions.com MasterMSA | Playbook Rule |
|---|---|---|---|---|---|
| Dedicated Conference Wi-Fi & Hardline Drop | $450 / event commercial fiber circuit | $4,800–$8,500 / event ($28–$35/device/day) | 10.6× Markup | Capped at $1,250 Flat (or Comp w/ 100+ Room Block) | Insert our MasterMSA Addendum Clause 4B before signing to cap dedicated ballroom bandwidth at cost-plus 15% and waive per-device login fees. |
| Ballroom Rigging Points & Chain Hoist Motors | $95 / point + $145 motor rental | $395 / point + $285/day motor + 25% service fee | 4.1× Markup | Ground-Supported Truss Goalposts ($0 Ceiling Rigging) | Design general session stages with ground-supported black anodized truss towers and baseplates to bypass exclusive ceiling rigging point charges entirely. |
| General Session LED Wall, Line-Array Audio & Tech Labor | $11,500 / 3-day turnkey production package | $38,400 + 25% AV Service Charge ($48,000 total) | 4.2× Markup | $14,900 Turnkey Local Production Crew ($0 In-House Penalty) | Strike 'Outside AV Liaison / Patch Fees' during RFP contracting so our local production crew can roll in LED walls and audio with zero hotel surcharge. |
| Executive Plated Dinner / VIP Reception Catering | $176 / person printed menu price | $242 / person all-in (+37.5% '++' multiplier) | +37.5% '++' Add-On | Locked 2026 Menu Pricing + 15% Custom Menu Buffer | Always multiply printed banquet menu prices by 1.375× to budget true all-in spend; negotiate F&B minimums based on pre-tax/pre-service-charge revenue. |
| Banquet Coffee, Espresso & All-Day Refreshment Breaks | $38 / gallon specialty commercial roast | $135–$162 / gallon++ ($182–$218/gal all-in) | 4.8× Markup | Sponsored Barista Cart or Flat $24/person Half-Day Break | Never sign open consumption per-gallon coffee tickets; lock a flat per-person half-day refreshment cap or bring in a sponsored espresso activation. |

## The "Rogue Hospitality Suite, Penthouse & Exhibitor Box-Handling Receipt"
| Exhibitor & Sponsor Tactical Item | Standard Hotel / Show Trap | Conventions.com Desk Workaround |
|---|---|---|
| **1. Executive Hospitality & Demo Suites** (Presidential, Chairman & Hospitality Parlor Suites — 1,200 to 4,200 sq. ft.) | Booking via retail website prohibits commercial meetings, media shoots, or outside catering; hotel security shuts down elevator floor access for non-registered badge guests. | Authorized Hospitality Suite Buyout Contract: Unlocks commercial meeting rights, elevator keycard bypass for badge-holders, and crediting 100% of suite F&B toward your master minimum. |
| **2. Hotel Business Center / FedEx Office Box Receiving Fees** (Shipping pop-up banners, collateral & swag to your hotel room) | Hotel business center charges $15 to $65+ per box/case just to receive and hold packages addressed to a guest room, plus bell-desk cart handling fees. | Ship to Conventions.com Local Washington, D.C. Warehouse ($0 Box Fee): We receive your pallet/boxes locally and courier them straight to your Hyatt Regency Reston suite or booth door on move-in morning. |
| **3. VIP Restaurant Buyouts Inside Hyatt Regency Reston** (On-property signature steakhouses & corridor private dining rooms) | Going through main hotel catering triggers the +37.5% Banquet '++' multiplier and rigid banquet menus. | Direct Restaurant PDR Buyout Desk: Book private dining rooms directly at on-property and corridor signature steakhouses at standard restaurant gratuity/tax (saving ~10%–14% vs. banquet '++'). |

## 8-Point Master Specification Sheet
- **Guest Room Inventory & Peak Group Allocation:** 518 Total Keys · Up to 218 Peak Group Block Rooms — *Standard 1-per-40 cumulative complimentary room credit; request 1-per-35 comp ratio + 3 VIP suite upgrades at group rates during RFP.*
- **Total Event Space & Breakout Room Ratio:** 32,000 Sq. Ft. Total · 22 Dedicated Meeting & Breakout Rooms — *Optimal for 311–1,295 attendee conferences requiring simultaneous keynote and breakout tracks.*
- **Largest Pillarless Ballroom Capacity:** 12,300 Sq. Ft. · 1,295 Theater · 911 Plated Banquet — *Divisible soundproof airwalls; supports up to 62 standard 10×10 tabletop/exhibit booths (~200 gross sq. ft./booth) with 24-hour hold option.*
- **Primary Convention Campus Connectivity:** Walter E. Washington Convention Center (8–12 min official show shuttle / rideshare) — *Primary headquarter and exhibitor room-block anchor serving Walter E. Washington Convention Center.*
- **Airport Transfer & Motorcoach Staging:** IAD (Washington Dulles International Airport) · 5.2 mi (14 mins off-peak / 26–36 mins peak) — *Dedicated group porte-cochere / motorcoach staging lane available with 14-day advance manifest submission to hotel convention services.*
- **Nightly Room Rate, Resort Fee & Tax Structure:** $285/nt Group Block vs. $479/nt Peak Rack · 15.95% D.C. / National Harbor Hotel Occupancy Tax — *Mandatory $32/nt resort/destination fee is 100% waived when contracted through the Conventions.com Housing Desk (saves $263/room/night all-in).*
- **Banquet F&B '++' Multiplier & Catering Minimums:** $28,000 Ballroom Waiver Min · 25% Service + 10% Tax (+37.5% Effective) — *Contract F&B minimums on a cumulative multi-day program basis (breakfasts + breaks + reception combined) rather than per-room/per-day minimums.*
- **Attrition, Cutoff & Cancellation Protection:** 80% Cumulative Pickup Allowance · 30-Day Cutoff · 100% Rebooking Resell Credit — *Always insist on cumulative (not night-by-night) attrition calculation and a 'Resell Mitigation Clause' crediting any rooms resold by the hotel after cutoff.*