Since you all are expecting at least 280, 200 will be a safe starting number to put on the contract. Also, you all can get an understanding from the hotel that this number has a good potential of increasing to 300 and in the event the attendance number rises to 300 or above, that they can accomodate you all.

If they cannot guarantee accomodations for at least 300, then yes, I would find another hotel as well. And yes, I would also set a $40.00 limit (including tax and gratuity) for the banquet. That seems to be the going rate. (Hotels are making a KILLING!!!!!)

Also, since you all have three places on the table to hold the reunion, I would definitely suggest the place where there are more hotel accommodations. I know what you are going through. It is a stressful process finding a nice, adequate place to hold the reunion. Also, you may want to consider resorts in the area.