It's possible that the publisher would not be covering the hotel.
To the OP:
Publishers' ad/marketing budgets are nowhere near what they used to be, unless you're a very big name (think James Patterson).
If the book is already selling briskly, then there's bound to be more $ going into marketing but probably not enough for a week-long hotel stay. In a lot of the US, a week-long hotel stay would break $1,000. And that's not taking food or transportation into consideration. And it's not calculating a luxury hotel, either.
I can tell you, too, that the tie-in writers for Star Trek don't get that kind of budget. Keith Decandido in particular has said that he has to pay his own way to conventions a lot of the time. And he's a NY Times bestselling author.
I have conducted book signings. They tend to be done on the cheap. Consider this: how much do books cost? Unless you're talking college textbooks or heavy coffee table tomes, the cost of your average book clocks in at under $20 (most people don't buy hardcovers, see: https://www.millcitypress.net/author-learning-hub/distribution/setting-retail-price/
And of course books have various costs of creation. When you're signing and selling in person, the costs are already laid out. What I mean is, the publisher and/or the author is financially in the hole to start. They need to claw uphill, just to break even.
There are multiple production costs (see: https://www.millcitypress.net/author-learning-hub/printing/book-printing-costs/
). So a book priced at $20 might net a profit of (let's be generous) $12.
If she sells 800 books with a $12/book profit, she might
cover the cost of a week-long hotel stay. Only.
The publisher is of course in this to make $. They aren't going to send her on a junket to break even.
This leads me to wonder any of the following:
* Is she laying out her own costs?
* Is this a vanity press?
* Unknown first-time authors aren't likely to get big marketing budgets. So, what gives?
I think this guy might even think he's just being nice. But they are not on an equal financial footing. He wields all the power, and I can't help but wonder if he might want to try to eventually collect.
I smell a rat.