Hotel Contracts

Contracts don’t have to be frightening—they just have to be read and understood. That said, reading and understanding a lengthy and complex hotel contract can often be quite daunting. This is one of those areas where you should be willing to get some outside help from a lawyer if you are in doubt about something in the contract.

The hotel contract should contain all the important information about your meeting or convention. The dated contract should include:

• room rates as well as specifying room blocks and dates
• any special agreements that have been negotiated
• procedures for guests to reserve rooms and how rooms will be paid for
• details about general assembly rooms, meeting rooms, exhibit space, etc.
• food and beverage arrangements, prices, taxes and tips
• cancellation and termination of contract clauses and dispute resolution
• your commitments and attrition clauses—these clauses determine what happens if not all rooms are filled (this is one of those instances where you should consult a lawyer if you do not understand the implications of what is written in the contract). Pay special attention to any wording that talks about your responsibilities for filling guest rooms and any penalties for reservation shortfalls.

When the event is over, before writing a check to the hotel, you should examine each charge and make sure that it corresponds with what you agreed to in the initial contract. Try to understand where you could have saved money and where you could have afforded to spend more. This step will help you improve your event in subsequent years.