I read a lot of contracts on behalf of my clients and have learned that there are items you absolutely need to be on top of when it comes to creating the as-close-to-perfect-as-possible contract for your meeting. So here we go:
10. Service Fees: This includes miscellaneous, administrative, equipment fees and more. Though many of these fees are non-negotiable, there is no reason you cannot address some of the items. For example, you may want to bring in some of your own equipment and do not wish to pay for that which you will not need or use.
9. Deposits: Consider the due dates and make sure you are comfortable with the amounts needed and how far out from the meeting they are needed.
8. F&B: The venue will provide you with minimum numbers and pricing. Make sure that it all makes sense considering the meetings past history. Also you will want to make sure you can customize your meals based on any unique needs.
7. Cancellation: In the case that you or the venue need to cancel, you need to know the if-this-then-that break down. Ask that the contract spell out what your and their responsibilities will be in the case that you or they cancel. For example if you cancel and they rebook or resell rooms, what does that look like? Or if they have a change in ownership/management or are remodeling/renovating, what does that look like?
6. Attrition: Make sure all of your rooms are credited to you, even if the person who made the reservation did not go through the proper channels. Also, make sure you get credit for any rooms that are resold.
5. Wi-Fi: Understand the rates for both the meeting space as well as guest rooms.
4. Cut-off Date: The ideal cut-off date is 14 days. Also, will you be able to make name changes after the cut-off date, and will the venue honor your group rate after the cut-off date as well.
3. Concessions: Are upgrades available? Do you get any complimentary rooms, amenities, transfers, etc.
2. Room Rates: Negotiate that the agreed upon rates take effect for a few days out and after the event. Also, can you get staff rooms at reduced rates? Also, know the rates for various room types (single, double, triple, etc) and make sure there is no lower rate clause.
1. Consider: This is not a part of the contract; instead, it is an idea that will save you time, energy and money, while also bringing you great joy and happiness. This awesome idea is to call me, Jill Stone, at 636-797-3405. I can read the contracts for you, negotiate on your behalf and will make sure to check over the points mentioned in this blog and a whole lot more more – including finding the perfect property for your meeting.
As my client Dewayne Johnson (The Soil and Water Conservation Society) once shared, “Jill really does keep me sane We can be looking at 15 different properties at any given time, Jill keeps it all organized, reminds me of the pros and cons of each property and is truly concerned about finding the best possible location for each meeting.” I will ABSOLUTELY do the same for you.
Happy day, Meeting Manager!