How To Get Contracts With Hotels

How to get contracts with hotels depends on familiar  you are with contracts and reading the fine print.  Blocking rooms for conferences, expos, trade shows, weddings, bar mitzvahs and other events is necessary in many industries.  Understanding how to get contracts with hotels can save time, money, frustration and create a memorable event.

1. Contact the hotel director of sales or the group sales team. The sales team will need to know dates, times of ballroom usage per day, how many people, size of room for the event, catering, security, etc. They will explain to you what their accomodations are and will draft a contract.


2. Do not glance it over and sign.


3. Read it once for what needs to be edited, what needs to be deleted or what has been omitted.  Read it again for clarity and to review what needs to be included.


4. Always have an attorney review the contract.


5. Beware of  payments.  Deposits a year or three months in advance.  Take into consideration date changes when the hotel requests deposits or holding fees months in advance of the event.


6. Review the dates and the dates of the rooms to be reserved. 


7. Are the principles on the contract often is listed as the name of the meeting.  Many times they are different. 


8. Does the hotel offer a first or second option?  First option is the date the contract must be returned, or must be renegotiated.  Second option is when the hotel must respond to you confirming days blocked.


9. Make sure the rooms are blocked for the days of the event.


10. If the reservation is a year or more in advance, the rate may not be firm. The hotel uses various indices to calculate annual price increases.


11. Verify taxes, extra charges for additional persons per room, verify rate is locked and not subject to change.


12. Obtain clear procedure for reservation and check-in.  Make sure all guests are aware of how to obtain their room.


13. Make sure all attendees confirm before the cut-off date--usually within 30 days of the event.


14. Verify how the hotel handles dishonored reservations.  Often hotels use a master account open 90 days prior to the event.


15. Agenda details should be confirmed.  Verify set up fees, ancillary fees, charges for outside contractors and security.