Hotel contracts can be complicated, but are a must to protect your organization and make mutual obligations perfectly clear. Additionally, contract risk reduction and cost containment have become an important metric in the Strategic Meetings Management (SMM) landscape.

  1. Create a custom hotel contract template for your organization (ready for signature), versus issuing a contract addendum (limited content and often conflicts with hotel’s stated clauses).
  2. From each RFP, assess your revenue contributions, by category, and have a negotiations plan—think like a hotel revenue manager.
  3. Calculate all performance clauses, based on profit, not revenue. (Do the math.) Eliminate or reduce hotel fees and surcharges.
  4. Include approved legal department liability language (i.e., indemnification, force majeure, breach by hotel, bankruptcy, successors and assigns, etc.).
  5. From each countersigned contract, create a cost savings/risk reduction report and distribute it to managers and key stakeholders.

Robyn Mietkiewicz, CMP, CMM, is director, global meeting management for Meeting Sites Resource, a global leader in meeting site research and custom contract negotiations, meeting support services and SMM consulting. For questions, email Robyn.