Meeting Sites Resource

Bankruptcy/Termination

• Addresses liability issues in the event the hotel or company enters into bankruptcy or foreclosure

Compliance with Laws

• Verify that the hotel will be in full compliance with all government laws and regulations

Successors and Assigns

• Identifies commitments in event the company or Hotel is sold; assigns assets

Plan and think before you ink. Contract tips:

• All hotel contracts are negotiable (plan and prioritize before you negotiate)
• A thorough and well designed contract is essential for a successful meeting
• Stay away from vague phrases such as “ample”, “reasonable”, “to be assigned”, “appropriate”, etc.
• All meeting and event space to be assigned by day (if a hotel will not assign specific space, they are not considered a candidate)
• There is no contract until both parties have signed the document
• Written changes on the contract with date and initials represent a counteroffer
• Discuss areas of dispute and counter offers in an open and honest manner
• Negotiate an option date to sign and return the contract
• Do not rush into signing a contract if you do not understand or agree with its content

Planners can add significant value to their meetings and the bottom line when they have a negotiation strategy that includes quality advance planning, a focus on meeting goals and objectives, an understanding of their meeting value and leverage and prioritized their hotel and contract components.

Tim Brown is a partner with Meeting Sites Resource based in Irvine, California. The company
specializes in meeting site research and hotel/contract negotiations, domestically and
internationally. The company also offers full-service planning and Staff On-Site (SOS) for
professional on-site meeting management/logistics support. Tim can be contacted at (949)250-
7483) extension 312 or by email at This e-mail address is being protected from spambots. You need JavaScript enabled to view it . www.meetingsitesresource.net