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How to Check Meeting Contracts
It takes time to go through a hotel contract with a fine-toothed comb, but it is worth it. Read it twice - first to see what needs to be rewritten or deleted and secondly for what needs to be added. The following isn't legal advice, but rather gives some guidelines as to what the contract should include. It is best for a legal professional to check through the contract as well.

General Points:
  • Contract initiation date;
  • Accurate legal names of both parties;
  • Addresses and contact information;
  • Specific name of the meeting;
  • Actual meeting dates, not room block dates;
  • Declaration informing you whether the contract is a first or second option. The "first option"specifies the date by which the contract must be returned, signed, to the hotel, after which the contract may have to be renegotiated. The "second option" includes this but also should include the date by which the hotel must reply to you after receiving it and notify you of its decision.
Accommodation Block
  • The block by year, days of the week, and dates, displayed in a table;
  • Detailed breakdown by numbers and types of rooms per night;
  • Be wary of points that will lock you into payment for the complete contracted block.
Accommodation Rates
  • The Year the rates refer to;
  • Rate changes in the future;
  • Breakdown by rate, by room type;
  • Extra taxes and gratuities;
  • Extra charges for additional people in rooms.
  • Currency;
  • Make sure that these rates are not subject to change.
Concessions
  • The type of concession - whether it is complimentary;
  • Details of complementary and additional concessions - must be spelled out;
  • If there is a cut off clause for concessions then find out what happens if you reach that cut off.
Reservations and Booking in
  • The procedure - who will book in guests, and how?
  • Reservation cut-off date - when will the group concession stop applying?
  • Check-in/check-out times.
  • Reservations that are dishonoured - what will happen if the hotel doesn't fulfil its obligation to a guaranteed reservation?
Hotel Payment
  • Of rooms - will individuals be responsible themselves?
  • The size and due date of the deposit;
  • Charge for early departure - these should be specified, less than one night's rate and told to guests upon arrival.
  • What is to be included on the master account and who the signatories are.
Reports to Request
  • Report, per night, of room take up;
  • Specific cancellations and absences;
  • Food and drink statistics.
Meeting Arrangements
  • Agenda - and whether it is provisional or final?
  • Date that the hotel will provide room numbers for guests;
  • Dates, times and room names for setup and meetings;
  • Auxiliary charges;
  • Security;
  • Changes to the arrangements should only be allowed with written group consent.
Food and Beverage
  • Menu prices - this should be one of the first things established;
  • Extras, such as tax and gratuities;
  • The venue's alcohol policy;
  • Cancellation or reduction clause.
Exhibition Space
  • Dates, including setup and dismantling;
  • Costs, broken down - for example, is daily cleaning included?
  • Equipment specifications;
  • Equipment and materials delivery - when must they be at the venue and are there any additional costs?
  • Security arrangements.
Termination Rights
  • "Force Majeure" - if an emergency occurs, over which neither party has control, a cancellation fee should not be payable.
  • Contract termination for new hotel ownership, bankruptcy and construction should be allowed.
  • The term "Without liability" should be included in these cases.
Cancellation
  • Separate clauses for hotel and group.
  • Sliding scale of charges for group cancellation, and they should be only in terms of lost room revenue, not any addition losses.
  • The hotel should pay for any losses incurred by you when it cancels.
Disabilities
  • The venue should comply with disability legislation.
Resolution of Disputes
  • How would they be resolved?
  • Who should pay the fees?
Miscellaneous
  • Negligence - each party should be responsible for its own.
  • Venue condition - should be the same or better than during the site inspection and contract signing.
  • List and name all contract attachments.
  • Statement that this contract supersedes all previous ones should be included.
  • Changes should only be made and confirmed in writing.
  • Signatures - information should include name, title, company and date.
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