Venue contracts can be dense, but they hold the key to your event’s financial and logistical success. Use this resource as a contract review checklist to help you catch red flags, negotiate better terms, and ensure every detail—from room blocks to cancellation policies—is crystal clear before you sign on the dotted line.
• Read twice—two ways: First, highlight confusing terms or red flags. Second, look for what’s missing (like ADA compliance or force majeure clauses).
• Base your room block on history: Use past pickup reports to avoid overcommitting and risking attrition fees.
• Push for cumulative pickup: Ensure your attrition is calculated on total room nights used—not by day.
• Include a “no walk” clause: Protect your VIPs and attendees from being relocated due to overbooking.
• Don’t skip the concessions: Ask for site visit comps, Wi-Fi, discounted AV, and room upgrades upfront.
• Be mindful of cancellation language: A fair contract should include a sliding scale and mitigate damages.
• Always ask for ADA and fire code compliance in writing: Protect your attendees and your liability.
Our technology and expert planners work together to create a seamless experience. See how we can help!