Contract Negotiations

Lori BowerVice President

National Conferences

Event SpecificationsKnow your needs to obtain what is needed:

• Dates• Locations• Vendors Space & Furnishings• Catering• Technical Sessions• Guestrooms• Golf Course

Preparing Your Event Specifications

• Daily Events Scheduled - Days, Dates & Times

• Function/Room Sets

• Estimating Attendance

Preparing Your Event Specification• Estimating Catering

• Technical Requirements – Audio/Visual, Telephone & Data

• Guestroom NIGHTS

Let the Negotiations Begin

• Rates & Attrition

• Cut-Off Dates

• Deposits & Billing

• Onsite & Post Event Reporting

Visitors Bureau, Site Visits & Proposals• Enlist the Expertise of Your Local

Convention & Visitors Bureau• Contact Multiple Venues• Physically Inspect a Minimum of

Three Sites• What to Look For During Your Site

Inspection• Proposals Before Contracts

Let the Negotiations Begin• They Need You More Than You Need Them! Make

the Hotel’s Contract Your Own• Nonprofit vs. Corporate• Know Venue Exclusives to Avoid Expenses Not

Budgeted• Multi-Year Discounts• Services for Guestrooms

Contract Clauses in Layman Terms• ADA• Construction, Remodeling & Deterioration of Venue• Change in Ownership or Management• Indemnification & Hold Harmless

Contract Clauses in Layman Terms

• Arbitration• Union Contracts• Force Majeure (with/without

Contract Contingency Clause)• Co-Dependency with Other

Facilities• Group Cancellation

Executing the Contract

We are here to support your event; let us help! SCTE National Conferences Review

• Agreement Due Date

• Acknowledgement

• Authorized Signature(s)

Executing the Contract

The hosting venue can make or break your event; do not settle for less than what is required!

Questions