Contract Negotiations

Contract Negotiations

Lori BowerVice President

National Conferences

Event Specifications Know your needs to obtain what is needed:

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

Preparing Your Event Specification

• 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

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

• Multi-Year Discounts• Know Venue

Exclusives to Avoid Expenses Not Budgeted

Let the Negotiations Begin

• Rates & Attrition• Cut-Off Dates• Deposits & Billing• Onsite & Post Event

Reporting

Putting Contract Clauses in Layman Terms

• ADA• Construction,

Remodeling & Deterioration of Venue

• Change in Ownership or Management

• Indemnification & Hold Harmless

Putting 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 if You Need Us! SCTE National Conferences Review

• Agreement Due Date

• Acknowledgement

• Authorized Signature(s)

Executing the ContractThe hosting venue can make or break your event;

do not settle for less than what is required!

Questions