Requesting a Contract from a Hotel

Once you’ve narrowed down your choices and are ready to move forward with your chosen property, it’s time to begin the contract negotiation process.  The first step is to request a contract from that property.  This article will help save you some time during the contract negotiation process.

If you are working with a MeetingSteward.com consultant, don’t worry about this phase—your consultant asks the right questions and will take care of everything for you.  If you are working on your own, here are some basic guidelines to consider.

• The most important thing to remember is that nothing is set in stone until the contract is signed.  Before then, don’t worry about asking questions or getting complete explanations of any clauses or terms you do not understand.
• Also, when you make this initial contract request, understand that it is just that—the initial request for the first draft.  Anything can be changed and or addressed later if you missed it.

Here’s the basic information that a hotel will generally ask for to get the first draft:

1. Who will be signing the contract? –  Provide name, title, address, phone number, e-mail address.
2. Will there be a primary contact other than the contract signer? If so, provide name, title, address, phone number, e-mail address.
3. Reservation process. There are two options here a) Individual call-ins – your attendees will be calling the hotel on their own so they will need to reference the group so that the hotel knows they are affiliated with your group; or b)  Rooming list –  A list of all attendees that the contact (you?) will provide them.  There will be a date specified in the contract when this is due.
4. What charges will be on the master account? Generally, the “Master” account takes care of everything except “incidentals”, which individuals will cover with a credit card upon check-in.  However, sometimes, the “Master” account will take care of certain VIPs as well.

Again, know that any/all of the above items can be changed later.  This will just get you started.  Best of luck to you!