The revenue total did not match the room grid
The contract’s revenue total included a room night the group never booked — and that total is what the cancellation penalty is calculated on.
✓ Fixed before signing: $594 of liability removedYou run the meeting. We handle the hotels.
We search your preferred locations, get hotels competing for your group, and make sure the contract is right before anyone signs. You get your time back, and the credit for a great deal. It costs you nothing.
Only for groups of 10+ sleeping rooms a night. Twenty years negotiating hotel contracts. Our largest groups are association meetings of a thousand room nights and more.
Your bossToday 9:14 AM
Where are we on hotels for the March meeting?
Three options, all under budget. Contract already reviewed. Sending now.
PDFMarch hotel options
That was fast. Great work.
How it works
You make every decision. We do the legwork.
Your brief
Fill out the form below. If we need anything else, we will ask. Otherwise you will get a confirmation and we get started right away.
The search
We send your requirements to hotels in our name and keep your contact information confidential. Instead of hearing from hotel after hotel, you have a single contact: us. You get one report comparing every offer, with taxes and fees included.
Site visits
Want to see the shortlist in person? We coordinate it all with the hotels from baggage claim to check-in: airport pickups, transfers between properties, even complimentary rooms for your visit. We will also tell you what to look for.
The contract
The part everyone skips. We check every line against what the hotel offered and negotiate every clause so it is fair to you, not just the hotel.
The handoff
Once it is signed, we introduce you to the hotel’s event manager by name — and we stay reachable for questions.
What actually turns up in hotel contracts
Four real examples from this year. We changed the details to protect our clients, and every one was fixed before the contract was signed.
Room block agreementPage 4 of 9
Article 7. PerformanceGroup agrees to utilize a minimum of ninety percent (90%) of the contracted room nights. Should actual pickup fall below this figure, Group shall pay the difference…
Article 8. Cut-off dateReservations received after the cut-off date will be accepted on a space-available basis at the Hotel’s prevailing rate…
No walk clause on a home football Saturday
Two nights of the block landed on a sold-out stadium weekend, with nothing obliging the hotel to keep the group’s rooms.
✓ Fixed before signing: walk protection addedThe attrition allowance never moved
The group added rooms and the block grew significantly, but the clause still allowed only the shortfall sized for the original, smaller block.
✓ Fixed before signing: allowance resized to the new blockA fifty-day gap in the cancellation terms
Cancelling was free until 200 days out, and a 20% penalty started at 149 days out. For the 50 days in between, the contract said nothing — and a silent contract favors the hotel.
✓ Fixed before signing: the gap closedHow we get paid
The questions every client asks.
What does it cost me?
Nothing. We are compensated by the hotel, based on the room nights your group actually uses. Your rate is the same as booking direct.
Is anything added to my rate?
No. There is no markup. If we negotiate the rate down, it goes down.
Do I sign anything with you?
No. There is no retainer and no contract. If what we find is not right, walk away owing nothing — we appreciate the opportunity either way.
Do you plan the rest of the event?
No. We do hotels. We do not run events, book flights, or cater, but if you need help there, we can refer you to someone who can.
One piece of timing, and it is the whole model.
Please get in touch before you send the RFP. Hotels generally credit whoever makes first contact. If you have already reached out to a hotel yourself, we may not be able to represent you there — so talk to us first and every hotel stays on the table.
Already started? Tell us anyway. Our long-standing hotel relationships can sometimes still open the door.
Start a search
Only for groups of 10+ sleeping rooms a night. No RFP needed — paste whatever you have and we will take it from there.
A person replies within hours, with follow-up questions if we have any.
Rather email? rfp@meetingsteward.com
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A person reads every one of these. Expect a reply within hours, with any follow-up questions before anything goes out to hotels.