Source: Robin Roth, Senior Contracts Editor
E-Specs: August 23, 2006

Everything is negotiable in a contract - as long as both parties agree and the contract meets the other standards for a legally binding agreement. Naturally, when a hotel representative fills in the blanks on the approved contract form and submits it to you for review, the proposed agreement will be skewed in favor of the hotel, requiring a careful review on your part for terms that you may want to add or change to create a more reasonably balanced agreement. First and foremost in your review will be the vital data concerning dates, rates and space. Then come the essential terms like cancellation and room block performance. Finally, consider some terms that may not appear to be a priority on your radar screen but can definitely enhance the quality of your meeting. Here's a list of ten planners' favorites:

1. Ensure that the group rate is offered before and after the meeting and specify the number of days.
2. List the various ways that individuals may make reservations, including via the Internet.
3. Require the hotel to send reservation confirmations within a specified time following receipt of the reservation.
4. Ask for a certain quantity of descriptive rack brochures to be provided at no charge.
5. Request that name changes to reservations be permitted prior to arrival at no charge.
6. Add that if reservations are received after the cutoff date, they will be accepted and given the group rate on a space availability basis up to the group block.  
7. Set a desired ratio of front desk agents for peak periods of check-in and check-out.
8. Itemize complimentary additions to meeting room arrangements such as a house phone, writing implements, easels and microphone.
9. Establish the group's right to use suppliers of its choice at no extra charge.
10. State that the group will not be charged special labor or service fees for meal or cocktail functions.

This list will trigger ideas for other requests to negotiate that can be tailored to meet your group's unique needs. Often it is this attention to detail that ensures the satisfaction of attendees and the success of your meeting.  

(Note: This information is not intended to be "legal advice." A qualified attorney should be consulted to review all contract issues.)