Sample Meeting Contract

1. This is an agreement between (Name of Hotel)(hereinafter “Hotel”) and (Name of Association)(hereinafter “Guest”) with offices located at (your address).

2. Guest has scheduled its Meeting to be held in the Hotel on (date). Hotel is desirous of providing the accommodations. This letter agreement will cover and document the agreement of the parties with respect to such accommodations and the provisions therefore.

3. RESERVATIONS.

A. The Meeting is scheduled for (date). Guest will reserve certain rooms prior to the commencement of the Meeting.

B. The following represents the number of guest rooms currently blocked by Guest with Hotel:

• DAY MON TUE WED THU FRI SAT SUN
• DATE (days of the week)
• ROOMS (number of rooms each day)

C. The foregoing reservations will be held through (date) by Hotel for Guest and its membership. The rooms from such block above-described not confirmed on or before (release date) will be released by hotel for general sale to the public thereafter. After (release date) Hotel agrees to continue to accept reservations from Guest or its membership, at the agreed sleeping room rate on a space-available basis.

D. Within the foregoing block of rooms, Hotel has reserved for Guest six (6) rooms including the two (2) two-bedroom suites for Guest Officers to be booked on the same floor.

E. If Guest has special requirements for pre-registration of VIPs, Guest shall attempt to make the same known to Hotel thirty (30) days or more prior to the commencement of the Meeting; provided, however, that Hotel shall accommodate Guest with such requirements upon any lesser reasonable notice where the requested procedures are not a substantial departure from the customs and practices of Hotel ordinarily or with other meetings.

4. GUARANTEED RATES.

A. The group room rates will be as follows:

$ ______ single/double
$ ______ triple/quad
$ ______ per additional person

B. Room rates will be guaranteed for the (date) Meeting.

C. Current room tax is _____ % by law.

D. The foregoing Meeting rates shall apply for Guest and its members during the Meeting and an additional three (3) days before and three (3) days thereafter, based on availability.

E. These rates will be the lowest rates in the hotel offered to Guest.

5. COMPLIMENTARY ROOMS.

A. Complimentary rooms shall be furnished to Guest on a basis of one (1) complimentary room for each fifty (50) guest room nights utilized. This allocation to be figured on the total room nights used and divided by fifty (50). The Guest complimentary room allocation shall be credited to the Guest master account and is arrived at by multiplying the group room rate by the number of complimentary room nights to which Guest is entitled.

B. In addition to the above, the Hotel will offer a two-bedroom Premier Suite and a one-bedroom suite on a complimentary basis over the dates of (date).

C. In order for Guest to plan a successful Meeting, the Hotel agrees to furnish complimentary rooms in addition to the complimentary room policy stated above for the (date) Meeting coordinating staff during a site visit. The complimentary rooms to be furnished for the visit shall consist of a two-bedroom suite (one bedroom to have two beds) and a single guest room for three nights.

6. GUEST ROOMS -- ADDITIONAL PROVISIONS.

A. Individual member reservations received after the aforesaid cutoff date will be accepted on a space-available basis and subject to all applicable taxes.

B. Non-guaranteed room reservations will be honored until 6 p.m. on the arrival date. Guaranteed reservations for arrival occurring after 6 p.m. are held (without occupancy) for one night only and not for the entire length of stay.

C. Check-in time not guaranteed prior to 3 p.m. Check-out time shall be 1 p.m.

D. All Guest registrants with room reservations shall be required to present a valid credit card upon registration unless each such person shall have made separate prior credit arrangements with Hotel.

E. Hotel will provide Guest with (number) reservation cards in mutually acceptable form at no charge.

F. The Hotel will make every effort not to overbook, but should it be necessary to “walk” a Guest member, the hotel will find another comparable room (at Guest meeting rate) and provide complimentary transportation or parking for the Meeting.

7. FUNCTION SPACE.

A. The Hotel will hold all public space for the Guest Meeting agenda according to the attached tentative schedule. Final agenda with public space requirements will be submitted ninety (90) days in advance of the Meeting and a finalized program thirty (30) days prior to arrival.

B. The Hotel will provide, at no charge, one (1) microphone, one (1) podium, and one (1) easel per meeting room, U.S Flags, flip charts, Blackboards, etc., to accommodate Guest Meeting functions will be provided at a nominal fee.

8. EXHIBIT SPACE.

A. Hotel will provide the exhibit space in the Exhibit Hall on (date) on a 24-hour basis.

B. Hotel will furnish its exhibit space free of charge.

9. FOOD AND BEVERAGE.

A. Banquet food and beverage prices will be confirmed by the Hotel six (6) months prior to the Meeting.

B. Guest agrees to supply the Hotel catering department with a final guarantee as to meal coverage forty-eight (48) hours in advance.

C. It is understood that Guest acknowledges payment based on this number as a guaranteed minimum.

D. Hotel will be prepared to serve five percent (5%) over this minimum.

10. BILLING.

A. All sleeping room, tax, and incidental charges are to be billed to the individuals and not Guest.

B. Authorized group food and beverage charges and any VIP sleeping rooms are to be billed to the Guest master account.

C. Payment of the master account will be within thirty (30) working days after receipt of the billing.

11. REVISION OF RESERVED SPACE.

A. Guest shall have the right to reduce or increase the block of rooms being reserved by Hotel based upon monitoring its meetings from year to year.

B. Any such revision shall be confirmed in writing.

12. CANCELLATION.

A. Neither change of ownership of the Hotel nor a change of management of Guest relieves either party of the responsibilities or obligation of this agreement.

B. There shall be no right of cancellation for the sole purpose of holding the same Meeting in some other city or facility.

C. There shall be no right of cancellation for the purpose of providing space or rooms to another organization.

D. If this agreement shall be canceled by either party other than for reasons beyond the control of such party, such as fire, flood, storm, earthquake, war, insurrection, riot, national or regional disaster, or the like, then the canceling party shall be liable to the other party as provided.

E. Except as otherwise above provided, if Guest shall cancel this agreement, Guest shall be liable to the Hotel for the dollar difference which results from the bedroom occupancy requirements specified in this agreement. This would apply only to those rooms which the hotel is unable to resell from the block of rooms in this contract over the dates such rooms are being used. These rooms are to be first offered for resale by the Hotel before other rooms. The dollar value shall be calculated on the basis of a single bedroom rate provided for by this agreement and on the following schedule.

F. Cancellation more than fourteen (14) months prior to the commencement date of the Meeting - no liquidated damage to be owing;

G. Cancellation more than twelve (12) months but less than fourteen (14) months – ten percent (10%) of the dollar difference as aforesaid as liquidated damages;

H. Cancellation more than six (6) months but less than twelve (12) months – thirty-five percent (35%) of the dollar difference as aforesaid as liquidated damages;

I. Cancellation more than three (3) months but less than six (6) months – forty-five percent (45%) of the dollar difference as aforesaid as liquidated damages;

J. Cancellation more than sixty (60) days but less than ninety (90) days – sixty percent (60%) of the dollar difference as aforesaid as liquidated damages;

K. Cancellation more than thirty (30) days but less than sixty (60) days – seventy-five (75%) of the dollar difference as aforesaid as liquidated damages;

L. Cancellation less than thirty (30) days – one hundred percent (100%) of the dollar difference as aforesaid as liquidated damages.

M. If Hotel shall cancel this agreement, the Hotel shall be liable to Guest for damage charge to cover expenses of Guest to relocate the Meeting. Such damage charge shall include, but not necessarily be limited to, the following costs: notification to members of cancellation and relocation; relocation site inspection; reprinting and postage; the dollar difference which results from the costs of comparable sleeping and meeting rooms and food and beverages at the new location.

N. The foregoing payment to be owing by the canceling party to the other party shall be in the nature of liquidated damages. In this respect, these parties agree that it would be extremely difficult, if not virtually impossible, to determine and fix the actual damages which the second party would suffer in the event of the cancellation by the other party and they would accordingly agree to liquidated damages in lieu of any and other damages, actual, compensatory, exemplary, punitive, or otherwise. Notwithstanding the foregoing, the Hotel shall be required to exercise all due diligence in renting rooms canceled by Guest for which liquidated damages might otherwise be due and owing and Guest shall be entitled to full credit of such rental process on any liquidated damages which it otherwise owes to the Hotel. In no event shall Guest be liable for food or related wages or costs where such cancellation is effected more than twenty-four (24) hours in advance of the scheduled meal, cocktail party, or like event. Further notwithstanding anything to the contrary above, if Guest shall cancel by agreement with the Hotel on rebooking the dates of the Meeting, then Guest shall not be liable for any liquidated damages. If, in this respect Guest shall cancel and therefore Guest and the Hotel agree upon a partial rebooking of such Meeting (as distinguished from the entire Meeting as herein above contemplated), then Guest shall be liable only for the number of days deleted therefrom.

13. ARBITRATION.

Any claim for money, damages, or other controversy arising out of this agreement shall be resolved by arbitration in accordance with the Arbitration Act of (Applicable State) as amended, and the award rendered by the arbitrator(s) may be reduced to judgment and entered into any court of competent jurisdiction in compliance with the provisions of such Act.

14. INSURANCE.

Hotel and Guest shall each carry adequate liability and other policies of insurance sufficient to protect itself during the proposed Meeting.

15. HOTEL PROGRAM ACTIVITY.

A. By (date), the hotel shall furnish Guest with an account of program activity of all other groups in the hotel (date) including:

B. The program activity of each group, including sound amplification equipment and live entertainment (whether in public or enclosed) scheduled next to or generally in the vicinity of the Guest functions and assigned rooms;

C. In this respect, Hotel shall make every reasonable effort to avoid any conflicts between Guest and any such group and any interference.

16. USE OF HOTEL NAME AND TRADEMARK DATA DISPLAYS, AND PUBLICITY.

A. Guest shall have the right to use the name and logo of Hotel in its brochures, advertising, and publicity with respect to the Meeting site at Hotel without further approval.

B. Guest shall be entitled to erect and maintain for the interval of (date) at Hotel in reasonable size and quantity placards and signage to the Meeting, functions, programs, and the like. Hotel shall furnish reasonable locations and standards for the display thereof.

17. AMERICANS WITH DISABILITIES ACT.

Hotel warrants that, as a place of “public accommodation,” it is in compliance with the Americans With Disabilities Act (Public Law 101-336) and that it will, in implementing instructions from Guest for the Meeting covered by this Agreement, comply in all respect with the revisions of the Act and regulations issued thereunder.

18. MODIFICATIONS.

No charge shall be effective until reduced to writing and subscribed by both parties.

19. MISCELLANEOUS.

A. This agreement shall be binding upon these parties and their respective successors and assigns.

B. This agreement shall be construed under the laws of the State of (Applicable State).

C. The captions on the various paragraphs are for convenience only and the entire agreement shall be construed as a whole.

20. EFFECTIVE DATE.

Notwithstanding the date or dates of execution hereof, the effective date of this agreement shall be as of the (date).