Hotel contracts can feel overwhelming, but understanding the key terms and where you have flexibility makes the process straightforward. BoomPop acts as your authorized agent, negotiating on your behalf—but you still hold the contract. Reviewing it carefully ensures everything aligns with your event goals.
What to Review Before Signing
Contracting party: Confirm your company name and legal entity.
Dates, room nights, and pricing: Verify arrival/departure dates, room counts, meeting space holds, and quoted rates.
Taxes, fees, and gratuities: Check what’s included vs. added. (“++” means taxes/fees are extra.)
Meeting space details: Confirm room names, capacities, setup types, and access times.
Rebate/commission language: Ensure it matches your agreements.
Payment terms and deposits: Check due dates, amounts, and accepted methods.
Key Dates and Policies
Room block cut-off: When unsold rooms return to hotel inventory.
Check-in/out policies: Including early or late arrival options.
Final guarantees: Food & beverage counts and deadlines.
Cancellation/rebooking: Know sliding scales and penalties.
Incidentals/security deposits: Credit card authorizations and limits.
What You Can Negotiate
Room rates: Ask for reductions from the best available rate.
Food & beverage minimums: Favor cumulative minimums across days rather than per-day.
Meeting & space rental: Request waivers or reductions, often tied to F&B spend.
Amenity/resort fees: Discounts or removal where possible.
Perks and extras: Wi-Fi, parking, porterage, room drops, drink tickets, welcome amenities, and organizer upgrades.
Flexibility: Negotiable cancellation and attrition terms to reduce risk.
Example outcomes: Breakfast included in the rate, 50% off meeting space rental with certain room blocks, reduced resort fees.
Quick Contract Translations
“++” = Taxes/service charges added on top.
Attrition = Percentage of rooms you’re responsible for if unused.
Cut-off date = Unsold rooms return to hotel inventory.
Commissionable rates = Who pays commission and to whom.
Rebooking/change clauses = Policies if dates shift.
Best Practices
Be transparent with the hotel about budget, scope, or potential changes.
Consolidate change requests in a single message for efficiency.
Flag anything unclear—plain language beats jargon every time.
Next Steps
Review the contract line by line.
Confirm key dates, fees, and room counts match your event plan.
Discuss negotiable items with your planner before sending to the hotel.
Sign with confidence knowing you’ve covered what matters most.
TL;DR
Check all key details: dates, room nights, rates, and meeting space
Understand taxes, fees, and attrition clauses
Negotiate rates, F&B minimums, rental fees, perks, and flexibility
Flag unclear language and consolidate requests
Confirm everything aligns before signing