Cancellation: check the penalty schedule at each window (180, 90, 60, 30 days). Attrition: your minimum room/revenue commitment and penalty for falling short. Force majeure: the exact list of qualifying events — some hotels use narrow definitions that exclude pandemics or strikes. Walk clause: what happens if the hotel is overbooked — confirm relocation must be to equal or higher category, same city, at hotel's expense.
AV exclusivity: does the hotel charge a fee for using an external AV supplier? Some 5-star properties charge 15–25% of external AV spend as an 'exclusivity fee.' F&B minimum: a minimum spend commitment separate from the DDR — common in hotels with ballrooms. Master account: confirm exactly what charges can be added to the master account and who can authorise them. VAT: confirm all quoted rates, net of VAT, and the applicable rate in the venue country.
Attrition threshold: from 80% to 70%. Walk clause: add a clause requiring relocation to a 4-star minimum if the contracted hotel cannot accommodate. Re-booking credit: replace cash cancellation penalties with event credit usable within 12 months. AV exclusivity fee: remove or cap at 10% of external AV spend. Last-minute room block reduction: agree a window (30 days out) to reduce block by 10% without penalty.
No force majeure clause at all — rare but it happens. Attrition measured on individual room count rather than total revenue. Walk clause that only requires 'comparable' accommodation without specifying category or city. No deadline for hotel to countersign — contracts that sit unsigned expose you to rate changes.
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