The 22-Point Hotel Contract Pre-Signature Checklist
Print this. Highlight each red flag your draft has fixed. Take the colour-coded sheet to counsel.
Attrition measured against threshold (not block)
Look for: "difference between Contracted Block and Actual Pickup" — change to "between Attrition Threshold and Actual Pickup".
Sister-property credit option included
Look for: language allowing unused room-nights to be credited toward a future event at any property in the brand within 24 months.
Rebookable-rate exception included
Look for: attrition does not apply to room-nights the hotel resells at the same or higher rate during the contracted dates.
Final pickup report obligation (≤30 days)
Look for: hotel must provide a written pickup report by name within 30 days of departure.
Cancellation curve with banding >180 days out
Look for: a low-fee band (10-15%) for cancellations more than 180 days out plus a short reflection period post-signature.
Deposit credited against cancellation fee
Look for: deposit is credited against any cancellation fee due, not paid in addition.
Cancellation waived on force majeure
Look for: cancellation fees do not apply when termination is occasioned by force majeure, regardless of which party gives notice.
No-show and attrition mutually exclusive
Look for: explicit cross-reference preventing the same room-night being charged under both no-show and attrition.
Pandemic NOT excluded from force majeure
Look for: the post-COVID exclusion clause that says pandemic or epidemic does not constitute force majeure — delete or replace.
Force-majeure notice window ≥7 days
Look for: a 7-calendar-day notice window from awareness of the triggering event. Reject 24- or 48-hour windows.
Indemnification mutual, capped, with carve-outs
Look for: mutual indemnification limited to direct damages, capped at Contracted Value, excluding indirect/consequential/punitive damages.
Insurance certificate window ≥10 business days
Look for: a 10-business-day window or 30 days pre-event, whichever is later. Reject 48-hour windows.
Security deposit itemised + return ≤14 days
Look for: itemised damage charges with photographic evidence and 14-day return of residual; pre-approval threshold above [Amount].
Group rate honoured on ±3 shoulder nights
Look for: Group Rate extended ±3 nights pre- and post-Event for rooming-list attendees, subject to availability.
Renovation disclosure + remedy clause
Look for: Hotel warranty of no renovation/construction during contracted dates ±7/+3 days, with defined remedy if disclosed post-signature.
Resort/destination fees included in Group Rate
Look for: Group Rate inclusive of any resort fee, destination fee, facility fee, or similar surcharge. Local taxes excluded separately.
Service charge ≤20% with itemised breakdown
Look for: service charge capped at 20% on F&B and AV, with written breakdown of staff gratuity vs. house retention on request.
Resale clause carves out affiliates/sponsors
Look for: resale prohibition limited to the general public; affiliates, sponsors, and partner organisations expressly permitted.
Walking clause with comparable-property + VIP override
Look for: comparable property defined (same star rating, within 5 km), transport both directions, comp night on return, VIPs guaranteed no-walk.
Governing law = property's country, arbitration seat defined
Look for: governing law in the property's country (not third jurisdiction), arbitration under ICC/LCIA/DIS seated in the property's nearest major city.
Confidentiality carves out advisers/auditors
Look for: confidentiality permits disclosure to directors, employees, counsel, auditors, insurers, and parent/affiliated entities.
Data Processing Addendum + controllership statement
Look for: each party named as independent controller; DPA in form of Schedule [Z] reflecting GDPR (Regulation 2016/679) requirements.