After 40 years of negotiating hotel contracts, I’ve seen what works—and what goes sideways.

I’ve worked with independent planners, global procurement teams, and first-time organizers. And no matter the budget or team size, the same contract issues show up again and again.

As we wrap up 2025 and get ready for a new year of events, here are the truths I wish every planner knew before signing their next hotel agreement.

1. The First Draft Isn’t Meant to Protect You

Hotel contracts are written by hotels, for hotels. That means:

• Cancellation terms will favor the property

• Attrition penalties will be high

• Most protections for you will be missing entirely

That’s not shady—it’s just standard. But it’s why you have to advocate for your side, every time.

2. “Standard Language” Doesn’t Mean Safe

One of the biggest red flags I hear is:

“This is our standard clause.”

That phrase gets used to shut down negotiation. But remember: what’s “standard” to them may be unacceptable for your event risk.

Ask questions. Push for edits. Insert your own language. That’s not being difficult—it’s doing your job.

3. You Don’t Need a Lawyer—You Need a Strategy

Most planners don’t have legal teams on standby. And most contracts don’t require one.

What you do need is:

• Sample clauses you can edit and reuse, however, please note that a clause written for one group may not offer the same level of protection or applicability to another group within your organization. Our templates include guiding questions to help you craft clauses tailored to your group’s specific needs.

• Someone who can review your contract with planner eyes

• A process you can rely on every time

That’s exactly what we’ve built Hotel Contracting Hub to deliver. Not legal advice—real-world support.

4. It’s Okay to Say No

If a venue won’t budge on basic protections, or if the red flags are adding up? Walk away.

There’s always another hotel. There’s rarely another chance to avoid liability once it’s locked into the contract.

Saying no doesn’t make you a bad planner—it makes you a strong one.

5. You Deserve Support—Before It’s Urgent

Too many planners reach out after the contract’s already signed, or after fees hit the budget.

So if there’s one message I want to leave you with as 2025 ends, it’s this:

Don’t wait for something to go wrong to get contract support. Start strong.

Ready to Work Smarter in 2026?

Here’s how to begin:

📘 Become a Member to access our full Clause Library and coaching

📝 Book a Rapid Review Session before your next signature

📞 Schedule a Free Consultation to map out your contract strategy

Your contracts can either drain your event—or protect it. Let’s make sure 2026 is the year you take control.