Once you have decided on a location, you'll want to confirm and secure your dates by signing a contract, the sooner the better! Early planning is key to hosting a successful event. Sites are often reserved up to two years prior to the event.

Contracts are as diverse as the properties that create them, so make sure you understand all the terms and conditions before signing any contract. Following is a partial list of things to consider.

Hotels

• Do not sign a proposal; get a contract or a comprehensive letter of intent.
• Specify space committed to your group free of charge and how it relates to your use of guest rooms and meeting space. This is sometimes referred to as a sliding scale based upon actual number of guest rooms and is proportionate to the amount of meeting space utilized.
• Add clauses particular to your group and be specific.
• Make sure your contract includes information that details your group's arrival/departure pattern. It's important to mention specific days, month and year.
• Check the contract for the room rate quoted. Is it a guaranteed rate or a negotiated room rate with a "percent increase per year?" When a hotel/facility will not quote a set rate (which will probably be the case if you are planning 3 to 5 years out), they should be willing to quote a set annual percentage increase to an agreed-upon base rate. Make sure this is spelled out in your contract In addition, negotiate your group rate for your attendees three days prior to and after your meeting.
• Check the contract for cancellation clauses. These should establish specific conditions and a schedule of charges that you agree to pay the hotel should you cancel your meeting. Review these clauses carefully and make sure you understand the conditions under which cancellation fees will be assessed from your group. Put all the details in writing.
• Always request at least three weeks for the room cut-off date, and make sure you require a call from the hotel before the room block is decreased or released.
• Arrange for late check-out for staff rooms.
• Your organization is the entity contracting for rooms and services. Their name is on the line. You sign either above or below while "acting as their agent"

Exhibition and Meeting Facilities

• What is your organization's exhibition period; active exhibition period; period for set-up of exhibits; and period for dismantling and removal of exhibits?
• Are the move-in and move-out days included in the rental rate? If not, are additional charges spelled out in the contract?
• What additional space is included in the rental: office; meeting rooms; storage?
• What, if any, utilities are included in rental?
• Are there storage fees for advanced shipping of materials?
• When are floor plans due? Are there restrictions? Do they meet local fire and building codes?
• Is there a standard pre-event walk-through to inspect facilities for damage? What are the obligations of the respective parties?
• Who is responsible for obtaining necessary licenses and permits? What is required?
• Who is responsible for the safety of the overall exhibition, i.e., security requirements, etc.? Does the facility have a security manager?
• Does the facility have union requirements? (Make sure they are spelled out in the contract) Is other staffing required for the show? Can your organization determine/hire its own staff?
• Are facility restrictions spelled out: animals in the building; load limits (weight restrictions for heavy equipment); food and beverage restrictions; hazardous materials; recording rights, etc?
• May your organization sell its products in the building?
• Liability, indemnification and insurance: Does the building insure your show (usually not); can your organization purchase insurance through the facility? If so, what are the costs and the liability limits?
• What are building "overtime" policies and charges? How many hours can the facility be used before overtime charges apply?
• Is there a cancellation clause in the contract? If so, what is the penalty charge or policy for canceling a show?
• Payment schedule: What is the time frame; invoicing procedures; penalty for late payment? Can the show be canceled because of failure of timely payments?
• Force majeure clause: What remedies are there for cancellation of show or exhibit due to forces beyond control of either party?

Service Contractors

• What services are provided?
• Are there exclusivity arrangements with any service contractor?
• Are there service fees?
• What is the timetable for placing orders, performance of work and payment of fees?
• Have the channels of authority and communication between the two parties been communicated?
• What are the billing policies? What is the criteria for master billing: Billing rooms to organizations or to individual registrants/exhibitors, etc.? Who orders (and pays) for particular services?
• Responsibility of individual registrants and exhibitors for ordering and paying for particular services: Whose responsibility is it?
• Special remedy: Does your organization have a right to use another contractor in designated situations?
• Force majeure clause: What remedies are there for cancellation of show or exhibit due to forces beyond control of either party?

Independent Consultants

• Detail, in writing, the specific responsibilities and authority of the consultant including their scope of work, time lines and reporting responsibilities, coordination with various staff and other service contractors, authority to contract and act as agent, and authority to handle funds.
• Who owns and has custody of records relating to the meeting?
• Can the consultant use information obtained in connection with the meeting for other purposes?
• What is the arrangement? Are there extra fees for certain services? Is there reimbursement for designated expenses?
• Is a written notice required if a contract must be terminated? What are the rights/obligations of parties following termination?