Negotiating Your Event Contract

When considering which venue to use for your event, many event planners can feel helpless when looking at the final numbers on the contract. Remember, they want your business; the power is in your corner! There are a few tips you can use to negotiate your event contract and be sure that you get the best deal possible.

Hit them in the dollars– If you are trying to book a hotel for your event, remember that the hotel doesn't make the majority of their money on your ballroom rental. Room rentals hold more profit for the venue. Most hotels make over 60% of their revenue from room sales. Use this fact to your advantage. The more rooms you’re able to give the hotel, the more strings you can pull for a cheaper ballroom rental, catering and other services.

Stay in House– Many hotels have their own catering services as well as linens, tables and chairs, and AV services for your convenience. Using all of the hotel’s services will allow you to ask for package discounts.

Be aware of hidden charges– Look over your contract carefully for such fees marked “corkage fees” or “cake cutting fees”, both very common for weddings. You may be able to negotiate to have these fees taken off if you use the wine provided by the hotel or you’re receiving your cake from the hotel. Although it may seem like a small charge, these fees can add up.

Shared Events? – Ask about other events that are being held around the same time. You may be able to save a bundle by using all of the previous event’s décor, flowers, and seating arrangement if it fits with your event.

Guest List Count – The venue will ask for a final guest number count. Confirm the date that this information is needed and do your best to ensure you have the best count possible. Review your contract for any guarantees required, for example, that you will fill a certain number of hotel rooms or a minimum number of guests guaranteed.

Cancellation Policies– Look this portion over carefully. You’ll most likely have to put down a deposit in order to reserve the space for your date. If, for any reason, you need to cancel the event, check to see if you lose your deposit, if there is an additional cancellation fee, or if you’re able to easily reschedule.

Most of all: Have Confidence. Remember, the hotel wants your business. Do your homework and research your other options in the area. Send a request for proposal to multiple venues so you can see which has the best deal. You can use this information to your advantage when speaking with other hotel’s about their options. Try to be flexible in your event dates, required rooms, and food and beverage choices and you’ll be able to take advantage of the savings and enjoy your event with the peace of mind that you saved the most money you could.