Booking a venue is just the beginning of planning a successful meeting or conference.
The real challenge? Navigating the fine print of your meeting contract to ensure there are no unexpected surprises.
A well-structured contract is more than just paperwork—it’s your safety net, protecting your budget, your event, and your peace of mind.
“The most important clauses in your contract are rates, dates, and space,” says Robin Poling, Sales Manager at Stonewall Resort. “But beyond that, there are critical legal and logistical details that can significantly impact the success of your event.”
From hidden fees to attrition penalties, overlooking key terms can lead to unexpected costs and unnecessary stress.
Understanding Meeting Contracts
In this post, Robin breaks down the essential contract elements every meeting planner should understand—so you can negotiate smarter, avoid costly mistakes, and plan with confidence.
The Foundation of a Meeting Contract
A successful contract begins with three core elements:
- Rates – The agreed-upon cost for rooms, meeting spaces, and additional services.
- Dates – The specific timeframe for your event, including arrival and departure dates.
- Space – The meeting rooms, ballrooms, and event areas secured for your group.
Beyond these fundamentals, planners must also be aware of the legal terms and financial commitments outlined in the contract.
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Critical Meeting Contract Terms Every Planner Should Review
A contract should clearly outline each party’s responsibilities, financial obligations, and contingency plans. Here are the key clauses that demand careful attention:
1. Attrition & Shortfall
These clauses define the minimum percentage of rooms that must be filled to avoid penalties. If attendance is lower than expected, the shortfall clause explains the financial obligation for unused rooms.
“Your contract is great as long as everyone does what they promised,” Robin says. “But that doesn’t always happen. The problem is when one side falls short, we have to determine how to mitigate losses for both parties.”
2. Cancellation Policy
Contracts should clearly define cancellation deadlines and associated penalties. Understanding these terms upfront allows planners to adjust their timelines if necessary.
3. Force Majeure & Indemnification
The force majeure clause protects both parties in the event of unforeseen events (e.g., natural disasters, government restrictions) that make fulfilling the agreement impossible. It outlines what qualifies as a force majeure event, how parties should notify each other, and the consequences, such as rescheduling or waiving penalties. Indemnification clarifies who is legally responsible for damages or disputes arising from the event.
4. Food & Beverage Minimums
Many venues require a minimum food and beverage spend, which planners should consider when budgeting for meals, receptions, and banquets. Not meeting these minimums can result in additional charges.
5. Deposits, Deadlines & Billing Procedures
Contracts should specify:
- Deposit requirements and payment schedules.
- Deadline reminders for final payments, room lists, and food and beverage commitments.
- Whether charges are billed to a master account or paid individually by attendees.
“It’s important to establish upfront whether billing will be on a master bill or handled individually,” Robin says. “This eliminates confusion and ensures a seamless experience when attendees arrive.”
How Stonewall Resort Helps Planners Navigate the Fine Print
At Stonewall Resort, we believe in making the contract process as clear and stress-free as possible. Our team provides:
- Contract Walkthroughs – We go through each clause, line by line, ensuring planners fully understand the terms before signing.
- Deadline Tracking & Reminders – Planners receive 90-day, 60-day, and 30-day reminders for key deadlines and a pickup report detailing the many booked rooms versus the contracted amount.
- Post-Signing Support – Once a contract is signed, our conference and catering planning team ensures smooth execution.
“We stay in communication with planners every step of the way,” Robin emphasizes. “We send out reminders, track commitments, and ensure everything moves forward as planned.”
A Contract Is a Promise
A well-negotiated contract protects both parties, fosters transparency, and sets the foundation for a successful event.
“A contract is a promise,” Robin says. “I promise to provide you with the agreed-upon services, and you promise to bring the business and fulfill your commitment. The better we understand those promises, the smoother everything runs.”
Planners can confidently secure their meetings and avoid last-minute surprises by carefully reviewing key contract terms and partnering with a venue that prioritizes transparency and collaboration.
Plan Your Next Meeting at Stonewall Resort
If you’re looking for a scenic, stress-free location for your next corporate event, Stonewall Resort is here to help. Our team ensures clear contracts, seamless planning, and an exceptional guest experience from start to finish.
Let’s start planning! Contact us today to discuss your meeting needs. In the meantime, be sure to download The Ultimate Event Planning Toolkit below. It's full of great resources to help you plan an unforgettable event.
