Don’t Sign Yet! What to Look for in Your Venue Contract

When it comes to planning a successful event, the venue contract is more than just paperwork—it’s the foundation for everything that follows. From budget control to vendor access, the fine print can make or break your event. Proactive contracting can prevent last-minute stress and protect your bottom line. Here’s our guide to the key terms you should know, and how to negotiate them with confidence.

Key Terms and Conditions to Watch For

1. Force Majeure

What it means: This clause protects both parties in case of unforeseen events like natural disasters, pandemics, or government shutdowns.
Best practice: Ensure the language is broad enough to include public health emergencies and travel restrictions. Ask for mutual protection—not just venue-friendly terms.

2. Cancellation and Attrition

What it means: These clauses define penalties for canceling the event or not meeting contracted room block minimums.
Best practice: Negotiate a sliding scale for cancellation fees based on how far out the cancellation occurs. For attrition, request a clause that allows for mitigation—such as credit for rebooked rooms or events.  Be sure figures, not just percentages, are outlined for both.

3. Indemnification and Liability

What it means: This determines who is responsible for damages, injuries, or legal claims.
Best practice: Push for mutual indemnification and clarify insurance requirements. Make sure your organization’s coverage aligns with the venue’s expectations.

4. Payment Terms and Schedule

What it means: Outlines deposit amounts, due dates, and final payment deadlines.
Best practice: Request a flexible payment schedule, especially for multi-phase events. Confirm refund policies in writing, including what happens if the event is postponed. Make sure figures, not just percentages, are provided for each date.

5. Vendor Restrictions and Exclusivity

What it means: Some venues require you to use their in-house catering, AV, or décor services.
Best practice: Negotiate waivers or corkage fees for preferred vendors. If exclusivity is non-negotiable, ask for detailed service menus and pricing upfront. Make sure those prices are locked in your contract.

6. Setup and Access Times

What it means: Specifies when you can access the venue for setup and breakdown.
Best practice: Confirm early access and buffer time post-event to avoid overtime charges. Include these times in the contract—not just in emails.

7. Hidden Fees and Service Charges

What it means: These can include charges for Wi-Fi, power, cleaning, security, and more.
Best practice: Request a full fee schedule before signing. Cap service charges where possible and clarify what’s included in the rental fee.

Negotiation Strategies That Work

Start Early and Build Relationships

Venue reps are more likely to offer flexibility when you’ve built rapport. Start conversations before sending RFPs and be transparent about your needs.

Know Your Non-Negotiables

Identify what matters most—whether it’s vendor freedom, load-in time, or cancellation flexibility—and be ready to compromise on less critical items.

Use Addendums to Customize

If the standard contract doesn’t meet your needs, propose addendums that reflect your event’s specifics. Don’t rely on verbal agreements—get everything in writing.

Consult Legal or Event Experts

For high-stakes or government-related events, have a second set of eyes review the contract. A small oversight can lead to big consequences.

Final Thoughts

With the right knowledge and a proactive approach, you can secure a space that supports your event goals—without hidden costs or last-minute surprises. Smart contracting is the first step toward a smooth experience for clients, attendees, and partners alike.