APEX Contract Elements to Include by Robin, Trish & Vicky

Submitted by: Robin, Trish, Vicky


Items that should be included in contracts

The following items should be included in a contract because it will provide the details, expectations and requirements of the event for both parties; which will minimize the chances of disputes over items that have been agreed upon.

Contact Information (Part A)
The full contact information of the parties involved including different billing address if applicable, since it will specifically identify the agents of both parties that are committing to the contract.

Event Details (Part B)
The Event Details should be clearly presented in the contract since it is the basis of the agreement and crucial in the planning stage for both parties. With this information clearly presented, both parties can now begin planning the details based upon the selected dates, type of event and beginning and end requirements.

Sleeping Rooms (Part C)
For events requiring guests to spend the night, it is very important for the rooming requirements to be stipulated in a clear and concise manner. This will avoid any problems with shortages in rooms for the event planners guests due to overbooking on the hotel’s ends. In addition, clearly stipulated room rates, block amount, type of rooms, audit requirements and the like, will clearly bind each party to perform at the expected level. There will be no room for misinterpretation of the event planners needs and the hotel’s expectations.

Function Space (Part D)
Larger meetings will definitely require the detailed stipulation of the type of space and expectations of the event planner. It will provide the location with the event schedule and allow for the creation of an agreement based upon actual needs.


Food & Beverage (Part E)
This clause will provide guidelines for both parties since it will detail the F&B requirements based upon the schedule; amount of people; the pricing and fees; and other costs associated with the event.

Billing Arrangements (Part I)
This clause is definitely one that must be included. It will stipulate deposit requirements, master account billing specifics and the payment terms. In addition, with an audit stipulation, both parties can review the cost details of the services provided; verification of and source of the expenses incurred.

Termination/Excuse of Performance/ Force Majeure (Part K)
Every contract should have this clause because it safeguards both parties against acts of nature, war, war like conditions and any other drastic event that may not allow for the event to take place as planned.

Dispute Resolution and Governing Law (Part O)
In case there is a disagreement of a term within a contract, this clause provides the guidelines of resolving the dispute which can minimize the liabilities and attorney’s costs for both parties.

Attachments (such as Function Schedule, Floor Plans, Menu with Prices, Security Rules) (Part S)