25/09/2026
🏨 Top 5 things to think about when contracting a venue for an event
Finding the perfect venue is one thing. Contracting it properly is another.
Before you sign on the dotted line, here are five things we always pay close attention to:
1️⃣ Cancellation terms
What happens if plans change? Look at the cancellation schedule, percentages payable and the dates when your financial liability increases. Those milestones need to be in your diary.
2️⃣ Attrition & minimum numbers
If you’re contracting bedrooms, catering or delegate packages, understand how much you can reduce your numbers without penalty — and by when.
3️⃣ What’s actually included?
Wi-Fi, AV, furniture, staffing, security, power, room hire, cloakroom, parking… Never assume. Something that looks like a great rate can become considerably more expensive once the extras are added.
4️⃣ Payment terms & cash flow
When are deposits and balance payments due? Are they asking for 100% before the event? Does the schedule work with when you’re collecting payment from your client? A great deal still needs to work commercially.
5️⃣ The detail in the small print 🔍
Timings, access, supplier restrictions, exclusivity, minimum spends, service charges, VAT, force majeure, insurance requirements, damage deposits… read the contract, not just the proposal.
And one more thing we always recommend: negotiate before you sign.
Once that contract is signed, your negotiating position changes considerably.
At Eventuelle, our FREE venue-finding service isn’t simply about sending you a list of hotels. We can help source venues, compare proposals, negotiate rates and commercial terms, and support you through the contracting process.
Because sometimes what you negotiate out of a contract is just as important as what you negotiate into it.
Planning an event for 2027?
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Eventuelle | Anything is possible.
