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Contracts Checklist

  • 1.  Contracts Checklist

    Posted 25 days ago
    I have learned a lot about contracts during COVID-19 and there are a number of things I will make sure are in every contract I sign moving forward. I want to make a contracts checklist that I refer to before signing a contract. Have you made a list like that and, if so, what did you include? Can you share an example of your checklist?
    Thanks!
    #Miscellaneous

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    April Sailsbury
    GPA
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  • 2.  RE: Contracts Checklist

    Posted 19 days ago
    No recommendations, but following for advice.

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    Melissa Thuston
    Sr Corporate Meeting and Event Planner
    Halliburton Energy Services, Inc.
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  • 3.  RE: Contracts Checklist

    Posted 18 days ago
    Hi April,

    I don't have a specific checklist, per se, but here are a few takeaways that I've pulled from all of this and will be adding in (both formal and informal):
    1. Addressing what options we have, as a company, to change our sponsorship/adjust costs if an event moves from live to virtual (or hybrid).
    2. Working with my legal team for updated language to address Force Majeure and only using our company LOA template.
    3. Ensuring that all non-traditional contracts (e.g. BEOs) have signatures for both parties and include cancellation/refund language (versus allowing for an invoice as a "contract").

    Just a few ideas - I hope that helps. I'd love to know more about what you have learned and are including too!

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    Stacy Wright
    Event Manager, Commercial Excellence
    Galderma Laboratories, L.P..
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  • 4.  RE: Contracts Checklist

    Posted 17 days ago
    Edited by April Sailsbury 17 days ago
    This is good info and along the lines of what we are looking at. When you speak about BEO's, are those orders that are separate from what you contract with the hotel covers? I might be showing a bit of naivety, but is the BEO traditionally covered under the cancellation in the overall contract? OR...could additional language help us be able to decrease F&B spend closer to the end? Sorry, kind of processing this out loud! =)

    I also want to explore a more "customer friendly" cancellation clause in future contracts. We have all gotten used to being trapped in the hotel contract almost the minute we sign it, moving forward that is not going to work. I need to book some 2021 space, but with so many unknowns, I am not willing to sign a contract that immediately locks me in to a huge financial burden if this continues. For the record, I do understand both sides =), I just want to find the balance.

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    April Sailsbury
    Gas Processors Association
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  • 5.  RE: Contracts Checklist

    Posted 13 days ago
    Yes - for my events, we rarely have a contract directly with a hotel venue for space (as it's usually part of our sponsorship) but we are paying them for F&B, so a BEO is often the most formal contract we receive unless we ask for additional terms.  I think the industry is going to have to adapt considerably in order to get business moving and to encourage planners/companies to take a leap back towards live meetings in 2021. I know we are all anxious to get back to live meetings in some capacity and everyone may have to give a little in order to get there.

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    Stacy Wright
    Event Manager, Commercial Excellence
    Galderma Laboratories, L.P..
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  • 6.  RE: Contracts Checklist

    Posted 17 days ago
    No recommendations yet but definitely looking for advice!

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    Deedee Southerlin
    Senior Program Development Specialist
    Georgia Southern University Division of Continuing Education
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  • 7.  RE: Contracts Checklist

    Posted 17 days ago
    Hello April,

    We have definitely revised our contracts to include not just force majeure, but also some language about the sure-to-come economic recession - you'll want to make sure that, even if events are legal to happen, hotels won't hold you up to the attendance numbers/room pickup of past years.

    We also are working to include later cancellation deadlines, basically negotiating to have more margin to cancel an event or switch it to online.

    Finally, we included language on the hotel providing extra cleaning + more room for the same price to allow for social distancing. The idea there is that the occupancy numbers they quote us for and bill us for are not valid anymore if people have to stay 6 feet apart.

    I hope that helps some!

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    Béline Falzon
    Event Planner
    California Teachers Association
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