National Law
Committee

Your Squadron/District Is Working
on a Hotel Contract for a Conference/Rendezvous?

The Law Committee advises the National Meetings Committee on the hotel contracts for Governing Board meetings. Many of the same issues need to be decided each time. The Committee has found it helpful to have a model available to guide the negotiations. This does not mean that every contract looks the same. Each site has its own special requirements.

Several Committee members also serve as district law officers. We have found that the National model was just as helpful in negotiating and reviewing hotel contracts for district activities.

In using this model, it is very important to remember two points:

1. The model is intended to serve as a check list. If you have never worked on a conference before, the model should alert you to some areas you will want to think about before entering negotiations. We cannot over-emphasize the importance of planning. You are a volunteer who may be negotiating your first hotel agreement. The hotel will be represented by a professional who negotiates these contracts every day. You need to do your homework before the first meeting. The model tries to offer a reasonable solution to most of the questions that come up, but it cannot cover every situation. Be prepared!

2. The model is not a substitute for professional advice from an attorney who knows your group, your needs, and local law. Every district has a law officer. Many squadrons have one as well. Your law officer should be participating in your negotiations, either at the bargaining table or as an key advisor. There may be a need to deal with local issues that a National committee could not have anticipated. As a local attorney, your law officer is equipped to look into these issues and suggest an appropriate action.

Click here for the Model Hotel Contract in RTF format.