You’ve done your research and visited your favorite venue (or venues) in person.  Now it’s time to ask key questions about the booking and contract process.  If you aren’t sure where to start, here’s a list to get you started: 

Familiarize yourself with the venue’s policies.

Most contracts will have a list of applicable venue policies or a reference to where they can be found on the venue website.  You may want to ask about the outside food policy, quiet hours, prohibited substances (alcohol, smoking, fireworks, etc.), and attendees who choose to stay off campus.  It can also be helpful to know if any attendee waivers or event insurance policies are required. 

Be aware of all applicable fees.

What is the nightly room rate?  What about the cost for meals? Are any taxes added on to these rates?  Is your meeting room included on a complimentary basis, or will there will a rental fee?  Ask what audiovisual equipment, if any, is included and if there is a charge to rent additional equipment.  If you are interested in snacks, are you allowed to bring in your own, or are you required to use the venue’s catering?  Ask about fees for parking and internet access.  If you need to have items shipped directly to the venue, ask about the fee for package delivery. 

Ask about minimum numbers and adjustment deadlines.

Your event contract will typically hold you responsible for using a certain number of lodging rooms and/or bringing a certain amount of guests.  Is there a minimum number required for meals?  Ask what happens if your numbers are lower than you originally anticipated.  What adjustment deadlines do you need to be aware of? 

Be clear about the deposit schedule.

You will likely be required to pay a percentage of your event total with your initial contract.  What is that percentage, and when will it be due?  Also, be sure to ask when your next deposit and/or event balance will be due.  Does the venue accept ACH or credit card payments, or are you required to mail in a check?   

What is the event cancellation policy?

If the unthinkable happens and you have to cancel the event, how does that work?  Is there a policy for severe weather or emergency situations?  Is your deposit non-refundable?  Are there deadlines for cancellation, and is a refund even an option?  For many venues, if you cancel within a few months of the event, you will owe a percentage of your contracted room block.  Read over the cancellation policy in detail and be aware of your financial responsibilities according to the contract. 

Make a decision, and request a contract.

If you are still deciding between two venues, it’s time to make a final decision and request a contract from your chosen site.  Your Sales contact will need some information in order to prepare a contract for you.  Come prepared with the number of guests and lodging rooms that you would like to contract.  If your church plans an annual retreat, check on your past numbers and room pick-up and book based on history.  When in doubt, block conservatively and ask the venue about their policy for adding additional rooms later.  You will also need to know what meals you would like included in your meal package.  Be sure to discuss registration, check-in, and final payment and get those details set as well.  If you are the authorized signer for your church or ministry, make sure that your Sales contact has the best email and phone number for you.  If someone else at the church handles contracts and finances, be sure to share their contact information with the venue. 

Don’t be afraid to ask questions if you aren’t sure how to handle a particular situation.  Your Sales contact is there to walk you through this process.  When you’re unsure of the best course forward, ask their advice based on their experience with other groups.  It’s better to ask all the questions and be well informed than to be timid and accidentally sign a contract that you don’t understand.  Contracts are legally binding, and there are limits to what, if anything, can be adjusted after the contract is signed.  Make sure that you are aware of the applicable policies and financial responsibilities before you sign the contract.   

In the next part of this series, we will talk about the details involved in the final lead-up to the retreat.  If you love details, the final steps in the retreat planning process will be right in your wheelhouse!