Planning Smarter Group Events with Contract Clarity
Meet Cori Coffman and Shelley Gutta, two hospitality pros who’ve seen enough contract chaos to write a thriller.
In a recent chat, they walk through the most overlooked (and expensive) mistakes first-time and casual meeting planners make when booking a venue.
If you’re planning a meeting, retreat, or group event—even just once a year—there are a few lines buried in that venue contract that can come back to haunt you. Ignore them, and you might be writing a check for hotel rooms nobody slept in.
Let’s talk about the hidden details that trip up even the most well-intentioned planners, and how to avoid turning your event into an expensive “oops.”
Your Cutoff Date Isn’t Just a Suggestion
It sounds harmless: “Cutoff Date.” But this friendly-sounding phrase is a hard deadline that could blow up your room block if you miss it.
“The cutoff date is very important,” Cori says, “because that refers to your guest rooms. You need to have either your guest room reservations made through the group link… or you need to have your rooming list in by your cutoff date to secure your guest rooms.”
Miss it, and poof, those rooms are released back into the wild.
But here’s the kicker: you might still be on the hook for them.
That’s where planners get caught. You think, “Well, the rooms were released, no harm done.”
Not quite.
Released Rooms Still Cost You (Hello, Attrition)
Attrition isn’t just a fancy word; it’s a clause that could have you paying for ghost guests.
“Just because those rooms were released from your block doesn’t mean you are not contractually obligated to be financially responsible,” Shelley warns. “You don’t want to be responsible for guest rooms that remain in your block or fell out of your block, and folks aren’t able to reserve those.”
This is the attrition clause, and every venue handles it differently. Some will let you release a portion of your block without penalty—say, 10% of the rooms if you give them 30 days’ notice. Others? They might expect full payment for every room you contracted, whether it was used or not.
“Some places have a hundred percent attrition,” Shelley explains. “You’re responsible for everything you’ve contracted.”
Before you sign anything, ask these questions:
- What is the attrition rate?
- How many days out can I adjust the room block?
- Will I still owe for unused rooms if the block isn’t filled?
Assumptions cost money. Clarity saves it.
Deposits: Pay Now or Pay Later (and Stress About It)
You’re juggling guest lists, menus, schedules … but if you miss a deposit deadline, your whole event could stall.
“Usually an initial, additional, and final deposit [are due],” says Cori. “You just want to make sure that you pay attention to those dates and have your payments submitted, so that you’re not late.”
A missed deposit can lead to penalties, or worse, cancellation. And yes, those due dates will sneak up on you unless you’ve got a system.
Shelley has a simple fix: a checklist. (Like the one in our Meeting Planner Toolkit!)
“Make a note when your deposits are due. Make a note in your calendar when your cutoff date is… when your menus are due. If you’re planning to order audiovisual, when’s a good time to get that started?”
Treat your contract like a timeline, not just a document. Your future self will thank you.
Planning Is Stressful—Contracts Don’t Have to Be
Venue contracts can feel like a trap when you’re not used to the lingo.
And for non-professional planners—executive assistants, HR folks, volunteer organizers—they often are.
But here’s the good news: A few well-placed calendar reminders and some pre-signing questions can save you thousands and make your event way less stressful.
To recap:
- Cutoff dates: book rooms before these dates or lose them.
- Attrition clauses: you might still pay for rooms even if they’re not used.
- Deposits: don’t miss deadlines. Seriously.
As Cori and Shelley say, it all comes down to one thing: preparation. “Those things will help you provide a more efficient meeting,” Cori adds, “without the additional stress of letting those dates pass and then scrambling to keep up.”
And if you’re booking with Stonewall Resort? Sounds like they’ve got your back—with flexibility, clarity, and (thankfully) a little humor.
Have questions? We’re happy to help! Reach out here >>