I'm assuming you've heard about the terrible floods in Texas and Oklahoma the last couple of weeks? Such a tragedy!
I would never want to make light of a situation like this, and my heart goes out to all of those that were affected, but because of what I do for a living, it's natural for my mind to go into meeting mode. What if people had planned meetings or events in that area during that time?
It's unfortunate of course, but these things happen, and it's important to me that if anything like that occurred for you, you were protected. Below are three clauses that I have used and ones that I highly suggest you make sure are included in your next contract:
1. A Force Majeure clause that protects you not just the venue you have chosen.
Force Majeure Clause
The performance of this Agreement in whole or part by either party is subject to acts of God, war, civil disorder, terrorism, government regulations, disaster (including but not limited to; fire, flood, severe weather, and earthquake), strikes or work stoppages, curtailment of transportation facilities or any other situation making it inadvisable, commercially impracticable, illegal or impossible to provide the facilities or to hold the meeting, or if more than 25% of the attendees are unable to travel to the event by the second day.
Either party may terminate, suspend or partially perform its obligations under this Agreement without liability for one or more of the foregoing reasons by written notice including email to the other.
2. A Cancellation Clause that benefits both sides in case you are unable to hold the meeting.
Cancellation charges will be waived if (Company) rebooks a meeting of [an] equal or greater value [meeting] within twelve (12) months of cancellation."
3. A Property Clause that makes sure the property is in the same condition as when you contracted with the property.
Group is entitled to site inspection of the Facility one month prior to arrival date to ensure Facility remains of the same standard as at the time of agreement. Should the Facility not remain at the same standard, Group has the right to cancel agreement with Facility at no cost or penalty.
The special terms provided in this agreement are based on the understanding that the Property will fully perform its obligations in this agreement based upon signature day condition of Property and services offered. If Property fails to perform adequately with respect to condition of Property or services offered theProperty will take reasonable steps in order to reassure Group that it will fulfill the Property’s obligation according to the terms and conditions of this contract. Inadequate performance includes dilapidation of building or reduction in services offered.