Association Events

Contract negotiation isn’t just about fine print — it’s about strategy, relationships and collaboration. After attending a three-part training series on contract negotiations, our team walked away with insights that are practical, empowering and rooted in partnership. Huge thank you to Therese Jardine with Strategic Event Procurement for this impactful training.

Here are the top takeaways that are reshaping how we approach contracting:

💬 Negotiation Is a Conversation, Not a Conflict

One of the biggest mindset shifts was this: negotiating shouldn’t feel like a battle. It’s a two-way dialogue where both sides are working toward a shared goal. Whether you’re planning an event or booking a room block, the goal is the same — successful business for everyone involved. Approaching negotiations with curiosity rather than confrontation can change the tone of the entire process.

Instead of asking “why,” try asking, “What are your concerns?” or “What do you need to make this work?”

✍️ Everything Is Negotiable (Really!)

Contracts aren’t set in stone — room rates, food and beverage minimums, cancellation clauses, even AV fees can often be adjusted, and are dependent on so many factors. One key lesson: don’t assume anything is off-limits just because it’s labeled “standard.” From attrition policies, cancellation clauses and standards of service, you have room to shape terms that work for your event’s specific needs.

📞 Sometimes a Call Beats an Email

While keeping a paper trail is important, we were reminded that some of the best progress happens through a phone call. A quick, direct conversation can eliminate confusion, build trust, and move things along faster than a chain of emails ever could.

🧠 Preparation Is Power

Before any negotiation, do your homework. Know what your priorities are (must-haves vs. nice-to-haves) and take time to understand the goals of your counterpart. What pressures are they facing? What does success look like for them? A solid plan — grounded in both self-awareness and external awareness — sets the tone for a productive conversation.

🤝 Play the Long Game: Relationships Matter

Contracts are temporary — reputations are long-term. That’s why professionalism at the table matters. Don’t negotiate against yourself, and don’t let frustration derail the conversation. Staying composed and collaborative helps build credibility, trust, and better opportunities down the line.

🔍 Flexibility Over Formulas

Every organization — and every hotel — has different operating needs. There is no one-size-fits-all contract. We learned not to be afraid to rework or rewrite clauses in ways that suit the specific context. Just because a clause has always looked a certain way doesn’t mean it has to.

🧭 Reflect and Evolve

Finally, contract negotiation is a skill — one that gets stronger with experience. After each negotiation, pause to ask: How did that process feel? What went well? What would I do differently next time? These reflections are where real growth happens.

The Bottom Line

Contracting is more than transactional — it’s relational. With preparation, curiosity, and a collaborative mindset, negotiations can become opportunities to strengthen partnerships and create real value for both sides.

If there’s one golden rule we’re taking forward: Don’t be afraid to ask. The worst answer you’ll get is “no” — and even then, it opens the door to a new conversation.