Hotel Contract Rate Agreement Sample

If you`re in the hospitality industry, there`s a good chance you`ve heard the term “hotel contract rate agreement.” Simply put, this is an agreement between a hotel and a company or organization that guarantees a discounted rate for a specified period of time.

While the specifics of a hotel contract rate agreement will vary depending on the parties involved, there are some common elements that are typically included. Here`s a sample template that can be used as a starting point:

[Hotel Name]


[Phone Number]




[Company/Organization Name]


[Phone Number]



Agreement Details

This hotel contract rate agreement (the “Agreement”) is made and entered into as of [Date] (the “Effective Date”) by and between [Hotel Name] (the “Hotel”) and [Company/Organization Name] (the “Company”).

Term: This Agreement is effective from [Start Date] to [End Date].

Rate: The Hotel agrees to provide the Company with a discount on its published room rates as follows:

[Insert rate details here]

Booking Process: The Company will book rooms directly with the Hotel, and will identify itself as a participant in the Hotel`s contract rate agreement.

Payment: The Company agrees to pay for all rooms booked under this Agreement within [Insert number of days] days of receipt of an invoice from the Hotel.

Cancellation: Cancellations will be subject to the Hotel`s standard cancellation policy.

Responsibilities of the Hotel and Company

The Hotel agrees to:

– Provide the Company with the discounted rate outlined in this Agreement.

– Ensure that rooms are available for booking by the Company during the term of this Agreement.

– Provide the Company with an itemized invoice for all room charges.

The Company agrees to:

– Book all rooms directly with the Hotel.

– Identify itself as a participant in the Hotel`s contract rate agreement when booking rooms.

– Pay all invoices in a timely manner.

– Abide by the Hotel`s cancellation policy.


Either party may terminate this Agreement at any time, with or without cause, upon [Insert number of days] days` written notice to the other party.

Dispute Resolution

Any disputes arising under or related to this Agreement shall be resolved in accordance with the laws of the state where the Hotel is located.

This is just a sample hotel contract rate agreement and can be modified to suit your particular needs and requirements. Be sure to consult with a legal expert to ensure compliance with applicable laws and regulations.

In conclusion, a hotel contract rate agreement can be an advantageous way for a company or organization to secure discounted room rates for its employees or members. It`s important to have a clear and detailed agreement in place to ensure that both parties understand their obligations and responsibilities.