Attention event planners! When you are finalizing event contracts with Marriott properties with the so-called “Make a Green Choice” or “Your Room, Your Choice” program, insert the following language to refuse “Green Choice” for all your guests and/or attendees:
Refuse “Green Choice” Contract Language:
[Group] will not participate in the hotel’s “Green Choice” or any similar programs which forgo daily housekeeping, and notation should be made on all guest reservations not to offer this option. All advertising materials regarding the program will be removed from the guest rooms, and the program will not be offered via the online reservation system. If an individual attendee requests the “Green Choice” program or any similar program, front desk staff will tell the attendee that their organization has opted out and the “Green Choice” or “Your Choice” programs are not available as an option for them..
Additionally, if you want to protect your event from unexpected problems, we encourage you to include protective language in all your event contracts:
Model Protective Language for Event Contracts
Excused non-performance language and how it can protect your organization
Most excused non-performance and force majeure clauses protect organizations from so-called “acts of God.” However, an increasing number of these clauses include language that indemnifies organizations for meeting cancellations caused by labor disputes. Such language has been successfully used by many organizations for this purpose. The following clause can help protect the group in case of labor dispute:
More and more meeting planners recognize that they need to protect themselves and their organizations from the potentially negative effects of labor disputes in this manner, and leading industry resources have begun to reflect some of those concerns. In the 2/1/04 issue of Religious Conference Manager, a report entitled “Negotiating and Contracts” specifically mentions unions in the section on negotiating contracts’ cancellation clauses.
With the right language, you should be able to cancel your meeting contract without penalty in the event of a labor dispute.
The following clause can help protect the group in case of labor dispute:
EXCUSED NON-PERFORMANCE DUE TO LABOR DISPUTE. Notwithstanding anything in this Agreement to the contrary, if performance hereunder would foreseeably involve [Group] in or subject it to the effects of a boycott, strike, lockout, picketing or other labor dispute and [Group] therefore withholds, delays or cancels performance, it shall have no liability there from, provided that [Group] may not withhold, delay or cancel performance based upon a labor dispute involving its own employees. In the event of a cancellation under this Section, neither [Group] nor its members shall have any future obligation under this Agreement, and any deposits or other payments made to the Hotel by [Group] or its members to reserve rooms or other space for use, and/or for services to be provided, shall promptly be refunded to [Group] or its members. This Section shall supersede all other provisions of this Agreement and shall be construed and enforced in accordance with the laws of the State of [Group’s home state here].
In addition to the above, it would be helpful for the hotel to be required to disclose to the group any labor disputes, according to the following clause:
NOTIFICATION OF LABOR DISPUTE. The Hotel agrees to notify [your Group] in writing within ten (10) days after it becomes aware of any labor relations dispute involving the Hotel and its employees including, but not limited to, union picketing, the filing of an Unfair Labor Practice charge by a union, the expiration of a negotiated labor contract, an existing or impending strike or lockout or any other matter which could reasonably be construed as a labor-management relations dispute.