Ask these 5 questions..
Before You Sign a Hotel Contract...
Planning a retreat or conference? Whether it’s a cozy, high-touch retreat or a 300-person professional gathering, choosing the right property sets the tone for everything. But here’s the deal—your dream event can go sideways fast if you don’t ask the right questions before signing that hotel contract.
Inside Million Dollar Events, we’re all about curating unforgettable attendee experiences—because when your guests feel cared for and wowed, they come back, bring friends, and elevate your authority. So today, I’m sharing 5 questions you absolutely must ask before committing to any hotel or venue.
Let’s dive in.
1. Is There Any Construction or Renovation Planned at the Property?
This question is non-negotiable. I don’t care if the property looks like a Pinterest dream—if they’re jackhammering outside your breakout room, the vibe is ruined.
Real talk: One of my clients hosted a major conference in Niagara Falls. The property promised their renovations would be completed in 2023. Fast forward to 2025? Only 40% done. The result: stress, misalignment with brand standards, and attendees whispering, “this isn’t what we signed up for.”
Another client hosted in Louisville, Kentucky. No heads-up about active construction. Picture this: 300 attendees, trying to focus while jackhammers echoed overhead and lacquer fumes filled the room. Unacceptable. We had to open doors just to breathe. Yes, the hotel compensated us—but it never should’ve happened.
Lesson: Ask upfront. Get it in writing. And ask again before your event date. Know the hotel contract clauses that protect you.
2. Is There Any Construction Around the Property?
Even if the venue itself is pristine, nearby construction can wreck your attendee experience.
In Boise, attendees were awakened at 7:00 AM by apartment construction next door—before their alarms. In Tulum, we were in a serene, spiritual retreat… with hammering next door. The construction became an unintentional metaphor (“we’re all under construction”), but it still disrupted meditations and trauma healing.
Pro tip: Even if a third party says, “I didn’t hear anything,” trust your gut. Ask. Confirm. Then double-check. Because if it’s not in writing, it’s hard to hold anyone accountable.
3. Are There Restaurants Within Walking Distance?
Especially for events where meals aren’t fully included, walkable food options are a game-changer.
Your attendees don’t want to Uber for every meal. They want quick, easy options that feel seamless. Trust me: location matters more than you think. If attendees have to leave the property, they’ll need rental cars, rideshares, and extra time—which creates friction.
Better idea? Choose a venue with plenty of food spots nearby so guests can fuel up without hassle. It elevates the overall experience and makes your event feel more luxurious and well-curated.
4. Will There Be Another Group Hosting an Event at the Same Time?
You want your event to feel exclusive. That’s hard to do when you’re sharing space with a crafting convention or nurse training workshop.
I’ve had to:
Redirect dozens of people from entering our private sessions
Stop strangers from grabbing swag, cookies, or badge stickers meant for our attendees
Ask the venue to post signs and control foot traffic
Even if the hotel is spacious, overlapping events dilute the experience. Ask if other groups will be present. Then request your rooms be grouped together—on the same floor or in the same wing. The fewer outsiders wandering through your event, the more seamless and elevated it feels.
5. Is the Property for Sale or Expected to Sell in the Next 12 Months?
This one’s a sleeper—but it’s a dealbreaker.
If a hotel or retreat center changes ownership, everything can shift. Staff leaves, service standards drop, and the new management may not honor your agreements.
Case in point: a client chose a Denver-area hotel after a great site visit. By the time the event rolled around, it had sold. We walked into a dark, dingy space with no windows, cold food, bad service, and broken AV equipment. Worst of all? The hotel never even invoiced us. I followed up 12+ times. Still, crickets.
Moral of the story: if you don’t ask whether the property is for sale—or if they’re planning to sell—you risk walking into a completely different experience than the one you signed up for.
Final Thoughts
These five questions might seem simple, but they protect your event—and your reputation. As a coach, content creator, or event host, your name is on the line with every retreat and every conference.
When you ask these questions, you:
Secure clarity
Elevate the attendee experience
Avoid costly, stressful surprises
Protect your profit and peace
And that, my friend, is how you build a million-dollar event brand with grace, ease, and excellence.
Want more tips like this every week? Subscribe to the Million Dollar Events podcast or follow me on Instagram @Retreats.w.jamij.
Resources
🔥 Check out the Million Dollar Events Podcast for even more event planning tips HERE
🔥 Maximize Your Conference Experience with Strategy, Foot Traffic and Design (blog)