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Hotel renovations are more common than many planners realize, and they are not always disclosed upfront unless the right questions are asked.

Renovations can affect guest rooms, meeting space, lobbies, restaurants, fitness centers, pools, parking areas, and other common spaces. Noise, closed amenities, construction staging, limited access points, and reduced service levels can all impact the attendee experience if work overlaps with your meeting dates.

That is why confirming a property’s renovation status during the sourcing process is critical.

Planners should always ask:

• What areas of the hotel will be under renovation?
• What are the exact start and completion dates?
• What work will take place during meeting hours?
• Will any amenities be closed or relocated?
• How will guest access, signage, or traffic flow be affected?

Just as important, those details must be clearly documented in the contract. Verbal assurances are not enough.

Protective Renovation Clause Examples

Below are examples of contract language that can protect your meeting:

1. Renovation Disclosure Clause

“Hotel represents that, as of the date of execution of this Agreement, no renovations or construction projects are scheduled during the Event dates that would materially impact guest rooms, meeting space, food and beverage outlets, or common areas. Hotel agrees to notify Group in writing of any planned renovations that may affect the Event within five (5) business days of such determination.”

2. Material Impact / Termination Clause

“In the event that construction, renovation, or maintenance activities materially interfere with Group’s use or enjoyment of the contracted facilities, Group shall have the right to terminate this Agreement without penalty upon written notice.”

3. Noise & Work Hours Restriction Clause

“Hotel agrees that no construction activity generating audible noise will occur in meeting space, adjacent areas, or guest room floors occupied by Group attendees during scheduled Event hours.”

4. Amenity Protection Clause

“Hotel guarantees that the following amenities will be fully operational during the Event: [list amenities such as restaurant, lobby bar, fitness center, pool, etc.]. If any listed amenity becomes unavailable due to renovation, Hotel will provide a comparable alternative at no additional cost.”

5. Room Block Protection Clause

“All guest rooms within Group’s block will be located in fully renovated or non-renovated sections free from active construction. No Group attendees will be assigned rooms adjacent to active renovation zones.”

6. Rate Adjustment Clause

“In the event that renovation activity impacts the Event experience, Group reserves the right to renegotiate room rates and/or receive concessions reflecting the diminished value.”

Why This Matters

A renovation is not automatically a problem. In some cases, it can enhance the experience if completed before your event.

The issue arises when:

• Construction timelines shift
• Phased renovations overlap with your space
• Amenities are partially unavailable
• Noise disrupts sessions
• Attendees perceive the property as unfinished

Without protective language, your leverage is limited.

How I Help

I verify renovation timelines directly with hotels and include protective contract language that addresses construction and potential disruptions. I push for written disclosure, enforceable terms, and measurable protections — not vague assurances.

This ensures the venue you select works not only today, but when your meeting actually takes place.

Renovations are not always a deal breaker.

Surprises are.

I’ll make sure your venue is a good fit, today and when your meeting actually happens.

Call or text (612) 432-1397

Email mdallman@hpnglobal.com

Fast. Free. Honest.