Free Hotel Agency Contract Template
Hotel Agency Contract
This Hotel Agency Contract ("Agreement") is made and entered into as of [Effective Date], by and between [Your Company Name], a [State/Country] corporation with its principal place of business at [Your Company Address] ("Hotel"), and [Agent Name], a [State/Country] corporation with its principal place of business at [Agent Address] ("Agent"). Hotel and Agent are collectively referred to herein as the "Parties" and individually as a "Party."
WHEREAS, Hotel owns and operates the hotel property located at [Your Company Address] ("Hotel Property") and desires to engage Agent to provide agency services for the promotion, marketing, and reservation management of the Hotel;
WHEREAS, Agent specializes in providing agency services and has the expertise and resources to assist Hotel in achieving its operational and financial goals through effective marketing and reservation management;
WHEREAS, Hotel desires to engage Agent to provide the agency services as described herein, and Agent agrees to provide such services in accordance with the terms and conditions set forth in this Agreement;
NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the Parties agree as follows:
I. Scope of Services
A. Description of Agency Services: Agent shall provide comprehensive agency services for the Hotel, including but not limited to, marketing and sales, reservation management, and customer service.
B. Marketing and Sales: Agent shall develop and implement marketing strategies, conduct promotional activities, and manage sales initiatives to maximize Hotel occupancy and revenue.
C. Reservation Management: Agent shall manage all aspects of the reservation process, including booking procedures, availability management, and handling cancellations.
D. Customer Service: Agent shall provide customer support services to guests, addressing inquiries, resolving complaints, and ensuring a positive guest experience.
II. Compensation and Payment Terms
A. Commission Structure: Hotel agrees to pay Agent a commission of 10% of the gross revenue generated from bookings made through Agent.
B. Payment Schedule: Commission payments shall be made on a monthly basis, within fifteen (15) days after the end of each month.
C. Reimbursement of Expenses: Any additional expenses incurred by Agent in the course of providing the services shall be reimbursed by Hotel, provided that such expenses are pre-approved by Hotel.
D. Taxes and Duties: Hotel shall be responsible for all taxes, duties, and charges imposed by any governmental authority related to the fees paid under this Agreement.
III. Responsibilities of Parties
A. Responsibilities of the Hotel:
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Provide Access: Hotel shall provide Agent with access to necessary information, materials, and resources required for the execution of the agency services.
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Timely Approvals: Hotel shall review and approve marketing materials and other deliverables in a timely manner to avoid delays.
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Property Maintenance: Hotel shall ensure the Hotel property is maintained in good condition and compliant with all relevant regulations.
B. Responsibilities of the Agent:
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Professional Conduct: Agent shall perform the services in a professional and timely manner, in accordance with industry standards.
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Reporting: Agent shall provide regular reports on the progress of marketing campaigns, reservation statistics, and customer service metrics.
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Compliance: Agent shall ensure that all marketing and sales activities comply with applicable laws and regulations.
IV. Marketing and Sales
A. Marketing Strategy and Plan: Agent shall develop and implement a comprehensive marketing strategy and plan for the Hotel. This plan shall include digital marketing, social media campaigns, print advertising, and promotional events.
B. Advertising and Promotions: Agent shall manage all advertising and promotional activities for the Hotel, ensuring that they are conducted in a professional and cost-effective manner.
C. Sales Targets and Goals: Agent shall set annual sales targets and goals for the Hotel, which shall be reviewed and approved by Hotel.
D. Reporting and Analysis: Agent shall provide Hotel with quarterly reports on marketing and sales activities, including performance analysis and recommendations for improvement.
V. Reservation Management
A. Booking Procedures: Agent shall manage the booking procedures for the Hotel, ensuring that reservations are processed efficiently and accurately.
B. Availability Management: Agent shall monitor and manage room availability, ensuring that the Hotel’s inventory is accurately reflected in all booking channels.
C. Cancellation Policies: Agent shall enforce the Hotel’s cancellation policies, ensuring that cancellations and refunds are handled in accordance with Hotel’s guidelines.
D. Data Sharing and Integration: Agent shall ensure seamless data sharing and integration with the Hotel’s reservation system to maintain up-to-date records of bookings and availability.
VI. Customer Service
A. Customer Support: Agent shall provide customer support services to guests, addressing inquiries, resolving complaints, and ensuring a positive guest experience.
B. Handling Complaints and Issues: Agent shall manage guest complaints and issues in a professional and timely manner, seeking to resolve them to the satisfaction of the guest and Hotel.
C. Guest Feedback and Surveys: Agent shall implement and manage guest feedback and survey programs to monitor and improve guest satisfaction.
D. Service Level Agreements (SLAs): Agent shall adhere to established service level agreements to ensure high standards of customer service and responsiveness.
VII. Financial Management
A. Revenue Collection: Agent shall manage the collection of all revenues generated from bookings, ensuring accurate and timely collection and accounting.
B. Commission Payments: Agent shall calculate and remit commission payments to Hotel on a monthly basis, within fifteen (15) days after the end of each month.
C. Financial Reporting: Agent shall provide Hotel with detailed financial reports on a monthly basis, including revenue, commission, and expense reports.
D. Audit and Inspection Rights: Hotel shall have the right to audit the financial records of Agent related to this Agreement upon reasonable notice, to ensure accuracy and compliance with the terms of this Agreement.
VIII. Confidentiality
A. Definition of Confidential Information: Confidential information includes any non-public information disclosed by one Party to the other Party under this Agreement, including business plans, financial data, guest information, marketing strategies, and proprietary information.
B. Obligations of Confidentiality: Both Parties agree to maintain the confidentiality of any confidential information disclosed during the term of this Agreement. Neither Party shall disclose such information to any third party without the prior written consent of the disclosing Party.
C. Duration of Confidentiality Obligations: The obligations of confidentiality shall continue for a period of two (2) years after the termination of this Agreement.
D. Exceptions: Confidential information does not include information that is publicly known, already known to the recipient, independently developed, or lawfully disclosed by a third party.
IX. Intellectual Property Rights
A. Use of Trademarks and Logos: Agent is granted a non-exclusive, non-transferable license to use Hotel’s trademarks and logos solely for the purpose of performing the agency services specified in this Agreement.
B. Ownership of Work Product: All intellectual property and work product developed by Agent during the term of this Agreement shall remain the property of Agent. Hotel is granted a non-exclusive license to use the work product for its internal purposes.
C. License to Use Intellectual Property: Any use of Agent’s intellectual property beyond the scope defined in this Agreement requires prior written consent from Agent.
D. Infringement Procedures: In the event of any suspected infringement of intellectual property rights, the affected Party shall promptly notify the other Party. The Parties shall cooperate in investigating and addressing any such infringement.
X. Indemnification and Liability
A. Indemnification by Hotel: Hotel agrees to indemnify and hold Agent harmless from any claims, damages, and expenses arising out of Agent's provision of the agency services under this Agreement.
B. Indemnification by Agent: Agent agrees to indemnify and hold Hotel harmless from any claims, damages, and expenses arising out of Hotel's use of the agency services provided under this Agreement.
C. Limitation of Liability: Agent's liability under this Agreement shall be limited to the amount of fees paid by Hotel in the six (6) months preceding the claim. Neither Party shall be liable for any indirect, incidental, or consequential damages.
D. Insurance Requirements: Both Parties shall maintain adequate insurance coverage to cover their respective indemnification obligations under this Agreement.
XI. Termination
A. Termination by Hotel: Hotel may terminate this Agreement with sixty (60) days' written notice for any material breach of this Agreement by Agent, provided that the breach is not cured within the notice period.
B. Termination by Agent: Agent may terminate this Agreement with sixty (60) days' written notice for any material breach of this Agreement by Hotel, provided that the breach is not cured within the notice period.
C. Termination for Convenience: Either Party may terminate this Agreement for convenience with ninety (90) days' written notice to the other Party.
D. Effects of Termination: Upon termination, Agent shall cease all agency activities and return or destroy all confidential information and materials provided by Hotel. Hotel shall pay Agent for all services rendered up to the date of termination.
E. Survival of Obligations: The obligations of confidentiality, indemnification, and any other provisions that by their nature should survive termination shall remain in effect after the termination of this Agreement.
XII. Dispute Resolution
A. Negotiation and Mediation: The Parties agree to attempt to resolve any disputes arising out of this Agreement through good faith negotiations. If the dispute cannot be resolved through negotiation within thirty (30) days, the Parties shall submit the dispute to mediation.
B. Arbitration: If the Parties cannot resolve the dispute through mediation within sixty (60) days, the dispute shall be submitted to arbitration in [Jurisdiction] in accordance with the rules of the [Arbitration Organization]. The decision of the arbitrator shall be final and binding.
C. Jurisdiction and Venue: Any arbitration proceedings shall be conducted in [Jurisdiction], and the award of the arbitrator shall be enforceable in any court of competent jurisdiction.
XIII. Miscellaneous Provisions
A. Entire Agreement: This Agreement constitutes the entire agreement between the Parties and supersedes all prior agreements and understandings, whether written or oral.
B. Amendments and Modifications: Any amendments or modifications to this Agreement must be in writing and signed by both Parties.
C. Assignment and Subcontracting: Neither Party may assign or subcontract its rights or obligations under this Agreement without the prior written consent of the other Party.
D. Notices: Any notices required or permitted under this Agreement shall be in writing and shall be deemed given when delivered personally, sent by certified mail, or sent by email with confirmation of receipt.
E. Governing Law: This Agreement shall be governed by and construed in accordance with the laws of [State/Country].
F. Severability: If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
G. Force Majeure: Neither Party shall be liable for any failure or delay in performance due to circumstances beyond its reasonable control, including acts of God, war, terrorism, and natural disasters.
Signatures
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the Effective Date.
Hotel
[Name]
[Date]
Agent
[Name]
[Date]
