Venue contract - Hotel is reserving the right to change our reception ballroom

Tbh yeah, you're overreacting. I'm sure they haven't double booked you before you've signed a contract. You have the standard contract not a "let's really screw these people over" contract.


Its probably just to cover their butts in case the ballroom catches on fire, the rooms above it have the toilet overflow and cause water damage, several other extreme circumstances that would possibly prevent you from getting that ballroom. They'll find you a space suitable for the same number of people. And you wont be able to sue them because you got the east ballroom instead of the west ballroom.
And I hope you aren't renting a ballroom for the same number of people that can fit in the janitor closet. 😆
My 12th birthday was booked at a hotel. It caught on fire, they were able to book the pool and a party room at a nicer neighboring hotel.
If you're super super concerned still, ask to see the other areas you could possibly moved to. As well as if this has ever happened, or what circumstances might cause the move.

Just to clarify, If it is something out of their hands (such as natural disaster, flooding or fire), my fiance and I would not mind at all. However, if it is because they are double-booking us, then that is another story.

They haven’t even booked you so I don’t know why your automatically assuming they’re going to screw you and double-book. I’ve definitely seen this in other venue contracts before and don’t think it’s a big deal. Our venue only had one space so this wasn’t relevant for us. Honestly, if you’re already worried they’re trying to be shady, I would find a different venue.

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Maybe I should provide a bit more background about what happened, perhaps, you guys would understand better where my concern comes from:

Well, it has to do with the fact that after the venue assured us they were ready to send us the contract the next day, we did not hear from them for a whole 3 weeks. We tried calling/emailing/texting/etc. We even got the phone hung up on us a couple times. The catering specialist did not answer until after my fiance had to escalate the matter to her supervisor, and we literally just got this contract.

So, that's why we were a bit unsure whether that clause was legit.

But like I said, i was just trying to see whether this is standard, and if it is a legitimate clause that other contracts have - if that's the case, we are fine with it.

I remember touring a venue that had 3 ballrooms and ran up to three events at once. You were guaranteed a room but didn't get to choose which one. I found this weird since while the rooms were the same size, they had different layouts. In the end, it felt too much like a wedding mill, so I passed.


Because you chose the specific room, I think in your case the venue added this language to the contract to cover a contingency situation where the room isn't usable for some reason. Most brides are probably like you and would "understand" but I'm sure there are people that out there that would flip out and the venue is just trying to protect themselves.

If your venue is that hard to reach, I think your only issue is not the clause in the contract. As your wedding date grows near and your stress levels are presumably high, you'll want all vendors, esp your venue, to be responsive and professional.

We have an outdoor venue and our place has a similar clause - mainly for weather or a disaster. We also wouldn't want any other location - but if you are reserving a certain ballroom then the clause is set in case of an accident - leaky ceiling ect. So that they still get paid - since they held the date.

With your added information I would pass on the venue. I feel if you have already escalated an issue without a contract it will be more of a headache later- both parties will be tense. With that said you should also remember that if you're choosing a popular venue they probably need a few weeks to respond. I receive emails correspondence with my day of coordinator in about two week intervals. Keep in mind they are juggling lots of weddings between now and yours - or at least that's how I keep myself calm.Going to that place in person is always the best way to get a straight answer. You could also ask them to see the alternative spaces.

I agree with pp that if the hotel has various spaces, especially if some can be combined, it's probably standard that they will only guarantee you A room, not a specific room/space. That way if they book another event that will produce more revenue, they have options about allocating the spaces available to meet a variety of different needs and make them more money. If you only want a particular space, and they will not guarantee you that space, I'd look for a different venue. I also agree with others who've mentioned that if you've found them unresponsive BEFORE you've signed a contract or given them a penny, that would be a major red flag for me. If they won't help you before you book, they will potentially be even less responsive once you've signed a contract.... Good luck!