Force majeure clauses in hotel contracts (2026 standard)

COVID changed force majeure clauses for the long term. The 2026 standard now includes voluntary cancellation rights, defined trigger events, and clear refund timelines. Here is what to require.

Force majeure clauses became one of the most-discussed contract elements during 2020-2022, when many planners discovered their contracts did not protect them from pandemic-era cancellations. The post-COVID period saw a re-balancing of force majeure language across the European MICE industry — clauses are now more explicit and tend to favor planners somewhat more than the pre-COVID standard.

This post covers what the 2026 standard force majeure clause should include and how to negotiate it.

Elements of a 2026 standard force majeure clause

Defined trigger events. The clause should explicitly list events that trigger force majeure: pandemic, government-mandated closures, terrorism, natural disasters, war, civil unrest. Vague "acts of God" language without specific examples is weaker.

Notice period for invoking. Both sides typically have a notice obligation. Common practice: 30 days notice for foreseeable events, immediate notice for sudden events.

Voluntary cancellation rights. A 2026 best-practice clause includes the right to voluntarily cancel without penalty if a trigger event creates material risk to attendee safety, even if the event has not been formally banned.

Refund timeline. Specifies when the venue must return deposits and other prepayments after a force majeure cancellation. Common standard: 30-60 days.

Mitigation requirements. Both parties typically agree to use reasonable efforts to mitigate (e.g., hold the event virtually if possible, postpone rather than cancel).

What to negotiate at brief stage

Specify your preferred force majeure language at brief stage rather than waiting for the contract. Most premium venues will adopt the standard 2026 language; some require negotiation.

If the venue's default contract has weaker force majeure language, explicitly request the upgraded version. Cite the post-COVID industry standard.

What force majeure does not cover

• Voluntary postponement for non-trigger reasons (low attendance, change of mind).
• Vendor disputes that do not constitute force majeure.
• General business risk (key speaker no-show, technology failures).

For these, you need event cancellation insurance — which is a separate consideration.

How force majeure interacts with insurance

Event cancellation insurance and force majeure clauses serve overlapping but distinct purposes. The contract clause governs your rights with the venue; the insurance covers losses regardless of the venue's position.

For events above a certain spend threshold (typically €50K+), event cancellation insurance with a force-majeure rider is recommended.

Force-majeure deep dive: hotel-specific force majeure · post-COVID clause library · free clause comparator tool.

Related reading

• Contract Review Checklist
• Force Majeure Clause Comparator
• Hotel RFP Template
• Event Insurance & Liability Essentials
• hotel-specific force majeure
• post-COVID clause library

Author: Easy RFP Team — Founder, Easy RFP. LinkedIn.

Sources: Easy RFP — internal observations from planner work (proprietary).