Group contracts, corporate rates and partner agreements, signed
Hotel paperwork comes from three places. Sales sends group contracts and corporate rate agreements, the front desk collects registration cards and policy sign-offs, and the head office or a hotel network sends the same partner agreement to dozens of properties and agencies at once. SignMaster covers all three.
Updated November 5, 2026 · 4 min read
On this page
What a hotel gets signed
| Document | Who signs | Best way to sign |
|---|---|---|
| Group block contract | The meeting planner or group organizer | By link, with a sign-by date that matches your option date |
| Corporate rate agreement | The client's travel manager | Bulk send to every account before the rate season |
| Event or banquet contract | The event organizer | By link, with the menu and room setup attached |
| Registration card | The arriving guest | In person, on the front desk iPad |
| Pet, smoking or damage policy | The guest | In person at check-in, or by link before arrival |
| Partner or distribution agreement | Agencies, tour operators, member properties | Bulk send from a spreadsheet, each with its own terms |
Group contracts that beat the option date
A group block lives or dies on dates: the courtesy hold, the cutoff for the rooming list, the attrition terms if the group picks up fewer rooms. Build your group contract as a template with fields for the block, the group rate, the cutoff date and the food and beverage minimum, then send it to the planner as soon as the proposal is accepted.
- Sign-by date: set it to the day the hold drops, so the planner sees the deadline and automatic reminders chase it for you.
- Signing order: the planner signs first, their company's authorized signer second, and your director of sales countersigns last.
Each send is an envelope: one or more documents going to one or more signers. Put the contract, the banquet event order and the room setup diagram in one envelope and the planner signs everything in one sitting. Start from the hotel group booking contract if you don't have your own yet.
Corporate rates, renewed in one send
Negotiated rate agreements come up for renewal at the same time every year. Keep your accounts in a spreadsheet with the travel manager, email, rate and room-night commitment, and bulk send the corporate rate agreement to all of them. Each account gets its own envelope with its own rate printed in the agreement.
At the front desk
Put the registration card on the desk iPad and choose Sign in person. The guest checks their details, ticks the policies that apply and signs. In the iPhone and iPad app, only your Face ID or passcode leaves signing mode, so the next guest in line never sees the last one's card. The signed copy goes to the guest's email when they finish.
Partner contracts from a spreadsheet
A hotel group, a marketing network or a regional association often has the same partner agreement to send to a long list of properties or agencies, where only a few details change: the commission rate, the yearly fee, the tax number, the property's legal name. That's the job bulk send was built around.
- 1
Turn the details into text boxes
In your hotel partner agreement template, give each detail that changes a labeled text box: Property name, Commission rate, Annual fee, VAT number. Whatever goes in a text box prints in the body of the contract, read-only.
- 2
Add people
On the template's bulk send screen, choose Download a blank CSV, paste your partner list under its headers and save it from Excel as CSV UTF-8 so accented names survive. Upload it, or paste the rows.
- 3
Match columns
Headers that match a signer role or a text box label are paired for you. Pair the rest by hand, or ignore a column you don't need.
- 4
Check rows
A row with a problem, like a missing email, is listed with the reason and skipped. It stays on the batch to fix and send later.
- 5
Send
Pick reminders and the signing order, then send: one envelope per partner, each showing only its own terms. A value too long for its text box fails here; shorten it and retry the row.
Solo sends up to 250 rows at a time, Crew 500 and Company 1000. When the signatures land, the template's Responses tab shows what each partner filled in, such as a booking contact or a room count, in one table you can export. The full walk-through is in send contracts from an Excel file.
Partners in other countries
Signers can read the signing page, emails and consent in 6 languages, Spanish included. The agreement itself is your document, so send a translated version where you need one.
What it costs a hotel
Crew is $49 a month for 5 people, enough for sales, events and the front desk to share templates. Company covers 15 people for $99 a month. A single inn can run on Solo at $15 a month. Every paid plan has unlimited envelopes and bulk send, and new workspaces get 14 days of Crew free. See every plan.
What SignMaster doesn't do
- It isn't a property management system or booking engine, and it doesn't hold room inventory.
- It doesn't take deposits or card guarantees. Keep those in your payment system.
- It emails signing links rather than texting them. You can copy a guest's link and text it yourself.
- It doesn't connect to your PMS directly. On Crew and Company, webhooks can pass each signed contract to tools like Zapier.
Questions? Answers.
Does a meeting planner need an account to sign a group contract?
No. The planner opens the link on any phone or computer and signs. When everyone has signed, each party gets the sealed PDF with its certificate of completion.
Can each partner's commission rate appear in the contract itself?
Yes. Put the rate in a labeled text box on the template and name a spreadsheet column the same. Bulk send prints each row's value in that partner's copy, where they can read it but not change it.
Can we see every partner's answers in one place?
Yes. The template's Responses tab lists every envelope sent from it with the values each signer filled in, ready to export as CSV or JSON. It's on every paid plan.