Small meetings, smarter contracts: Hilton’s Express Master Agreement streamlines RFPs

Small meetings shouldn't require big contracts. Yet, that’s the reality across much of the hospitality industry, where 30-page agreements still govern two-day team retreats and simple boardroom bookings.

Over time, hotels and customers have added layers of legal protection in response to disputes — clauses designed to guard against things that are exceedingly unlikely to happen with small, uncomplicated meetings.

The result? Even meetings with fewer than 100 attendees — which represent 44% of all U.S. meetings according to Cendyn and ConferenceDirect's 2025 State of the Meetings Industry report — trigger lengthy agreements packed with legalese, insurance requirements, and rigid terms that feel wildly out of proportion to the needs of a simple gathering.

The time crunch

Today’s workforce is more time-pressed than ever. Thirty-five percent of employees cite time management as their biggest productivity challenge, according to recent research by Prosperity for America. The root of the problem: We’re doing more with fewer resources. Hiring has slowed, yet productivity has risen, largely driven by businesses streamlining their operations, per the U.S. Bureau of Labor Statistics.

In this business environment, it’s crucial to identify outdated and inefficient processes — including the notorious and laborious back-and-forth contract negotiations for simple meetings and events. For planners juggling multiple roles, or booking meetings on top of their day jobs, contract complexity isn’t just frustrating, it’s a barrier to getting things done.

Recognizing that lengthy master service agreements don’t fit every meeting, Hilton responded with a right-sized alternative: a simplified MSA designed to match contract complexity to meeting scale.

The small meeting problem

Planners have grown frustrated with the mismatch between meeting size and contract complexity, rating their satisfaction with hotel contract negotiations just 3 out of 5 in Cendyn and ConferenceDirect's 2025 State of the Meetings Industry report. Their complaints tell the story:

This disconnect hits hardest among occasional planners: administrative staff or team leaders who book meetings without formal training or legal support. For them, overly complex contracts create delays, confusion, and stress.

MSAs: a strategic foundation

Master Service Agreements establish pre-negotiated terms for future transactions between two parties. Rather than renegotiating a legal and commercial framework for every booking, MSAs create a standard framework. Planners and hotels simply fill in the variables: dates, space, and rates.

This transforms relationships from transactional exchanges into collaborative partnerships. MSAs work best when you expect multiple bookings with the same chain, need consistent terms across departments, want to reduce negotiation time, or aim to manage risk across decentralized teams. That’s where Hilton saw an opportunity to rethink the process, offering a streamlined alternative that aligns contract complexity with meeting scale. 

Hilton's solution: right-sized simplicity

Traditional MSAs — often 20 to 50 pages — serve corporations and associations with large, complex events. Not only is this a significant investment of time and resources, but we also find one size does not fit all.

"We're adding nuance to the MSA process — shortening them for simpler meetings," Rogers explains. "The goal is clear: simple contracts for simple meetings. But simple doesn't mean rigid — we've built in flexibility so planners can tailor the framework to their needs without starting from scratch."

Key advantages: 

• Language written for humans, not lawyers 
• Built-in flexibility through links to standard clauses without document bloat 
• Agreement template finalized in days or weeks, not months 
• Templates serve as collaborative frameworks, not rigid structures 
• Customized Terms and Conditions
• Enables 24- to 48-hour turnaround between sourcing and signature

A solid win for hotels

Hilton properties join the Express Master Agreement program annually, committing to honor the pre-negotiated terms.

It's an all-or-nothing decision. Hotels agree to honor terms for all participating accounts without renegotiation. "If we have 50 Express Master Agreements, hotels are opting into doing business with those 50 clients with the terms pre-identified,” Horan explains. "You'll receive leads from those customers — and you're agreeing not to renegotiate the terms of the template when those leads come in." 

This structure ensures consistency and speed, removing friction from sourcing and empowering planners and their hotel partners to move forward quickly.

“General Managers have noticed an uptick in small group bookings by clients using Hilton’s Express Master Agreements and commend the program because the process is so much easier for planners and their teams,” Horan said.  

Built for every event organizer

Large organizations don't always assign meetings to dedicated events teams. Administrative staff or department heads frequently book meetings without formal training or legal support.

"If there's an express agreement in place," Horan notes, "the meeting and events leadership can make it accessible to the occasional planner and say, 'If you're booking a meeting with Hilton, here's our agreement.'" This clarity helps administrative staff and ad hoc planners avoid delays and gives them confidence to proceed while mitigating risk for the organization.

Think about it, a meeting that needs 10 sleeping rooms and a boardroom is in a very different risk category than a 500-person conference that's taking up most of the property and wants indoor fireworks.

Outcome: satisfied clients

Since its launch, customers have booked thousands of meetings using Hilton's Express Master Agreements. 

“The Express Master Agreement has made it easier to recommend Hilton properties and drive internal stakeholders toward them,” said a sourcing team leader at a global pharmaceutical firm. “Our business moves fast, our clients expect quick turnarounds, and our workload is heavy. Knowing we can rely on the Express Master Agreement is a win-win. Smaller meetings carry limited liability for both sides, so cutting through the legalities and getting straight to planning is the goal.” 

Initial results show: 

• Reduced negotiation time 
• Fewer legal escalations 
• Higher planner satisfaction 
• Customized terms and conditions
• Increased conversion rates for small group RFPs

Building better partnerships

Hilton isn't asking planners to cut corners. The Express Master Agreement simply acknowledges that a boardroom booking shouldn't require the same contractual complexity as a corporate convention.

More importantly, it's designed to build stronger partnerships through consistency and ease. Once established, the Express Master Agreement eliminates the need to start from scratch with each booking, creating a foundation for ongoing collaboration. Teams across your organization can book with confidence, knowing the terms are already negotiated and the process is streamlined.

As meeting season ramps up and competition intensifies, now is the time for planners to explore whether this partnership-focused approach fits their needs. To learn more or explore whether Hilton’s Express Master Agreement fits your team’s needs, reach out to your Hilton Worldwide Sales representative or contact your hotel representative on property.

By the numbers

• 44% of U.S. meetings have fewer than 100 attendees
• 99% of Hilton properties opt into Express Master Agreement annually
• 3-5 pages vs. 20-50 pages (traditional MSA)