Can this agreement be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Ensure the signer’s intent, consent to electronic records, signer attribution, and reliable record retention are satisfied.

When is notarization required?

Notarization is usually not required for an ordinary lodge management contract, but certain state filings, landlord consents, or recorded instruments may require notarized signatures; verify with the county recorder or state law.

What if a signer’s name differs from their ID?

Mismatched names can complicate enforcement and bank processing. Use exact legal names in the signature block and attach an alias clause or notarized proof of authority if needed.

Do I need a BAA for guest health information?

If the manager handles protected health information, include a Business Associate Agreement and follow HIPAA requirements (45 CFR §164). A BAA is required when a business associate creates, receives, maintains, or transmits PHI.

How should exhibits be attached for eSigning?

Combine exhibits into a single PDF with named attachments or include them as appended pages. Reference exhibits in the main contract and require initials or signatures on each exhibit page.

How long must I keep executed copies?

Retain executed agreements for the term plus at least 3 years for tax and operational records; extend retention for HIPAA-covered records (6 years) or other industry-specific mandates.

Electronic Signature
Templates
Miscellaneous
Lodge Services Agreement

Lodge Services Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

LODGE SERVICES AGREEMENT

This Lodge Services Agreement ("Agreement") is entered into as of by and between:

Lodge Operator: Operator Address: Operator Contact (phone / email): Service Contractor: Contractor Address: Contractor Contact (phone / email):

RECITALS

WHEREAS, the Lodge Operator owns and operates the lodging facility known as the lodge described in this Agreement and requires professional services related to guest accommodations, maintenance, and certain hospitality functions; and

WHEREAS, the Service Contractor represents that it has the expertise, personnel, equipment, and insurance necessary to perform the services described in this Agreement in a safe, lawful, and professional manner; and

WHEREAS, the parties desire to set forth the terms and conditions under which the Service Contractor will provide services at the lodge on the terms set forth below.

SCOPE OF WORK

The Service Contractor shall perform the following services for the Lodge Operator in accordance with the standards of the industry and applicable law:

Services shall include, without limitation, staffing of front-desk operations, housekeeping, guest services, routine facility maintenance, emergency response coordination, and such other activities as expressly described in the Scope of Work. The Service Contractor shall supply all labor, supervision, tools, and minor consumable supplies unless otherwise agreed in writing.

PAYMENT TERMS

Total Contract Amount: Payment Schedule: Invoices and Due Date: Late Payment Fee:

All payments due to the Service Contractor shall be made in U.S. dollars. The Lodge Operator shall pay undisputed invoices within the period specified above. Disputes must be notified in writing within ten (10) days of receipt of the invoice and the parties shall negotiate in good faith to resolve such disputes.

TERM AND TERMINATION

This Agreement shall commence on and shall continue until unless earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate immediately for material breach by the other party that remains uncured for ten (10) days after written notice of such breach.

CONFIDENTIALITY

Each party shall maintain in confidence all non-public information disclosed by the other party that is designated as confidential or that the receiving party should reasonably understand to be confidential given the nature of the information ("Confidential Information"). Confidential Information shall not include information that is or becomes publicly available without breach of this Agreement, lawfully received from a third party, or independently developed by the receiving party without use of the disclosing party's Confidential Information.

The receiving party shall not disclose or use Confidential Information except as necessary to perform its obligations under this Agreement. Upon termination, the receiving party shall return or destroy Confidential Information and certify such return or destruction upon request.

INSURANCE, INDEMNITY, AND LIABILITY

The Service Contractor shall, at its own expense, maintain commercial general liability insurance, workers' compensation, and automobile liability insurance with limits adequate for the services provided and shall name the Lodge Operator as an additional insured where applicable. Certificates of insurance shall be provided upon request.

The Service Contractor shall indemnify, defend, and hold harmless the Lodge Operator, its officers, agents, and employees from and against any claims, losses, liabilities, damages, costs, and expenses (including reasonable attorneys' fees) arising from the Service Contractor's negligent acts, willful misconduct, or breach of this Agreement.

INDEPENDENT CONTRACTOR

The Service Contractor is an independent contractor and not an employee, agent, or partner of the Lodge Operator. The Service Contractor shall be solely responsible for payment of wages, taxes, benefits, and other obligations of its employees and subcontractors.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law rules.

ENTIRE AGREEMENT

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions, whether oral or written, relating to the subject matter hereof. No amendment or modification of this Agreement shall be binding unless in writing and signed by both parties.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below (or to such other address as either party may designate in writing).

Operator Notice Address: Contractor Notice Address:

Lodge Operator:

By:

Date:

Service Contractor:

By:

Date:

What a Lodge Services Agreement Covers

A Lodge Services Agreement is a written contract that defines the relationship between a property owner (or operator) and a lodge management provider who delivers hospitality services such as reservations management, housekeeping, maintenance, staffing, and guest services. The agreement allocates responsibilities, sets service standards, defines compensation or fee structures, and addresses liability, insurance, and termination. It often includes operational exhibits—room rates, staffing levels, scope of maintenance—and may attach regulatory or licensing requirements applicable to lodging operations. Clear terms reduce disputes and support regulatory compliance.

Why a Structured Lodge Services Agreement Matters

A clear Lodge Services Agreement protects both owners and service providers by documenting duties, performance metrics, payment terms, and legal protections. It creates predictable operations and clarifies risk allocation while supporting lending, insurance, and regulatory needs.

Who Typically Uses a Lodge Services Agreement

Typical parties to a Lodge Services Agreement include property owners, third-party management companies, hospitality operators, and sometimes franchisees or booking platforms.

Property owners and investors seeking professional management to operate lodging assets while preserving capital and limiting day-to-day involvement.
Hospitality management companies that provide staffing, marketing, maintenance, and guest services under a fee or revenue-share model.
Resort operators, small-portfolio lodge owners, and municipal or park authorities that outsource lodge operations for efficiency or compliance.

Use the agreement to formalize the scope of services, performance expectations, and financial arrangements before operations begin or before a seasonal turnover.

Core Sections to Include in a Professional Agreement

A comprehensive Lodge Services Agreement groups operational, financial, and legal terms so both parties understand obligations and remedies. Include clear exhibits for rates, service levels, and schedules.

Scope of Services

Define all operational duties (front desk, reservations, housekeeping, maintenance, marketing) and any excluded tasks to avoid ambiguity.

Compensation

Specify fixed fees, management percentages, performance incentives, payment timing, and treatment of taxes and utility pass-throughs.

Performance Standards

Include measurable KPIs (occupancy, average daily rate, guest satisfaction) and remedies for repeated underperformance or failure to meet standards.

Insurance & Indemnity

Allocate insurance requirements, minimum limits, and mutual indemnities for claims arising from operations or contractor work.

Term & Termination

State initial term, renewal mechanics, notice periods, and termination rights for cause, convenience, or insolvency.

Compliance & Licensing

Obligate the manager to maintain required permits, health inspections, payroll compliance, and local regulatory filings.

Step-by-Step: Completing a Lodge Services Agreement

Follow a logical sequence to draft, review, and execute the agreement to reduce post-signature disputes and ensure operational readiness.

01

Drafting: Assemble scope, fees, exhibits, and insurance terms before circulating for review.
02

Internal Review: Have legal, operations, and finance teams review drafts for risks and feasibility.
03

Negotiation: Resolve payment, KPI, and termination points in redline drafts and confirm exhibits.
04

Execution: Obtain authorized signatures, retain copies, and register or file any required permits.

Configuring an Online Signing Workflow

Set up a digital workflow to collect signatures, attach exhibits, and preserve an audit trail for compliance and recordkeeping.

Field	Configuration
Signer Order	Sequential or parallel routing depending on negotiation needs
Required Fields	Signature, sign date, printed name, title, and initials on each exhibit
Authentication	Email link with optional SMS code or ID verification for higher assurance
Audit Trail	Capture IP, timestamps, and access logs for each signer

Where to Send and How Execution Typically Flows

Routing and delivery determine who signs when. Clarify the final delivery address and archival process.

Initial Distribution: Sender uploads final draft and assigns fields to each signer.
Signature Sequence: Signers receive email links in the configured order for review and signing.
Completion: All parties receive a signed PDF and certificate of completion.
Storage: Store executed copies in a secure records repository with access controls.

Digital Signing and Technical Considerations

Confirm platform capabilities for authentication, audit trails, and file formats before eSigning any agreement.

File Formats: Support for PDF and DOCX ensures exhibits render consistently across devices.
Authentication: Options like email, SMS, or knowledge-based verification increase signer confidence and admissibility.
Audit Trail: Preserve IP addresses, timestamps, and version history for legal defensibility.

Retain the signed instrument in a secure system that provides tamper-evident storage and export options for audits or legal review.

Common Timeframes and Deadlines to Track

Track effective dates, notice periods, renewal windows, and seasonal obligations to avoid unintended renewals or lapses in service.

Effective Date:

Determines when obligations begin; use MM/DD/YYYY in the contract.

Notice Periods:

Termination and nonrenewal notices commonly range from 30 to 180 days.

Renewal Windows:

Automatic renewal clauses often include a notice window of 30–90 days prior to renewal.

Seasonal Handover:

For seasonal lodges, define handover dates, inventory counts, and staffing transitions.

Insurance Renewals:

Coordinate insurance effective dates with the contract term to avoid coverage gaps.

Common Preparation Mistakes to Avoid

Using vague scope language that leaves tasks and costs undefined, causing disputes over responsibility.
Failing to attach required exhibits (rates, staffing levels, vendor lists), which makes enforcement and billing difficult.
Overlooking local licensing and transient occupancy taxes, leading to unexpected regulatory fines or back taxes.
Not specifying data ownership or access rights for guest records, which can create liability under privacy laws.

Potential Risks and Consequences of an Incomplete Agreement

Regulatory Fines: Penalties for noncompliance with occupancy tax or health code rules

Civil Liability: Claims from guests or employees for negligence tied to unclear duty allocations

Operational Disruption: Service interruptions if staffing or maintenance obligations are disputed

Financial Exposure: Unanticipated costs if fee structures or expense reimbursements are ambiguous

Contract Term Disputes: Early termination claims or holdover occupancy if notice terms are unclear

Data Privacy Breach: HIPAA or state privacy exposure if guest health information is mishandled

Comparing eSignature Pricing for Lodge Services Agreement Execution

Choose an eSignature provider based on required features like HIPAA compliance, audit trails, bulk send, and budget. The table below summarizes starting prices and common feature availability.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Lodge Services Agreements

Sample scenarios illustrate how terms change based on property type and operational model.

Mountain Lodge Management

A private owner engaged a management firm to run a seasonal lodge with housekeeping and reservations

The contract tied manager compensation to occupancy and ADR
The owner required monthly reports and a 90-day termination clause to address off-season cash flow, and both parties used an eSignature workflow to accelerate execution and maintain an audit trail.

Municipal Park Lodge

A local government contracted an operator for a park lodge that serves campers and events

The agreement included public procurement clauses and background checks
The contractor handled transient occupancy tax collection and provided quarterly compliance reports; insurance limits and audit access were expressly stated in the contract exhibits.

Essential Information to Collect and Preserve

Parties: Identify owner and manager legal names

Effective Date: MM/DD/YYYY

Service List: Detailed operational duties

Fee Terms: Payment schedule and fee formula

Insurance: Coverage types and limits

Signatures: Authorized signers and dates

Frequently Asked Questions About Lodge Services Agreements

Answers to common questions when drafting, executing, or storing a Lodge Services Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Ensure the signer’s intent, consent to electronic records, signer attribution, and reliable record retention are satisfied.
When is notarization required?
Notarization is usually not required for an ordinary lodge management contract, but certain state filings, landlord consents, or recorded instruments may require notarized signatures; verify with the county recorder or state law.
What if a signer’s name differs from their ID?
Mismatched names can complicate enforcement and bank processing. Use exact legal names in the signature block and attach an alias clause or notarized proof of authority if needed.
Do I need a BAA for guest health information?
If the manager handles protected health information, include a Business Associate Agreement and follow HIPAA requirements (45 CFR §164). A BAA is required when a business associate creates, receives, maintains, or transmits PHI.
How should exhibits be attached for eSigning?
Combine exhibits into a single PDF with named attachments or include them as appended pages. Reference exhibits in the main contract and require initials or signatures on each exhibit page.
How long must I keep executed copies?
Retain executed agreements for the term plus at least 3 years for tax and operational records; extend retention for HIPAA-covered records (6 years) or other industry-specific mandates.

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