Licence & Multi-site Options for Pub Estates

Managing multiple pubs gives you scale, but also complexity. Each site has its own meters, energy profile, and contract renewal dates. Suppliers see multi-site estates as predictable revenue streams, which can work against landlords if you aren’t strategic. The right licence and multi-site approach can turn that scale into bargaining power instead of binding liability.

This article explains how to handle multi-site contracts, choose between aggregated and site-by-site deals, align renewal dates, and structure licences for maximum control and flexibility. Every strategy is designed to protect your pub estate and reduce unnecessary costs.

Understand your estate

Before negotiating, map your estate. Know the number of meters, annual energy usage per site, and key operational factors like opening hours, kitchen size, and cellar cooling. This knowledge gives you credibility and confidence in negotiations. Suppliers respect a landlord who can speak clearly about each site’s needs.

Site-by-site contracts: control at the cost of complexity

Site-by-site contracts allow precise control. Each pub has a tailored rate, specific exit clauses, and independent renewal dates. The drawback is administrative overhead: multiple invoices, multiple contacts, and multiple renewal dates. But the advantage is freedom. If one site performs poorly or needs to exit early, the rest of your estate isn’t penalised. For landlords valuing flexibility over simplicity, this is often the safest route.

Aggregated contracts: leverage in numbers

Aggregated or portfolio contracts bundle multiple sites under a single agreement. Suppliers often offer lower unit rates in exchange for commitment across the estate. That’s attractive for predictable budgets. But beware: aggregated contracts tie every site together. Exiting one site may trigger fees across all, or prevent renegotiation at any site. Only pursue aggregation if you are confident in your long-term estate plan and can tolerate reduced flexibility.

Aligning renewal dates strategically

Staggered renewal dates reduce risk but weaken negotiation. Suppliers know you have rolling renewals and may prioritise upselling the most urgent sites. Aligning all renewal dates gives you one strong negotiating window. You can leverage the size of your estate to demand better rates, clearer terms, and more favourable exit options. It’s a one-time administrative effort with ongoing strategic advantage.

Licence agreements: understand your rights

Some multi-site landlords operate under licensing arrangements with parent companies or management groups. Licence agreements can dictate which sites you can control, including energy contracts. Always review clauses about responsibility, liability, and decision-making authority. Conflicts between licences and supplier agreements are common. Clarify authority upfront to avoid disputes and unexpected fees.

Centralised vs local management

Centralising energy management simplifies administration: one team handles invoices, renewals, and audits. But it may distance individual site managers from energy awareness. Encourage each manager to monitor usage, report anomalies, and implement energy-saving measures. A hybrid approach – centralised oversight, local engagement – often yields the best results for multi-site estates.

Negotiating multi-site deals

Suppliers want estates because they reduce risk and increase revenue. Use that to your advantage. Present aggregated usage, highlight consistent payment history, and outline future expansion plans. Ask for volume discounts, favourable exit terms, and fixed standing charges. Suppliers are prepared to offer flexibility to lock in your estate, but only if you negotiate confidently and understand the structure.

Exit clauses across estates

One tricky area is exit clauses in multi-site contracts. Exiting one site can trigger penalties for the whole estate. Understand how exit is calculated: pro-rata per site, flat fee, or tied to the largest site. Where possible, negotiate clauses that isolate sites, giving you optionality without financial knock-on effects. This is critical for landlords planning expansion, refurbishment, or sale.

Monitor market rates per site

Even with a multi-site contract, track rates individually. Markets fluctuate differently for each site’s region or meter type. Regular benchmarking ensures you know if the supplier’s aggregated rate is still competitive. If not, you have evidence to renegotiate or switch, protecting your estate from overpaying silently.

Documentation is key

Every aggregated contract, licence agreement, and negotiation email should be carefully documented. Disputes, missed exit windows, or supplier errors become easier to manage when you have a complete record. A well-documented estate is a well-protected estate.

Summary: Flexibility meets leverage

Managing multiple pubs brings power and risk. Understand each site’s usage, weigh site-by-site versus aggregated contracts, align renewal dates for leverage, and clarify licence obligations. Combine strategic planning with documentation, monitoring, and negotiation and your estate remains flexible, efficient, and cost-effective.

Return to the Contract Negotiation hub, or cross over to Cost Cutting for operational savings across your estate.