Following this useful checklist will help you ensure you secure the best terms on your venue or hotel contract.  You’ll have the confidence and peace of mind that you’re on track to meet your event goals.

BEFORE CONTRACT NEGOTIATIONS:

Narrow down your selection to your top two or three hotel choices before negotiations.

Having options on a couple of properties strengthens your negotiations as you begin the process. What if you’re unable to reach a final agreement with your first hotel choice?  If you have other options that meet your requirements, then you have the power to walk away from your first choice. If your contract term goals are not met, then this approach also gives you a back-up plan to fall back on.

Communicate to the hotel if you have any date flexibility.   

Being flexible on your event dates could provide leverage in your negotiations. Communication is key. Ask the venue when they most need your booking within your date requirements. Check on different day patterns too. If you usually meet Monday through Friday, try shifting by one day to see if that brings better rates and terms. Only commit to alternate dates if they are willing to offer acceptable concessions. And finally, don’t assume you know the hotel’s dates they need to fill. Most properties have different goals and requirements unique to their own business structure.

Be transparent about your budget requirements.

Avoid keeping your budget a mystery when working with a hotel. Instead, be open about your financial requirements and budgetary concerns. Your transparency will build trust and credibility with the property.  Also, don’t be shy about asking the hotel for creative ways to meet your financial goals. For example, a venue may not be able to reduce the meeting room costs. But they might offer discounts on food and beverage or audiovisual to keep you within your budget. They want your business. So, give them a chance to deliver what you require for your event.

Share your attendee profile with the hotel.

Provide an attendee profile and breakdown to the hotel.  By helping them understand who your attendees are, many properties will offer additional concessions customized to your particular group.  For example, if you’re bringing in VIP executives, the hotel may offer extra VIP suites at an attractive discounted rate. They may also offer incentives for your attendees to stay extra days at a discount for vacation days.

Define and rank your concessions you “must-have” down to what you’d “like to have”.

A concession is something of value you give to the other party in order to reach an agreement.  It’s important for you to clearly define what concessions you must receive from the hotel versus those value adds that are not as critical.  In the meeting and event industries, concessions may include free room upgrades; free amenity gifts for VIPs; discounts on food and beverage; a discount on audiovisual; or 20% attrition, etc.  Determine what matters most to your group prior to entering into negotiations.

Provide your meeting history.

Venues want to know the history of your meeting. Information such as meeting frequency, room block history, venue spends, and brand awareness allows the hotel to understand the opportunities your event provides and may even lead to more favorable contract terms. 

Treat the venue team as an extension of your team.

When booking, treat the hotel’s representatives the way you would like to be treated. By building a positive relationship with your hotel partner, you’re more likely to reach your desired contract terms. You may even improve the level of service during your meeting.

Don’t be afraid to ask.

Requesting services that will make your event a success will not harm your relationship with the hotel. When asking questions or requesting services, be polite, and remember that the worst they can do is say no. Asking for more will always improve the experience for your attendees. 

Still have questions?

Let me help you book the perfect property so you’re free to focus on your event.  Secure a venue that delivers happy attendees, satisfied stakeholders, and a successful, flawless event.

We’d love to hear from you!

Email: anne@simplermeetings.com

Phone: 336-414-8984