The true measure of the degree of success of negotiations with hotels regarding events, conferences and conventions, is often measured in the depth of the negotiations, and assuring that as many details as possible are anticipated and negotiated in advance. In my over three decades as a professional event planner and negotiator, I have discovered that organizations that prepare in advance, understand their needs, articulate them fully up- front to the hotels, and have negotiators that maintain their integrity at all times, invariably get the best long- term results. Many inexperienced negotiators do not understand the need to prioritize their needs, and often fail to consider many aspects that will have potential impacts on the success and viability of the event. When having discussions with hotels, some of the items that need to be thought about and negotiated, include: guest rooms; food and beverage; audio visual needs/ requirements; service charges/fees; comps; and priorities. In addition, when negotiating, it is essential to use a win- win philosophy, so as to maximize the results for all concerned.
1. Will this event require securing guest rooms? Will the organization pay for these rooms, or the attendees? What is a realistic expectation for hotel nights usage? Has the negotiator fully considered the ramifications of certain attrition policies, and minimized these ramifications by prioritizing the negotiating down of, or elimination of, attrition requirements/ penalties? If attendees are paying for their own rooms, what is the price point that must be addressed?
2. How much food and beverage is the conference providing for attendees? What are the needs of the organization and its attendees? How are these functions being paid for, as part of the registration fee to attend the conference (if any), by the organization completely, or as a paid option available for attendees? What are the expectations? There are many methods available for reducing food and beverage costs, while maintaining perceived value, but it generally requires a carefully designed balancing act, as well as expert negotiations, combined with organizers willing to think outside the box to achieve optimum results.
3. What are the audio- visual requirements for this event? This is an area that perhaps is the biggest budget breaker when organizations do not adequately understand and negotiate to meet their needs. Many inexperienced conference planners become awe- struck, when they realize what hotel audio- visual departments are going to charge. The best example is when a group negotiates complimentary microphones, but does not realize that there will be charges for the hook up, amplification, labor, etc. All of these types of needs should be pre- negotiated in as much detail as possible.
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