Negotiating with venues can be a daunting task. But meeting and event planners should not be intimidated. Follow these five tips to make your site selection more successful.
1. Bundle up - Work with the same hotel chain, individual hotel or rep firm for multiple meetings, and it will increase your clout. It’s called bundling, and it’s becoming an increasingly common practice. For better service, make sure the hotel contact knows you’ll be bringing future business.
Be sure to look for the basics during an on-site visit. Visit the venue when it’s at full-occupancy and there are plenty of meetings taking place, as well as when it’s empty. Make sure the venue can accommodate your meeting. This is the time to be truly detail-oriented. No matter what venue you pick, expect to put down a deposit on the space and be sure to ask exactly what’s included in the usage fee (for example, meeting space, complimentary breakfasts, coffee breaks and additional meeting space should you need it).