The Art&Science of Hotel Negotiations

All too often, organizations and corporations end up paying far more than they need to because they do not follow the basic rules of hotel negotiations:
(1) Always use a comprehensive Request for Proposal (RFP). This RFP should include ALL anticipated needs of the group, including approximate number of guest rooms, meeting room utilization, Food & Beverage requirements and budget, Audio Visual needs, complimentary needs, etc.
(2) Send the RFP to numerous hotels in area that might be able to meet your needs. Let the hotels know that you have done this. (Competition is good for you)
(3) Ask for either discounts to F&B list price if event is in same calendar year, or lowest of a discounted price in this versus subsequent years.
(4) Let the hotels know that you are on a relatively tight budget, and can only pay "x" for your F&B requirements. NEGOTIATE whenever possible!
(5) Ask if F&B department would be willing to work with you to have menus that both fit your needs, as well as your financial requirements.
(6) Ask for some accomodation re Audio Visual.
(7) Ask for waiving of Meeting Room rental charges if you either have a certain number of guest rooms or F&B revenue.
(8) NEVER lie to the hotel. In today's world, they know what you've done in the past, and how your group was to work with.
(9) Book as far in advance as possible
(10) Be flexible on dates, if possible
(11) Remember to structure all deals/ agreements as a "win-win" situation for both you and the hotel
(12) Let the hotel know of anything complimentary you might require
(13) Let hotel know your priorities
(14) Get everything in writing, and make the RFP an addendum to your hotel contract.
(15) Get give-back dates, where you can return a certain percentage of rooms without penalty (aka attrition)
(16) Don't be greedy, but be firm in what you need, and don't give back important needs
(17) Have an "expert" either within your organization or outside your group oversee all arrangements from the onset.
(18) REMEMBER that once you sign the contract, there is NO reason for hotel to offer anything additional.
(19) Depending on your group size and revenue, certain concessions available might include: % giveback to master bill; welcome drinks; welcome party; complimentary internet; complimentary meal(s); reduced or complimentary health club/spa; complimentary guest rooms, etc.
(20) THINK AHEAD- Consider any and all possibilities and the ramifications!

This is just the beginning of good negotiations. Doing this properly, and proper and thorough follow-up, in advance, will make life much easier once the event occurs.

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