Essential Meetings Negotiation Considerations Cheat Sheet by Davidpol
Source: Robyn Mietkiewicz, Senior Director of Global Meeting Management for Meeting Sites Resource, a global strategic meeting management solutions organization, https://www.meetingstoday.com/magazines/article-details/articleid/32262/title/7-essential-meetings-negotiation-considerations
1. Sleeping Room Block/Revenue
Understand how hotels value your meeting/RFP. Hotels analyze everything from arrival/departure pattern, rooms to space ratio, F&B contribution, lead time, history, seasonality, incremental revenue and other groups contracted over your meeting dates.
2. Peak Night Pattern/Flexibility
Robyn Mietkiewicz: Understand your leverage.
Are your dates flexible, can you shift your pattern, do you have a strong history of room pick up and spend by category, can you waive your meeting room rental by increasing your F&B commitment?
3. Group Food & Beverage/Revenue
Finding cost savings in the area of food and beverage is a top-line concern. Work with the banquet chef to customize menus using seasonal items or sharing menus with other in-house groups (to capitalize on purchasing economies of scale).
Also consider shortening receptions, or skip breakfast and serve an a.m. break instead.
4. Room To Space Ratio
If you have a space-intensive group, determine ways you can get creative with space and ask your hotel partner for suggestions. Find out if the hotel has a sleeping rooms-only group that you can marry your group together with if you have extensive space needs.
5. Ancillary Spending
If you have a sponsor paying for something at the hotel, that is still revenue you are bringing to the hotel as a result of your meeting and should be captured and communicated with your overall meeting value.
6. Meeting History
In today's market, hoteliers can be choosy and are turning down more meetings than they accept. Hotels do reciprocate and provide each other with history and meeting performance, which often determines the pecking order of their meeting options.
7. Season/Demand Over Your Date(s):
Mietkiewicz: “Regardless of shifts in the marketplace, when meeting planners carefully evaluate each meeting and understand their leverage, flexibility and have a negotiations plan, clearly they will add more value to their meetings and bottom line, with an emphasis on risk reduction,”
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