WHERE TO GO Consider a few key points when choosing your location: geography, accessibility for attendees, budget, facilities and nearby attractions. You want attendees to enjoy themselves at your meeting, and travel with relative ease.
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To effectively negotiate your meeting or event, your best weapon is your knowledge of the value of the meeting to the facility. Past history or projections of the value of your meeting can assist you in selling the profitability of your business and asking for the best guestroom rates and meeting room rates available.
After you receive your proposals, narrow down your list to the best options. Comparing prices at nearby facilities is not always straightforward as all facilities are different and have different levels of service and product, some may include necessary items complimentary, others may not. Talk to the facilities to ask in-depth questions to really understand the price-value relationship.
The following are 6 general rules to follow when negotiating the best rate:
Know your plan – and what items you really, really want and what you would be willing to give up
Research – understand the value of your business and find out as much about the facility and how it makes its money
Other Facilities – have a back-up option available that you can use to influence your negotiation
Organization – keep detailed notes of everything you discuss with the facility to ensure it is translated into the final written contract
Read carefully – make sure you understand the fine print
Don’t assume – Ask as many questions as necessary to understand and clarify points in the final contract before signing