7 Essential Negotiation Points for your Group Hotel Stay

Introduction: The Art of Hotel Negotiation

Planning an event at a hotel involves more than just selecting a venue and setting a date. Negotiating with hotel sales managers is crucial to ensure you get the best deal possible. Hotel sales managers are flexible and they work on a sliding scale in terms of price and concessions. Here are seven key points to keep in mind during your negotiations:

1. 1 for 40 Comp Ratio: Aim to negotiate a comp ratio of 1 for 40 rooms. This means for every 40 rooms booked, you receive one complimentary room, helping to offset costs.

2. External AV Options: Consider bringing in external audiovisual (AV) services instead of relying solely on the hotel's offerings. While the hotel may have preferred vendors, exploring external options can often lead to more competitive pricing.

3. Waived Destination and Resort Fees: Seek to have destination and resort fees waived as part of your negotiation. These fees can add up quickly and impact your overall budget.

4. Flexible Meeting Room Arrangements: Discuss options for meeting room rentals and food and beverage (F&B) minimums. You may be able to negotiate either waiving the meeting room rental fee with a specified F&B minimum or paying for the rental while having the F&B minimum waived.

5. Review Force Majeure Clauses: Ensure you understand any force majeure clauses in the contract, particularly regarding potential disruptions like construction or renovations during your event dates. Clarifying these details upfront can prevent last-minute surprises.

6. F&B Discounts: Always aim to negotiate a discount on food and beverage services. Even a modest 10% discount can lead to significant savings, especially for larger events.

7. Bonus Inclusions: Don't be afraid to ask for additional perks such as welcome drinks or complimentary VIP suite upgrades. Hotel sales managers may be willing to accommodate special requests to enhance your event experience.

Remember, negotiation is a two-way street. Be prepared to compromise on some points while standing firm on others. By approaching negotiations strategically and keeping these seven points in mind, you can secure a favorable deal with hotel sales managers for your next event.