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Meeting Planner Tip of the Month

Home / Meeting Planner Tip of the Month (Page 2)

REBOOK CLA-- USE     In the unlikely event that Group must cancel this event, or incurs any attrition charges, Hotel agrees to allow Group to utilize 100% of any fees paid as a one-time credit towards a future program to be held within 12 months of original meeting dates.  Outside of 12 months, Hotel agrees to allow Group to utilize 50% of any fees paid as a one-time credit.     The Rebook Clause is a clause that 20 years ago was...

PEOPLE BUY FROM PEOPLE THEY LIKE… If you’re nice to people, treat them fairly and show them the value of working with you, they will take care of you. IT’S NOT WHAT YOU KNOW, IT’S WHO YOU KNOW…The relationships that you develop within hotels, with National Sales Managers or with CVB reps are VITAL in our industry. When something goes sideways or you need a favor, it’s nice to know who to call and who will take care of you. IT MAKES NEGOTIATING EASIER…When...

1. THEY’RE EQUAL FEES…Food & Beverage (F&B) minimums and Meeting Room Rental are equal fees and you should not have both in your hotel contract. A hotel has a minimum revenue amount that they expect to get out of their breakout rooms/ballrooms on a certain day/time. As long as you fulfill that with either meeting room rental or an F&B minimum, you are fulfilling the hotel’s revenue needs for that meeting room. 2. DON’T OVERPAY… Make sure that if you fall short of your F&B minimum that you don’t...

KEEP THEM CLOSE: Shuttle costs are high so schedule special events as close to the bulk of the guest rooms as possible or seek convention facilities or hotels with as many rooms within walking distance as possible. -- USE PUBLIC TRANSPORTATION: Educate attendees on all public transportation options available in a city, particularly if there’s a stop right at the convention center or the hotel. Often, it’s quicker than taking a shuttle through downtown and cheaper for attendees than a cab or Uber. DISTRIBUTE...

Part of a meeting planner's job is to ensure attendees have a place to stay. Here's how to get the lowest rate on group room rates. SWAP REVENUE…Having historical information on your total spend in food and beverage can help you swap a higher food and beverage minimum with a lower group room rate. SHORT LIST…Once you have a final list of hotels and availability, make sure to short list at least two to three hotels and ask those hotels...

Helpful tips for meeting planners from seasoned professional, Mark Dallman. HELPFUL TIPS: "How to Lower Your Audio Visual Costs" IDENTIFY MATCHING SETS - Put sessions or breakouts that require the same type of seating in the same rooms so you don't have to pay for reset costs. LESS SIGNAGE - Prepare meeting room signs listing all meetings in the room throughout the conference to cut down on the number of signs needed. TEAR DOWN THOSE COSTS - Often Audio Visual (A/V) companies will charge the...

Hotels and Resorts for Groups and Conferences I book over 100 meetings and groups per year for my HPN Global clients into hotels and resorts all over the World. I’ve traveled around the World and I’ve been in the hotel business my entire life. Below are some great hotels and resorts that I would recommend you let me search for your next group or conference. JW Marriott Austin – This hotel just opened up earlier this year with over 1,000 guestrooms...