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Meeting Planner Tips

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Posted on March 6, 2026
Blog, Hotel Contract Negotiation, Meeting Planner Tips

When reviewing a hotel contract, most meeting planners immediately focus on room rates, concessions, and meeting space. Those are important details—but one of the most critical sections of the entire agreement is often overlooked: the cancellation clause. Cancellation terms determine what happens if your organization must cancel the meeting entirely. Without proper review and negotiation, this clause can expose your organization to significant financial penalties. Understanding how cancellation language works—and how it can be negotiated—can protect your organization long before any problems...

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Posted on February 16, 2026
Blog, Hotel Contract Negotiation, Meeting Planner Tips

Referrals have always been an important part of how I serve planners and organizations. When someone recommends my service, it reflects trust, and that trust is never taken lightly. To show my appreciation, I offer a simple referral program. If you know someone planning a hotel meeting, conference, or event, refer them to me. Once hotel business is contracted, you will receive a $500 gift card as a thank-you.   How the Referral Program Works Refer a colleague, client, or friend by email, text, or...

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Posted on February 5, 2026
Blog, Hotel Contract Negotiation, Meeting Planner Tips

[vc_row full_screen_section_height="no"][vc_column][vc_column_text]Hotel renovations are more common than many planners realize, and they are not always disclosed upfront unless the right questions are asked. Renovations can affect guest rooms, meeting space, lobbies, restaurants, fitness centers, pools, parking areas, and other common spaces. Noise, closed amenities, construction staging, limited access points, and reduced service levels can all impact the attendee experience if work overlaps with your meeting dates. That is why confirming a property’s renovation status during the sourcing process is critical. Planners should always...

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Posted on January 5, 2026
Blog, Hotel Contract Negotiation, Meeting Planner Tips

By Mark Dallman, Regional VP of Sales, HPN Global A Meeting Planner’s Best Friend   Custom Hotel Contracts That Protect Your Meeting After more than three decades in the hotel business, I’ve learned a simple truth: standard hotel contracts protect the hotel, not the client. I say that with respect for my friends on the hotel side because I was one of them for many years. I understand exactly how those contracts are written and why. Every clause is designed to protect the property’s...

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Posted on December 12, 2025
Blog, Hotel Contract Negotiation, Meeting Planner Tips

As the year winds down, many planners hit pause — thinking they can wait until January to get serious about upcoming meetings. But here’s the truth: December is one of the best months to lock in hotel contracts. Why? Because hotels are racing to close their books strong, and that can mean major perks for you… if you move fast. 💡 Why Acting Now Pays Off Hotels want to hit their year-end goals. That urgency works in your favor: Better rates on...

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Posted on January 1, 2024
Blog, Hotel Contract Negotiation, Meeting Planner Tips

Embracing the New Normal: Key Tips for Meeting Planners in 2024 Hello, fellow meeting planners! It’s been a while, but I’m excited to reconnect and share some fresh insights with you. The meetings and events industry has seen significant changes over the past few years, and 2024 is no different. Here are some key trends and strategies to help you navigate this new landscape and ensure your events are successful and engaging.   1. In-Person Events Dominate, But Virtual is Here to Stay In 2024,...

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Posted on October 26, 2023
Blog, Hotel Contract Negotiation, Meeting Planner Tips

Back in 2007, I was working in my 14th hotel and I had moved my family 9 times. My son was 5 years old and was getting on the school bus to go to kindergarten and it suddenly hit me that I couldn’t keep moving my family around the country. I had to find a way to stay in the hospitality industry that I loved. A headhunter called me and said, “Have you ever considered working for a 3rd party?” and “Have you...

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Posted on June 20, 2023
Hotel Contract Negotiation, Meeting Planner Tips

Amplify Your Event Marketing: A Comprehensive Guide to Leveraging Twitter   1. Wi-Fi is a Must: In today's digital world, not providing Wi-Fi can limit attendee engagement on platforms like Twitter. So, ensure your venue is equipped with strong and reliable Wi-Fi.   2. Spread the Word About Free Wi-Fi: Don't just offer Wi-Fi, make sure attendees know about it! Share the network name and password widely. For cost-efficiency, consider getting Wi-Fi sponsored and promote the sponsor's name on Wi-Fi signage and during announcements.   3. Craft a...

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Posted on May 20, 2023
Hotel Contract Negotiation, Meeting Planner Tips

Navigating Hotel Attrition: Seven Savvy Strategies   Hello there, Mark Dallman here, also known to many as "A Meeting Planner's Best Friend." Throughout my 20+ years in the hotel industry, one topic that frequently comes up is hotel attrition. Whether you're a seasoned planner or a newcomer, you're likely familiar with the challenge of accurately forecasting your event's attendance. When there's a discrepancy between the number of rooms booked and the actual attendees, hotel attrition can become a thorny issue. I've compiled a list...

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