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HOW TO NEGOTIATE THE BEST DEAL ON THE HOTEL ROOM
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By Matt Bacak
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It's important to talk to the right person when trying to get agreat deal, that means someone who has the authority tonegotiate with you. You can ask to speak to the Sales Manager orif they have a dedicated staff for meeting and eventcoordinating, speak to the manager of that department. Rememberto research comparable room prices in the area online so thatyou'll have a good point of reference to bring to thenegotiation table. It does take some advanced planning to getthe best deals, but hotel room prices are more flexible than theaverage person realizes.
Be aware of the seasons and try to schedule your seminar duringa time when the hotel's business is typically slow. Getting agreat room at a great price will always be easier when the hotelisn't full. If you're booking a block of rooms for seminarguests and speakers in addition to the meeting room, you're alsomore likely to get a better price for both. Several popularhotel chains have extensive planning tools available online sobe sure to take advantage of the wealth of information madeavailable.
Once you've got a list of possible venues together, you canstart contacting the sales department of each hotel and sendingthem your request for proposal or RFP. Make sure your RFPincludes preferred dates, number and type of sleeping rooms yourequire, food and beverage requirements, a tentative agenda andthe amount of meeting space that is needed. Based on the hotels'responses to your RFP, you should be able to narrow down thefield of possibilities and schedule some site inspections. Tosave both money and time, you can substitute an actual siteinspection with a detailed questionnaire, virtual tour or both!
When you start negotiations, always remember that everything isnegotiable. If the group generates sufficient guestroom and foodand beverage revenue, the meeting room rental fees can andshould be waived. If you're planning a reoccurring event, youcan also use your loyalty as leverage.
Once you've weighed your options and made your decision, makesure everything, big and small, is outlined in explicit detailin the written contract. Deposit procedures and acceptablemethods of payment are two things that should be agreed uponbefore you sign anything.
After the event, take your time going over the invoice with afine-toothed comb. The first draft of the invoice from the hotelis almost never correct so be sure to point out anything thatneeds to be corrected. Get feedback about the hotel from theseminar attendees. If there are complaints, politely let yourhotel representative know about them. Any good salesperson willgladly offer an additional discount to ensure that you considerthem again next year.
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