When it comes to booking a hotel for an event or conference, it’s important to make sure that all the details are ironed out in advance. One essential aspect of this process is negotiating the contract with the hotel. While some details may be non-negotiable, there are several concessions that you should consider asking for to ensure that your event runs smoothly and meets your budget requirements. Here are some of the most important concessions to consider when negotiating a hotel contract.
Room Blocks and Rates
Hotels typically offer a discounted rate for guests who are part of a room block. However, it’s important to make sure that the rate is reasonable and meets your budget requirements. Don’t be afraid to negotiate the rate if you can provide a guarantee of a certain number of rooms. Additionally, ask the hotel if they can offer an initial booking deadline, to allow your attendees more time to make their reservations.
Cancellation and Attrition Clauses
For events that are planned well in advance, it’s essential to have a clear cancellation policy in the contract. If the contract requires a significant penalty for cancellations, consider negotiating a more lenient policy to provide some flexibility. Additionally, make sure to review the attrition clause, which refers to the minimum number of rooms that must be booked for the event to avoid additional charges. Depending on the size of your event, you may be able to negotiate a lower attrition rate to avoid costly penalties.
Event Space and Technology
The event space is another crucial aspect of your hotel contract negotiation. Consider asking for complimentary meeting space, or a reduced rental fee, to help keep costs down. Additionally, consider asking for any necessary technology, such as audiovisual equipment, to be provided complimentary. This can help save you money on rentals and ensure that your event runs smoothly.
Food and Beverage
Food and beverage are a significant cost for any event, so it’s essential to review this section of the contract carefully. Ask the hotel if they can offer complimentary breakfast or breaks, or negotiate a lower rate for the meals provided. Additionally, ask if the hotel can offer any special catering or bar packages to help save money.
Negotiating a hotel contract can be a daunting task, but by asking for some common concessions, you can save money and ensure that your event runs smoothly. From room blocks and rates to event space and food and beverage, there are many aspects of the contract that you can negotiate to ensure that your event meets all of your requirements. By being prepared and knowing what to ask for, you can make sure that your event is a success.