HOW TO WORK WITH HOTELS FOR BOOKING SEMINARS
When deciding what hotel to book your seminar at, you should
always remember that price isn't the only consideration. If
you're on a tight budget, then price may be the most important
negotiating point, but don't forget to inquire about what you'll
actually get for your money.
Some hotels include things like self-serve water and coffee
service, while others will charge extra for these amenities.
Food and beverage is far and away the largest expense item in
associations' convention budgets. According to Convene's Annual
Meetings Market Survey, food and beverage accounts for more than
25 percent of budgets, more than double the total spent on
marketing/promotion and nearly triple the amount allocated for
audio-visual equipment. To keep costs down, you may opt for
guests to have lunch on their own. Be sure to ask the hotel for
a list of local restaurants within walking distance. Most hotels
have brochures like this already printed so just make sure to
have plenty on hand at your registration table. Better yet, if
there's a restaurant in the hotel, ask for a copy of the menu so
you can send it to your guests with their seminar confirmation.
The hotel should have a copy of the seminar's itinerary so that
they know when each of the breaks is scheduled. This will ensure
that any beverages or snacks are replenished in advance. Of
course, speakers can run long and others might be delayed at the
airport so it's important to make the hotel staff aware of any
deviations from the original schedule.
If you need to borrow audio visual equipment from the hotel,
make sure you get detailed descriptions of each piece of
equipment, as well as a clear pricing schedule. You should know
exactly what equipment is needed for each of your speaker's
presentations and make sure that the hotel will be able to
furnish a functioning backup, just in case.
Some hotels will also provide IT maintenance and Secretarial
services. If you've ever had to sit through a seminar plagued
with technical problems, you probably already realize how
valuable these services can be. When your keynote speaker steps
up the podium and starts fumbling around with his laptop trying
to get that PowerPoint presentation open, it becomes apparent
that not all great speakers are technically savvy.
Don't forget about all of the little things the seminar
attendees may need, such as high-speed internet access for their
laptops, active phone outlets and plenty of extra pens and
pencils. Hopefully, there is also a dedicated business center
and copy room in the hotel. Make sure you and your guests know
exactly where it is.
Hotels will be more willing to negotiate with you if you show
loyalty when considering a meeting place for future events. If
you're making this an annual or quarterly event, by all means
say something during negotiations! However, be wary of signing
long-term contracts with any one hotel, particularly if there's
a stiff penalty for cancellation. You'll receive the best
service and the best rates when the hotels are competing for
your business.