Attendees going to a meeting look forward to a learning experience and a good time. But a planner has to do a lot of hard work before to make it happen, and it all starts with the negotiation. Here are some tips to ensure you create a program that will entertain and educate.
* Make sure there is a desired budget for the meeting.
* Ask for added-value perks. Often times, the facility will give you a complimentary guest room or hospitality room based on the total number of rooms you book.
* If your facility is not able to negotiate room rates, it may be able to arrange for other services at a reduced rate, or even freesuch as airport transportation, an upgraded menu, better rooms, gifts for each attendee, or even cocktail parties (usually the food, not the liquor). As a part of your negotiations, make sure you have an accurate list of all extra charges, such as your meeting room, audiovisual, bellstaff, housekeepers, service charges, taxes, parking, and so on.
* Ask what the final dates are for guarantees of rooms and meal functions.
* Also ask about billing procedures: Can you pay by check or credit card?
* Will they bill you later? How much later?
* What goes on the master account?
* Can they give you copies of the daily charges for each event?
* Give them a written list of those authorized to charge on the master account.
* If at all possible, have all the attendees' rooms of the same quality and with the same amenities.
* When you receive the contract, make sure all arrangements match what you have planned.
Leslie Schultz was a meeting planner before designing the Garrett Creek Ranch Conference Center in Paradise, TX. Learn more at www.garrettcreekranch.com or call (972) 680-8679.Originally published February 01, 2008For more ideas, tips, and tools for better meetings and events,
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