ViewFrom36k, a leading digital hub focusing business travel and events, has published some tips for conducting effecting meeting and event planning.
Gabe Rizzi, President of Travel Leaders Corporate, a division of Travel Leaders Group, the organisation behind ViewFrom36k, said: “There are endless details to pay attention to when planning a meeting or event. It can be tempting to focus less on some versus others, especially when you’re in a time crunch, but certain mistakes can cost a bundle.”
Here are the tips
Sleeping Rooms: Keep Tabs on Anticipated Utilisation
Closely monitor the number of sleeping rooms your group is expecting to use versus the number of rooms you initially guaranteed to make sure you don’t pay for rooms you don’t need. If you’re using a professional travel management company (TMC), they can typically get resort fees reduced or waived and Wi-Fi included in the room rate you negotiate. Also, ask your property for a mix of king and two double-bed rooms at identical rates for use during your meeting as well as a number of rooms for three nights pre- and post-event at the same rate.
Food & Beverage: Meet Your Minimums
Before committing to a minimum spend on food and beverage (F&B) at the hotel, carefully and accurately determine your needs. If you miss the mark, you’ll pay the hotel for any unused F&B. Try to limit your exposure by negotiating any potential shortfall payment at the actual cost versus retail price of food and beverage at the property. Also, nobody likes surprises when it comes to paying a bill—so make sure taxes and fees are included in your F&B cost agreement.
Meeting Space and Audio-Visual Fees: Be Specific About What You Need and Look for Savings
Make sure the specific details of your meeting space needs, including desired set-up and tear-down times, are in your contract. Ask for a 24-hour hold on rooms if you have them for more than one day. Also, typically, audio-visual equipment is an add-on. Check to find to out what preferred vendors the hotel or venue works with and ask how to obtain the lowest costs. Also, find out if it is permissible for you to bring items in such as power strips and projectors.
Transportation: Consider the Size of Your Group and How Quickly You Need to Move Them
If you need to move people around, transportation and what it will cost is an important consideration. Depending on your group size, some smaller hotels may offer a complimentary shuttle van but, if you are sharing it with the rest of the hotel, this may not be a reliable option. For larger groups, if people need to be moved rapidly, multiple vehicles may be needed to achieve the timing requirements. These are costs that can add up and need to be carefully negotiated with transportation providers.
All these are useful tips derived from experience.