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How can you negotiate the best hotel room blocks for your event?

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If you are planning an event that requires hotel accommodation for your attendees, you might want to secure a block of rooms at a discounted rate. This can save you money, ensure availability, and create a better experience for your guests. However, negotiating hotel room blocks can be tricky, especially if you are dealing with different cultures and contexts. Here are some tips to help you get the best deal and avoid pitfalls.

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1 Know your numbers

Before you contact any hotels, you need to have a clear idea of how many rooms you need, when you need them, and what your budget is. This will help you narrow down your options and compare offers. You should also estimate how many attendees will actually book within your block, as this will affect your attrition rate and cancellation fees. A good rule of thumb is to reserve 80% of your expected occupancy and negotiate a flexible cut-off date.

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Alexis Rivera Scott

LinkedIn Ghostwriter - I write content to build your brand | The Fairy Job Mom?????? to Jobseekers | Talent Marketing | Brand Partnerships | Proud Latina ????
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From the perspective of a former hotel salesperson: general rule of thumb is that the higher the number of rooms you’re reserving, the more “flexible” the hotel might be on pricing. That being said, the dates over which you are staying certainly matter (are there other groups/events during the same period?) and attrition is very real - you’re guaranteeing a certain number of rooms to be paid for regardless of if they end up occupied so definitely calculate your numbers accurately as well as your budget.

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2 Do your research

Once you have your numbers, you should research the hotels in your destination that meet your criteria. Look for factors such as location, amenities, reputation, and reviews. You should also check the average rates and occupancy levels for your dates, as this will give you an idea of the demand and the bargaining power. You can use online tools, such as HotelPlanner or GroupTravel, to compare prices and availability.

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Debbie Ravenscraft CTA, PCA

Senior Director/Hotel Site Selection Expert|Domestic & International | Connecting Clients With Worldwide Meeting Venues | Expert Contract Negotiator|Rare Disease Meeting Consultant|Pandemic Compliance Advisor |
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This is the easy part, for you. By enlisting the help of HelmsBriscoe, we will research and present to you all your options within your budget and meeting specifications. You narrow it down to your top choices and we continue to negotiate to obtain the very best rates and concessions for you. All this expertise for you at NO COST.

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Lori Dees

Customer Service, Office Management, Inside Sales, Nonprofit and Events
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There are many free services that will do the research for you if you do not have the time. If you want to dothe research yourself it is important to build and nurture relationships with local hotels in your area.

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3 Contact multiple hotels

Don't settle for the first offer you receive. Contact at least three hotels that match your needs and ask for their best rates and terms for your block. You should also ask for any perks or incentives that they can offer, such as free Wi-Fi, breakfast, parking, or shuttle service. Be polite and professional, but also assertive and confident. Let them know that you are shopping around and that you have a deadline.

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4 Negotiate the contract

After you receive the offers, you should review them carefully and compare them. Look for the total cost, the room rate, the attrition rate, the cancellation policy, the cut-off date, and the amenities. You should also check for any hidden fees or clauses that could affect your budget or liability. If you are not satisfied with any of the offers, you can try to negotiate for a lower rate, a higher attrition allowance, a later cut-off date, or more perks. You can also leverage your event size, duration, and potential future business to get a better deal.

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5 Communicate with your attendees

Once you sign the contract, you should inform your attendees about the hotel block and how to book their rooms. You should provide them with the hotel name, address, phone number, website, reservation code, and booking deadline. You should also highlight the benefits of staying within the block, such as the discounted rate, the convenience, and the networking opportunities. You should also remind them to book early and to cancel if they change their plans.

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6 Monitor and manage your block

Don't assume that everything will go smoothly after you sign the contract. You should keep track of your block performance and communicate with the hotel regularly. You should confirm the number of rooms booked, the number of rooms left, and the number of rooms released. You should also check for any changes in the hotel's policies, staff, or availability. If you notice any issues or discrepancies, you should address them as soon as possible and document them in writing.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Sourav Kundu

Banker, Barclays UK | MSc Business Management, University of Hertfordshire
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Secure hotel room blocks for your event like a pro: 1. Start Early & Shop Around: Contact multiple hotels, compare rates, and negotiate before options dwindle. 2. Know Your Numbers: Provide accurate guest estimates and desired room types to get the best deals. 3. Leverage Event Spend: Offer to host meals or events at the hotel for better room block rates. 4. Negotiate Perks: Aim for extras like complimentary Wi-Fi, breakfast, or parking for added value. 5. Read the Fine Print: Understand cancellation policies and block release dates to avoid surprises. Remember, communication is key. Be clear, professional, and highlight the benefits of partnering with you.

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How can you negotiate the best hotel room blocks for your event?

1

2

3

4

5

6

7

1 Know your numbers

2 Do your research

3 Contact multiple hotels

4 Negotiate the contract

5 Communicate with your attendees

6 Monitor and manage your block

7 Here’s what else to consider

Event Planning

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How can you negotiate the best hotel room blocks for your event?

1

2

3

4

5

6

7

1 Know your numbers

2 Do your research

3 Contact multiple hotels

4 Negotiate the contract

5 Communicate with your attendees

6 Monitor and manage your block

7 Here’s what else to consider

Event Planning

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