Vital Meeting Disclosures BEFORE Talking Hotel Room Rates

Dawn Norman Independent Events Services Professional

Normand Productions, LLC

What do I need to share/find out before I ask about room rates?

The Power of the Information You GIVE and How It Affects What You GET for Your Meeting

• Revealing your meeting’s value puts you in a stronger negotiation position

• Information shared upfront ultimately saves you time

• Resources/components for compelling RFPs • Added discoveries/opportunities when

stakeholders understand your goals and objectives

SHOW, TELL and UNCOVER

TIP # 1 SHOW

RFP: Inspection Checklist

Contact Info (host, third party, key person)

Event Profile Market segment Total Attendance Organization Overview Event Overview Event Goals Attendee Demographic Accessibility/Special Needs

RFP Information RFP Decision Date RFP Decision Process RFP Special Requirements RFP Submission Instructions RFP Preferred Method of

Communication

Room Block Desired Dates

1st choice, 2nd choice, & 3rd choice

Dates to Avoid Locations Under Consideration Locations (recent & upcoming) Room Block (day by day, room type, suites,

staff)

Desired Room Rate Range Rate Net or Commissionable Room Rate History Concessions Headquarter Hotel (citywide) Housing Method (citywide)

Event History (venue, city, start/end date, attd, room nights, F&B spend and day-by-day room pickup)

Event Space Requirements (day, function type, setup, #attd, start & end time, 24 hour hold)

Source: CIC APEX RFP Workbook

This saves you time, how?

• Fewer calls for clarification

• More complete responses

• Less turn downs

• Better able to meet your specific needs

• Fuels the creative process of your sales team

TIP # 2 TELL

Seasonality Special events City wide conventions Business and leisure transient demand

TIP # 3 UNCOVER

Be specific about your goals and objects …

challenge your sales professional to tie their offerings to your specific goals & objectives!!

How CVBs make position planners as better destination negotiators

1. They serve you by being a destination educator and facilitator 2. They advocate for the complete picture of the organization/planner 3. They help you understand local demand factors 4. They give hotels the opportunity to put their best foot forward with all the

information they need to respond 5. They assist you in uncovering the unique opportunities to meet your objectives

www.empowerMINT.com A free one-stop shop resource for planners. • Search and compare • Review at-a-glance destination profiles • Find your Destination Expert • Submit a Quick Request or RFP to multiple destinations

CVB Promise and Value To Planners

• Comprehensive View of the Destination

• Local Expertise

• Extensive In-Market Relationships

• FREE to YOU!

We are the best first point of contact to help planners FIND the right fit

for any size meeting or event.

4 Ways to Keep in Touch!

Email: Contactus@empowerMINT.com

Website: www.empowerMINT.com and search & connect with a local expert for FREE

Blog: blog.empowerMINT.com FREE meeting planner resources including previous webinar replays

LinkedIn: Join our group-- DMAI Network for CVBs and Meeting Professionals