“Contract Control” presented to RCMA 2015      

by  Robin  M.  Ware,  CMP  

 www.TheWareAgency.com  

 

About Robin    •  Mee$ng  Planner  •  Hotel  Sales  10  Years  •  Director  of  Events  &  Planning  for  largest  church  in  the  country  for  3  years  

•  Cer$fied  Life  &  Business  Coach  

Social Media

• @robinmware •  #emerge2015

•  Text to Join • Please text ware to 22828

Contract Control

•  What  are  you  leaving  on  the  nego$a$ng  table?  

•  Are  you  asking  for  what  you  WANT  AND  NEED?  

•  Do  you  know  your  worth?  

What You’ll Learn

• Standard Contract Asks that BENEFIT You or Your Organization •  25 Bonus Contract Asks that

BENEFIT Your Attendee •  The Importance of Knowing

your Worth

•  To really take Contract Control, you must know….

……Your Economic Value …..Have a WISH List ….Have a NEEDS List

Contract Control

•  History •  Pick Up Report (by the week, month per

venue) •  Outline of rooms request •  Work with the CVB (in addition to being

a Planner’s helper, they’ll help validate you)

Contract Control

1. Be Organized 2. Be Professional (this is not a freeforall ) 3. Remember the #1 Rule of Negotiating 4. Don’t be afraid to ASK 5. Be professional (1 decision maker, 1

contact person that calls the Sales Manager, honor your word

5 VIP Keys

•  Work with your CVB •  Arrive on time for site visits •  Only bring “key” people (as few as

possible) •  One point of contact that speaks with

hotel outside of site visit

Be Your Professional Best!

•  If it’s not WRITTEN, it doesn’t exist. • Sales Managers get booking

bonuses. • Conventional Service Managers

don’t.

ALWAYS R EMEMBER!

Why This Matters?

•  Image of your organization • Sponsor commitments • Dollars and SENSE

 

Contract Control that

BENEFITS PLANNERS

•  SITE VISITS – AIR, HOTEL, GROUND, & DMC – SERVICE YOUR RFP

•  GOVERNMENT OFFICIAL GREETINGS – MAYOR – GOVERNOR – KEYS TO CITY PRESENTATIONS

CVB

•  Meeting Planner Points •  Bonus Reward Points for YOU & Key

Man •  Complimentary Room/Suite/Floor

Upgrade for YOU •  Private Room or Designated Area for

Check-In

Sales Manager

• Attrition •  1:35 (accumulative and not per

night) • Commission • Rebate

Sales Manager

• Meeting Space • Meeting Room A/V • Outside A/V Fee Waived • Power Drops/Electricity •  Internet

Sales Manager

• Exhibit Tables •  Linens (floor length, 8 points,

or color) • Custom Menus based on YOUR

price points • CAD Drawings

Sales Manager

• Branding (GoBo, Welcome Mat, Exterior Signage, Room Keys, Banners/Digital Signs) • Room Amenities for VIP’s • Multi-Year Signing Bonus • Staff Attire (branded shirts or

tuxedos for formal events)

Sales Manager

• Complimentary Board Meeting – Rooms – Meals – Meeting Space – A/V – Ground Transportation

Sales Manager

• Welcome Reception •  Turndown •  Fruit/Beverage Station in Lobby

during peak or non peak hours

Sales Manager

• Designated Floor • Access to a “Dark

Channel”  

Sales Manager

• Special Restaurant Pricing and Hours • Special Items in Bookstore • Coffee Bar

Sales Manager

•  In person invitation at current year’s meeting • Branding on current year’s

lanyard, name badges • Purchase of ad in program

book

Sales Manager

On Site Contract Control

Parking

•  Complimentary  Parking  •  Valet  Parking  •  VIP  Parking  •  Bus  Parking  •  Offsite  Private  Lot  Parking  (downtown  hotels)  

Bellmen

•  Portage  (Luggage  Drop)  •  Room  Deliveries  •  Airport  ShuTle  •  ShuTle  Service  to  Venue  •  ShuTle  Service  within  5  miles  •  Luggage  Storage  

Front Desk

•  Early  Check-­‐In  •  Late  Checkout  •  Room  Keys  •  Refrigerators  •  Rollaways  •  On  Screen  Video  Gree$ngs  •  Private  Check-­‐In  Area    

Concierge

•  Coupon  Books  •  Branded  Maps  •  Local  Health  Club/Gym  •  Lounge    •  Handle  SPECIFIC  VIP’S        

Pool & Spa

•  Spa  Services  •  Pool  Cabana  •  Towels  •  Chair  Rental  •  Water  Sports    

Beverage Services

•  Specialty  Drinks  •  Juice  Bar  •  Removal  of  Mini  Bar  

 

Restaurant •  Special  Hours  •  Branded  Menu’s  •  Custom  Menu  for  dietary  and  religious  purposes  

•  Special  Pricing  •  Extended  Menu  Offerings  •  Group  Sea$ng  •  Private  Room  

 

Business Services

•  Prin$ng  •  Computer  Usage  •  Copier  at  registra$on  desk  •  Shipping  and  Handling  

 

Banquets

•  1:20  servers  •  White  glove  service  •  Clean  up  aaer  event  •  Coffee  service  per  gallon  and  not  per  person  •  Branded  water  boTles  •  Coke  vs.  Pepsi  products      

Banquet Services

•  Load-­‐In  and  Load-­‐Out  •  Room  Flips  •  24  Hour  Set  Up  •  Pens/Pads,  Candy  and  Water  Service  •  Car  Load-­‐In  and  Load-­‐Out  

 

A/V

•  On  site  assistance  during  load-­‐in  and  set  up  •  Operators  

 

Security

•  24  Hour  •  Keys  to  Mee$ng  Rooms  

 

YES!  We  offer  CONTRACT  Consul$ng  &  Nego$a$ng!!!  

Contact  Informa$on    

Robin  M.  Ware,  CMP  The  Ware  Agency  

www.TheWareAgency.com  P.O.  Box  9396  

MarieTa,  GA    30065  678.948.5383