Hello Friends,
1.Everything is negotiable:-That being said, planners must understand that each hotel has a unique set of booking guidelines which are determined by the executive leadership and vary depending on the hotel’s business model, past demand and current/projected market conditions. The point is, don’t expect hotels’ proposals and/or contract terms to be easily comparable...it’s more like comparing apples to pears. Yes, everything is negotiable, but how much a hotel is willing to negotiate and on specific items of the agreement is what varies drastically. Also, don’t be surprised if the hotel offers a little something in one area, but also wants to adjust another portion of the agreement to their favor. If you are not familiar with hotel group sales agreements, we encourage you to use a third party (such as us) to help you secure a host location. It’s no cost to you, and in fact, you will almost always end up with a better deal.
2.A/V Equipment (OUCH!):-Most often, when you request a proposal (or contract) there isn’t much dialogue about audio/visual equipment rental. Some hotels require you to rent from them, others allow outside vendors. If you are required to rent from the hotel, the contract probably has a clause stating such; ask for a price list. Raise any pricing concerns you have before signing the contract, because once it’s signed you are obligated to rent from them whether or not you like the prices. Estimate your A/V needs based on the event agenda and include that in your budget – they can add up quickly.
3. High Speed Internet Access Charges:-Most ‘select service’ hotels offer free high speed internet. Most upscale, ‘full-service’ hotels are still charging $10-$15 per day for internet access from a guest room. I know, it’s backwards, the more expensive hotels charge and the cheaper ones don’t…lower/mid-scale, ‘full-service’ hotels like Holiday Inn offer it free. If you need to be wired in your meeting room, expect to be charged anywhere from $50 - $500 per day for the access, plus additional fees per user.
Thanks.



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