When deciding what hotel to book your seminar at, you should always remember that price isn't the only consideration. If you're on a tight budget, then price may be the most important negotiating point, but don't forget to inquire about what you'll actually get for your money.
Some hotels include things like self-serve water and coffee service, while others will charge extra for these amenities. Food and beverage is far and away the largest expense item in associations' convention budgets. According to Convene's Annual Meetings Market Survey, food and beverage accounts for more than 25 percent of budgets, more than double the total spent on marketing/promotion and nearly triple the amount allocated for audio-visual equipment. To keep costs down, you may opt for guests to have lunch on their own. Be sure to ask the hotel for a list of local restaurants within walking distance. Most hotels have brochures like this already printed so just make sure to have plenty on hand at your registration table. Better yet, if there's a restaurant in the hotel, ask for a copy of the menu so you can send it to your guests with their seminar confirmation. The hotel should have a copy of the seminar's itinerary so that they know when each of the breaks is scheduled. This will ensure that any beverages or snacks are replenished in advance. Of course, speakers can run long and others might be delayed at the airport so it's important to make the hotel staff aware of any deviations from the original schedule.
If you need to borrow audio visual equipment from the hotel, make sure you get detailed descriptions of each piece of equipment, as well as a clear pricing schedule. You should know exactly what equipment is needed for each of your speaker's presentations and make sure that the hotel will be able to furnish a functioning backup, just in case.
Some hotels will also provide IT maintenance and Secretarial services. If you've ever had to sit through a seminar plagued with technical problems, you probably already realize how valuable these services can be. When your keynote speaker steps up the podium and starts fumbling around with his laptop trying to get that PowerPoint presentation open, it becomes apparent that not all great speakers are technically savvy.
Don't forget about all of the little things the seminar attendees may need, such as high-speed internet access for their laptops, active phone outlets and plenty of extra pens and pencils. Hopefully, there is also a dedicated business center and copy room in the hotel. Make sure you and your guests know exactly where it is.
Hotels will be more willing to negotiate with you if you show loyalty when considering a meeting place for future events. If you're making this an annual or quarterly event, by all means say something during negotiations! However, be wary of signing long-term contracts with any one hotel, particularly if there's a stiff penalty for cancellation. You'll receive the best service and the best rates when the hotels are competing for your business.
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