In 2024, the meetings and events industry has undergone a massive transformation. The collaboration between event organizers and hotels is more important than ever and partnering effectively with hotels isn’t just an advantage—it’s essential for securing the best opportunities and offers.
Here are eight key strategies to build strong partnerships with hotels and set your group up for success:
Hotels now use “space optimizers” to ensure meeting rooms are utilized efficiently, balancing room blocks, and food and beverage (F&B) spend. They want to ensure that meeting spaces are maximized to their highest potential.
When submitting your RFP (Request for Proposal), request only the space you truly need, not just what would be nice to have. This could make the difference between getting a bid or being declined due to an unfavorable room-to-space ratio.
Each destination has preferred days or times for meetings and events. Some hotels prefer weekend business, while others are more flexible on weekdays.
Flexibility with your event dates can give you an advantage. Include alternate patterns in your RFP to show hotels that you are open to different schedules.
Hotel rates fluctuate based on the time of year and location. Southern states, for example, generally have peak seasons from October to April, while northern states are busiest from May to September.
By considering off-peak or shoulder dates, you can secure better rates and availability at top venues, ensuring value for your attendees and organization.
Hotels evaluate business based on ROGR, the total F&B spend per room night. For instance, if your event books 500 guest rooms, a hotel might expect a minimum F&B spend based on their ROGR.
Always consider your group’s F&B spend when requesting meeting space. If you fall below the ROGR expectation, you may face additional rental fees or even rejection of your proposal.
Groups typically experience a “slippage” or “wash” from initial room reservations to actual attendance. Tracking weekly pick-up data can help you more accurately forecast your room block needs and avoid costly attrition fees.
Know your group’s historical slippage and share that information with the hotel. This will help hotels manage their inventory more effectively and improve the chances of securing favorable terms.
Most hotels hold Daily Business Review (DBR) meetings where they assess new leads based on various factors like revenue history, F&B spend, and meeting duration.
The more comprehensive information you provide about your event’s potential revenue impact, the better your chances of being prioritized in a hotel’s DBR meeting. This can significantly improve your odds of securing space.
Gone are the days when hotels would hold space for long periods while you finalize your decisions. Hotels need to see progress, such as shortlists and site visits, once they submit a bid.
Be transparent with your timeline and keep hotels updated on your decision-making process. A clear commitment to decision-making can keep your event top of mind for hotel managers.
Unannounced site visits can frustrate hotel staff and reduce the quality of your tour. Always plan ahead.
Treat your hotel contacts with the same professionalism you would any business partner. Schedule site visits in advance to ensure a productive, well-organized inspection.
In an industry where budgets are tight and expectations are high, it’s crucial to be prepared, flexible, and collaborative when working with hotels. Strong partnerships are built on communication, understanding, and mutual goals.
Together, we can elevate the meetings industry and continue to thrive in 2024 and beyond.
MEET
For 20+ years, the MEET family of products have provided regional and national resources that have kept corporate, association, medical, education, independent, and religious meeting and event planners informed about relevant vendors, industry news, tech innovations, and resources that impact and influence how and where they plan their group business.
For 20+ years, the MEET family of products have provided regional and national resources that have kept corporate, association, medical, education, independent, and religious meeting and event planners informed about relevant vendors, industry news, tech innovations, and resources that impact and influence how and where they plan their group business.
