Establishing a great relationship with your hotel partners is crucial to ensure successful events. Here are some essential tips for meeting planners and event planners to collaborate effectively with your hotel partners before, during, and after the event.
- It's about the Details: Provide detailed information about your event, including the type of event, number of attendees, preferred dates, alternative dates, food requirements, and any specific requirements or preferences.
- Establish a Clear Budget: Clearly define your budget constraints and expectations. This helps hotels tailor their offerings to meet your financial parameters ahead of time.
- Visit the Hotel: Schedule a site visit to assess the hotel's facilities and discuss event logistics in person. This can help build a rapport with the hotel staff and help you better understand the venue.
- Understand the Hotel's Policies: Familiarize yourself with the hotel's policies, including cancellation policies, payment schedules, attrition policies, and any restrictions that may impact your event. Ask for a resell option in your attrition clause so companies like the RoomRite can help if your attendance falls short.
- Communicate Clearly: Maintain open and transparent communication with the hotel staff. Clearly articulate your expectations and be responsive to any questions or concerns they may have.
- Collaborate with your Event Setup: Work closely with the hotel's catering and banquet teams to plan the layout, seating arrangements, audiovisual requirements, and any other details related to the event setup.
- Utilize Hotel Services: Take advantage of the services offered by the hotel, such as catering, audiovisual equipment, and event planning assistance. Hotels often have experienced staff who can help make your conference successful without worrying about managing several outside vendors.
- Provide Timely Information: Furnish the hotel with all necessary details well in advance, including the final number of attendees, dietary restrictions, and any other special requests.
- Plan for Contingencies: Discuss contingency plans with the hotel in case of unexpected issues, such as changes in attendance, weather-related concerns, or technical difficulties. Communicate travel delays with your hotel contact so that their front desk knows when they can expect check-ins to happen.
- Post-Event Evaluation: Always conduct a post-event evaluation with the hotel to discuss what worked well and areas for improvement. This feedback is valuable for both parties and can enhance future collaborations. Meeting planners can create a positive experience for them and their clients by establishing a collaborative and communicative relationship with hotels. This approach can contribute to the event's overall success and foster a lasting partnership with the hotel for future occasions.
For more tips and news, sign up below to receive RoomRite's newsletter: