1. Coordinating Venue RFP’s
and
Contracts Smoothly

2. What we will Cover How to develop the RFP that will get you results
Tools to find the best venue options
What factors a venue evaluates in developing your proposal
Negotiations
Concessions
Contract terms
Common negotiation and contracting mistakes
Q&A

3. Developing the RPF that will get you results for Domestic meetings
Details:
Dates/Pattern/Flexibility
Nightly room block & pre/post room nights
Daily Meeting space requirements (#ppl and room set vs. square footage (see enclosed set up and square footage guide)
Move In time & Move out time
Concessions
Ask custom questions for any specific terms your organization requires upfront

4. RFP Success Flexibility & Transparency
The more information you can give about your event, expectations, and what worked well (or not well) in the past will help position the sales manager to get you what you need
Depending upon the size of the meeting you may need to book further out

5. Be vague on budget expectations and do not rule out a venue due to the impression you can not afford the venue
Historical Data
Past venues
Historical room rates
Actualized room nights
Actualized F&B
What did the group like or dislike

6. Tools you can use to research potential venues
Cvent
Aventri
EVENTup
Liquidspace
Venuefinder
eVenues
Regus
Snappening

7. Cvent’s Top 10 2018 cities to have meetings
City Number of Hotels Total # of rooms Total # in one hotel
Orlando , ,200
Las Vegas ,785 8,500
Chicago , ,019
San Diego , ,628
Atlanta , ,732
Dallas , ,840
Nashville , ,888
NYC ,032 1,965
DC , ,175
San Fran , ,921

8. Factors hotels consider when developing a proposal or turn down
Rooms to space ratio/Peak room night
Budget
Food and beverage spend
Flexibility in pattern & set up
Reuse space
Required move in and move out time

9. Best approach on when to start negotiations
Deal breakers should be included in the RFP process to save your time
Before negotiations determine top 3 cities (max) and 3 venues (max) within the cities selected
Determine your max event budget for the best success for your event
Negotiate the basics - dates/pattern, room rate, meeting space, & F&B for each location
Conduct site visits

10. Once top city is chosen go back to the top hotels and negotiate the best package
Each event will have specific negotiation points that make the event a success
Consider Multi year with the same brand (same city or different city)

11. Concessions
See the list for all of my favorite concessions (included in your packet)
What are your favorite “out of the box” concessions?

12. Make sure concessions are NOT based upon 80% of guest room pick up
If you do not ask the answer is always NO
Pick your top concessions that impact your event profile
Some meetings focus on nice have amenities
Some meetings are strictly bottom line driven
And some are a combination

13. Contract Terms

14. Think about a standardized template

15. If you have a legal department, always partner and consult with them
The more eyes & input on a contract will limit mistakes and will result in more
favorable terms

16. Liability clauses should always be based upon lost profit
Guest room attrition
Food an Beverage performance
Cancellation

17. Base your guest room attrition on cumulative room nights in the contract
Have an audit clause for rooms booked outside the block (ROB) in the contract and you
should get credit for them towards attrition if applicable
Have a lowest rate clause in the contract, both transient and group

18. Outline in the contract your catering expectations
Performance Clauses for multi year contracts at the same venue
Renovation Clause
Charges after contract execution such as resort fees, energy surcharge, ect need to be
addressed in the contract
Lock in resort fees, service charge, labor rates, menu pricing whenever possible

19. Attrition and Cancellation clauses should have resell clauses and venue needs
to show proof through city ledger reports that the rooms were not resold
Negotiate Cancellation clauses be based upon room revenue only

20. Negotiation mistakes
Limit how many times you go back to negotiate with the venue
Competition!
Always ask!!!

21. Contracting mistakes Set a realistic timeline
Only having one set of eyes review the contract
If something is not addressed it is fair game to add on to your master bill or
your attendee folio

22. Q&A