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#toursanmarcos @PYMLive @JeffRasco
Contract Negotiations:
Beyond the Basics
Kristi Casey Sanders @PYMLive
Jeff Rasco @JeffRa...
Special thanks to these PYM LIVE speakers
Melissa Washington - SmartNet Strategies

Joyce J. Ginsburg - JJG Meetings

Chri...
What will be covered in this presentation
1. Reminder: The power of relationships

2. Contract elements, what affects them ...
Disclaimer: I’m not a lawyer
This is for educational purposes only. :)
#toursanmarcos @PYMLive @JeffRasco
#toursanmarcos @PYMLive @JeffRasco
Remember
• The person on the other side is a person,
not an “opponent.”
http://farm8.st...
#toursanmarcos @PYMLive @JeffRasco
Remember
• The person on the other side is a person,
not an “opponent.”

• The goal for...
#toursanmarcos @PYMLive @JeffRasco
Remember
• The person on the other side is a person,
not an “opponent.”

• The goal for...
#toursanmarcos @PYMLive @JeffRasco
Remember
• The person on the other side is a person,
not an “opponent.”

• The goal for...
#toursanmarcos @PYMLive @JeffRasco
Remember
• The person on the other side is a person,
not an “opponent.”

• The goal for...
#toursanmarcos @PYMLive @JeffRasco
Remember
• The person on the other side is a person,
not an “opponent.”

• The goal for...
#toursanmarcos @PYMLive @JeffRasco
Remember
• If the answer is “no,” ask why. See if there
are any alternatives.
http://fa...
#toursanmarcos @PYMLive @JeffRasco
Remember
• If the answer is “no,” ask why. See if there
are any alternatives.

• This i...
#toursanmarcos @PYMLive @JeffRasco
Remember
• If the answer is “no,” ask why. See if there
are any alternatives.

• This i...
#toursanmarcos @PYMLive @JeffRasco
Remember
• If the answer is “no,” ask why. See if there
are any alternatives.

• This i...
#toursanmarcos @PYMLive @JeffRasco
Remember
• If the answer is “no,” ask why. See if there
are any alternatives.

• This i...
#toursanmarcos @PYMLive @JeffRasco
What goes into a contract?
#toursanmarcos @PYMLive @JeffRasco
Contract basics
• Dates
#toursanmarcos @PYMLive @JeffRasco
Contract basics
• Dates
• Number of guest rooms needed
#toursanmarcos @PYMLive @JeffRasco
Contract basics
• Dates
• Number of guest rooms needed
• Function space requirements
#toursanmarcos @PYMLive @JeffRasco
Contract basics
• Dates
• Number of guest rooms needed
• Function space requirements
• ...
#toursanmarcos @PYMLive @JeffRasco
Contract basics
• Dates
• Number of guest rooms needed
• Function space requirements
• ...
#toursanmarcos @PYMLive @JeffRasco
Addenda may be necessary for areas not addressed.
Work with legal and procurement to cr...
#toursanmarcos @PYMLive @JeffRasco
Dates
https://www.flickr.com/photos/joelanman/366190064
#toursanmarcos @PYMLive @JeffRasco
Dates
• Time of year (what else is happening)
https://www.flickr.com/photos/joelanman/36...
#toursanmarcos @PYMLive @JeffRasco
Dates
• Time of year (what else is happening)

• Off-season/in-season
https://www.flickr....
#toursanmarcos @PYMLive @JeffRasco
Dates
• Time of year (what else is happening)

• Off-season/in-season

• Sales quotas (w...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms
https://www.flickr.com/photos/wwarby/9638499309
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)
https://www.flic...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)

• Number of ea...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)

• Number of ea...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)

• Number of ea...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)

• Number of ea...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)

• Number of ea...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)

• Number of ea...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - don’t forget
• Shoulder dates (pre- and post-event needs)

• Number of ea...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - rates
• Who’s paying for the rooms?
https://www.flickr.com/photos/wwarby/9...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - rates
• Who’s paying for the rooms?

• If attendees pay: What rate do you...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - rates
• Who’s paying for the rooms?

• If attendees pay: What rate do you...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - rates
• Who’s paying for the rooms?

• If attendees pay: What rate do you...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - rates
• Who’s paying for the rooms?

• If attendees pay: What rate do you...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - rates
• Who’s paying for the rooms?

• If attendees pay: What rate do you...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - relationships
• Maintain an excellent relationship with your
Convention S...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - relationships
• Maintain an excellent relationship with your
Convention S...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - relationships
• Maintain an excellent relationship with your
Convention S...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms - relationships
• Maintain an excellent relationship with your
Convention S...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed
QueridianSolutionsqueridian.com
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:
QueridianSolutionsqu...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:

• Set-up time / reh...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:

• Set-up time / reh...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:

• Set-up time / reh...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:

• Set-up time / reh...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:

• Set-up time / reh...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:

• Set-up time / reh...
#toursanmarcos @PYMLive @JeffRasco
Function space
• Actual meeting space needed

• Take into account:

• Set-up time / reh...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage
https://www.flickr.com/photos/matchfitskills/8891100231
#toursanmarcos @PYMLive @JeffRasco
Food & beverage
• What’s the hotel’s minimum requirement for
those dates?
https://www.fl...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage
• What’s the hotel’s minimum requirement for
those dates?

• What type ...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage
• What’s the hotel’s minimum requirement for
those dates?

• What type ...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage
• What’s the hotel’s minimum requirement for
those dates?

• What type ...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage
• What’s the hotel’s minimum requirement for
those dates?

• What type ...
#toursanmarcos @PYMLive @JeffRasco
Group discussion: Concessions
What concessions are important to your group?
What are yo...
#toursanmarcos @PYMLive @JeffRasco
Time to share: Concessions
• What’s important to you and your group/company?
• What are...
#toursanmarcos @PYMLive @JeffRasco
Concessions - Tips from PYM LIVE San Francisco, Chicago & Austin
• What’s important to ...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms
• What’s the cut-off date to reduce your room
block? (ex: 15-20% reduction p...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms
• What’s the cut-off date to reduce your room
block? (ex: 15-20% reduction p...
#toursanmarcos @PYMLive @JeffRasco
Guest rooms
• What’s the cut-off date to reduce your room
block? (ex: 15-20% reduction p...
#toursanmarcos @PYMLive @JeffRasco
Function space
• What unusual venues/amenities exist on
property (or in the city)?
Quer...
#toursanmarcos @PYMLive @JeffRasco
Function space
• What unusual venues/amenities exist on
property (or in the city)

• Ca...
#toursanmarcos @PYMLive @JeffRasco
Function space
• What unusual venues/amenities exist on
property (or in the city)

• Ca...
#toursanmarcos @PYMLive @JeffRasco
Function space
• What unusual venues/amenities exist on
property (or in the city)

• Ca...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage
• Base attrition on lost profit not lost revenue
https://www.flickr.com/p...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage - attrition
• Base attrition on lost profit not lost revenue

• Put in w...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage - attrition
• Base attrition on lost profit not lost revenue

• Put in w...
#toursanmarcos @PYMLive @JeffRasco
Food & beverage - attrition
• Base attrition on lost profit not lost revenue

• Put in w...
#toursanmarcos @PYMLive @JeffRasco
Group discussion: Addenda
What clauses are you adding to your contracts?
Do you have sp...
#toursanmarcos @PYMLive @JeffRasco
Addendum
• Do you already have set addenda in place?
• What clauses are you using?
#toursanmarcos @PYMLive @JeffRasco
Addendum - Tips from PYM LIVE San Francisco, Chicago & Austin
• Force majeure
• Sleepin...
Need more tips & ideas?
“Contract Negotiation: Prepared & Fair are Effective in Any Market”: ez.com/prepared 

“F&B Negotia...
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Contract Negotiations: Beyond the Basics

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Whether you're in a buyer or a seller's market, relationships are key to successful contract negotiations. So is knowing what you must have, would like to have and can live without. This presentation focuses on what meeting and event planners can leverage with hotels and venues and includes feedback from PYM LIVE attendees from San Francisco, Chicago and Austin about what they're asking for, getting and using addenda for across the country. Presented on June 6, 2014 at the San Marcos CVB Client Appreciation event by @PYMLive and @JeffRasco. White papers of related content can be found at http://planyourmeetings.com search "contract negotiations."

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Transcript of "Contract Negotiations: Beyond the Basics"

  1. 1. #toursanmarcos @PYMLive @JeffRasco Contract Negotiations: Beyond the Basics Kristi Casey Sanders @PYMLive Jeff Rasco @JeffRasco #toursanmarcos https://www.flickr.com/photos/stevensnodgrass/5480863464
  2. 2. Special thanks to these PYM LIVE speakers Melissa Washington - SmartNet Strategies Joyce J. Ginsburg - JJG Meetings Christy Lamagna, CMP, CMM, CTSM - Strategic Meetings & Events Paula J. Rigling, CAE, CMP - Meeting Planning Professionals #toursanmarcos @PYMLive @JeffRasco
  3. 3. What will be covered in this presentation 1. Reminder: The power of relationships 2. Contract elements, what affects them & things to consider 3. Concessions: group discussion, sharing & tips 4. Addenda: group discussion, sharing & tips 5. Additional resources #toursanmarcos @PYMLive @JeffRasco
  4. 4. Disclaimer: I’m not a lawyer This is for educational purposes only. :) #toursanmarcos @PYMLive @JeffRasco
  5. 5. #toursanmarcos @PYMLive @JeffRasco Remember • The person on the other side is a person, not an “opponent.” http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  6. 6. #toursanmarcos @PYMLive @JeffRasco Remember • The person on the other side is a person, not an “opponent.” • The goal for both of you is to book and create a successful meeting. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  7. 7. #toursanmarcos @PYMLive @JeffRasco Remember • The person on the other side is a person, not an “opponent.” • The goal for both of you is to book and create a successful meeting. • Communicate what you value and why. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  8. 8. #toursanmarcos @PYMLive @JeffRasco Remember • The person on the other side is a person, not an “opponent.” • The goal for both of you is to book and create a successful meeting. • Communicate what you value and why. • Don’t be afraid to ask questions. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  9. 9. #toursanmarcos @PYMLive @JeffRasco Remember • The person on the other side is a person, not an “opponent.” • The goal for both of you is to book and create a successful meeting. • Communicate what you value and why. • Don’t be afraid to ask questions. • Know what are your “must haves,” “would like to haves” and “can live withouts” and negotiate accordingly. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  10. 10. #toursanmarcos @PYMLive @JeffRasco Remember • The person on the other side is a person, not an “opponent.” • The goal for both of you is to book and create a successful meeting. • Communicate what you value and why. • Don’t be afraid to ask questions. • Know what are your “must haves,” “would like to haves” and “can live withouts” and negotiate accordingly. • Protect yourself and your group. Nothing “never happens.” http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  11. 11. #toursanmarcos @PYMLive @JeffRasco Remember • If the answer is “no,” ask why. See if there are any alternatives. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  12. 12. #toursanmarcos @PYMLive @JeffRasco Remember • If the answer is “no,” ask why. See if there are any alternatives. • This isn’t personal. It’s business. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  13. 13. #toursanmarcos @PYMLive @JeffRasco Remember • If the answer is “no,” ask why. See if there are any alternatives. • This isn’t personal. It’s business. • Work with your sales contact to find benefits for both sides. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  14. 14. #toursanmarcos @PYMLive @JeffRasco Remember • If the answer is “no,” ask why. See if there are any alternatives. • This isn’t personal. It’s business. • Work with your sales contact to find benefits for both sides. • Have a back-up plan. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  15. 15. #toursanmarcos @PYMLive @JeffRasco Remember • If the answer is “no,” ask why. See if there are any alternatives. • This isn’t personal. It’s business. • Work with your sales contact to find benefits for both sides. • Have a back-up plan. • Know that sometimes you have to walk away. http://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpghttp://farm8.staticflickr.com/7001/6674198667_171392d865_b.jpg
  16. 16. #toursanmarcos @PYMLive @JeffRasco What goes into a contract?
  17. 17. #toursanmarcos @PYMLive @JeffRasco Contract basics • Dates
  18. 18. #toursanmarcos @PYMLive @JeffRasco Contract basics • Dates • Number of guest rooms needed
  19. 19. #toursanmarcos @PYMLive @JeffRasco Contract basics • Dates • Number of guest rooms needed • Function space requirements
  20. 20. #toursanmarcos @PYMLive @JeffRasco Contract basics • Dates • Number of guest rooms needed • Function space requirements • Food & beverage needs
  21. 21. #toursanmarcos @PYMLive @JeffRasco Contract basics • Dates • Number of guest rooms needed • Function space requirements • Food & beverage needs Each of these areas must be addressed before the contract is signed!
  22. 22. #toursanmarcos @PYMLive @JeffRasco Addenda may be necessary for areas not addressed. Work with legal and procurement to create set addendum.
  23. 23. #toursanmarcos @PYMLive @JeffRasco Dates https://www.flickr.com/photos/joelanman/366190064
  24. 24. #toursanmarcos @PYMLive @JeffRasco Dates • Time of year (what else is happening) https://www.flickr.com/photos/joelanman/366190064
  25. 25. #toursanmarcos @PYMLive @JeffRasco Dates • Time of year (what else is happening) • Off-season/in-season https://www.flickr.com/photos/joelanman/366190064
  26. 26. #toursanmarcos @PYMLive @JeffRasco Dates • Time of year (what else is happening) • Off-season/in-season • Sales quotas (weak dates) https://www.flickr.com/photos/joelanman/366190064
  27. 27. #toursanmarcos @PYMLive @JeffRasco Guest rooms https://www.flickr.com/photos/wwarby/9638499309
  28. 28. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) https://www.flickr.com/photos/wwarby/9638499309
  29. 29. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) • Number of each type of room https://www.flickr.com/photos/wwarby/9638499309
  30. 30. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) • Number of each type of room • General attendees https://www.flickr.com/photos/wwarby/9638499309
  31. 31. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) • Number of each type of room • General attendees • Staff rooms https://www.flickr.com/photos/wwarby/9638499309
  32. 32. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) • Number of each type of room • General attendees • Staff rooms • Suites for executives https://www.flickr.com/photos/wwarby/9638499309
  33. 33. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) • Number of each type of room • General attendees • Staff rooms • Suites for executives • VIP guests https://www.flickr.com/photos/wwarby/9638499309
  34. 34. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) • Number of each type of room • General attendees • Staff rooms • Suites for executives • VIP guests • Speakers https://www.flickr.com/photos/wwarby/9638499309
  35. 35. #toursanmarcos @PYMLive @JeffRasco Guest rooms - don’t forget • Shoulder dates (pre- and post-event needs) • Number of each type of room • General attendees • Staff rooms • Suites for executives • VIP guests • Speakers • Vendors, etc https://www.flickr.com/photos/wwarby/9638499309
  36. 36. #toursanmarcos @PYMLive @JeffRasco Guest rooms - rates • Who’s paying for the rooms? https://www.flickr.com/photos/wwarby/9638499309
  37. 37. #toursanmarcos @PYMLive @JeffRasco Guest rooms - rates • Who’s paying for the rooms? • If attendees pay: What rate do you need to generate attendance? https://www.flickr.com/photos/wwarby/9638499309
  38. 38. #toursanmarcos @PYMLive @JeffRasco Guest rooms - rates • Who’s paying for the rooms? • If attendees pay: What rate do you need to generate attendance? • Will there be a special staff rate? https://www.flickr.com/photos/wwarby/9638499309
  39. 39. #toursanmarcos @PYMLive @JeffRasco Guest rooms - rates • Who’s paying for the rooms? • If attendees pay: What rate do you need to generate attendance? • Will there be a special staff rate? • What’s included in the resort fees? Are those amenities your attendees need? https://www.flickr.com/photos/wwarby/9638499309
  40. 40. #toursanmarcos @PYMLive @JeffRasco Guest rooms - rates • Who’s paying for the rooms? • If attendees pay: What rate do you need to generate attendance? • Will there be a special staff rate? • What’s included in the resort fees? Are those amenities your attendees need? • Do you need to negotiate a commission to go back towards your association, personal payment (for independents) or client? https://www.flickr.com/photos/wwarby/9638499309
  41. 41. #toursanmarcos @PYMLive @JeffRasco Guest rooms - rates • Who’s paying for the rooms? • If attendees pay: What rate do you need to generate attendance? • Will there be a special staff rate? • What’s included in the resort fees? Are those amenities your attendees need? • Do you need to negotiate a commission to go back towards your association, personal payment (for independents) or client? • Do you need VIP upgrades? Airport transfers for attendees? https://www.flickr.com/photos/wwarby/9638499309
  42. 42. #toursanmarcos @PYMLive @JeffRasco Guest rooms - relationships • Maintain an excellent relationship with your Convention Sales Manager because … https://www.flickr.com/photos/wwarby/9638499309
  43. 43. #toursanmarcos @PYMLive @JeffRasco Guest rooms - relationships • Maintain an excellent relationship with your Convention Sales Manager because … • Can they sell the rooms you can’t fill? ! https://www.flickr.com/photos/wwarby/9638499309
  44. 44. #toursanmarcos @PYMLive @JeffRasco Guest rooms - relationships • Maintain an excellent relationship with your Convention Sales Manager because … • Can they sell the rooms you can’t fill? • Do they need to bump a group? https://www.flickr.com/photos/wwarby/9638499309
  45. 45. #toursanmarcos @PYMLive @JeffRasco Guest rooms - relationships • Maintain an excellent relationship with your Convention Sales Manager because … • Can they sell the rooms you can’t fill? • Do they need to bump a group? • Can you make good another year? https://www.flickr.com/photos/wwarby/9638499309
  46. 46. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed QueridianSolutionsqueridian.com
  47. 47. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: QueridianSolutionsqueridian.com
  48. 48. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: • Set-up time / rehearsal time QueridianSolutionsqueridian.com
  49. 49. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: • Set-up time / rehearsal time • Type of set-up needed QueridianSolutionsqueridian.com
  50. 50. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: • Set-up time / rehearsal time • Type of set-up needed • Purpose of event QueridianSolutionsqueridian.com
  51. 51. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: • Set-up time / rehearsal time • Type of set-up needed • Purpose of event • Risk management QueridianSolutionsqueridian.com
  52. 52. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: • Set-up time / rehearsal time • Type of set-up needed • Purpose of event • Risk management • Back-up weather plans QueridianSolutionsqueridian.com
  53. 53. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: • Set-up time / rehearsal time • Type of set-up needed • Purpose of event • Risk management • Back-up weather plans • Attendee mobility QueridianSolutionsqueridian.com
  54. 54. #toursanmarcos @PYMLive @JeffRasco Function space • Actual meeting space needed • Take into account: • Set-up time / rehearsal time • Type of set-up needed • Purpose of event • Risk management • Back-up weather plans • Attendee mobility • Outdoor lighting/walkways QueridianSolutionsqueridian.com
  55. 55. #toursanmarcos @PYMLive @JeffRasco Food & beverage https://www.flickr.com/photos/matchfitskills/8891100231
  56. 56. #toursanmarcos @PYMLive @JeffRasco Food & beverage • What’s the hotel’s minimum requirement for those dates? https://www.flickr.com/photos/matchfitskills/8891100231
  57. 57. #toursanmarcos @PYMLive @JeffRasco Food & beverage • What’s the hotel’s minimum requirement for those dates? • What type of functions are required? https://www.flickr.com/photos/matchfitskills/8891100231
  58. 58. #toursanmarcos @PYMLive @JeffRasco Food & beverage • What’s the hotel’s minimum requirement for those dates? • What type of functions are required? • What does your group like? https://www.flickr.com/photos/matchfitskills/8891100231
  59. 59. #toursanmarcos @PYMLive @JeffRasco Food & beverage • What’s the hotel’s minimum requirement for those dates? • What type of functions are required? • What does your group like? • Can the chef prepare something for your budget? https://www.flickr.com/photos/matchfitskills/8891100231
  60. 60. #toursanmarcos @PYMLive @JeffRasco Food & beverage • What’s the hotel’s minimum requirement for those dates? • What type of functions are required? • What does your group like? • Can the chef prepare something for your budget? • Can you use smaller cups / plates to save money? https://www.flickr.com/photos/matchfitskills/8891100231
  61. 61. #toursanmarcos @PYMLive @JeffRasco Group discussion: Concessions What concessions are important to your group? What are you asking for and getting? What do you have to compromise on?
  62. 62. #toursanmarcos @PYMLive @JeffRasco Time to share: Concessions • What’s important to you and your group/company? • What are you asking for and getting? • What are you having to compromise on?
  63. 63. #toursanmarcos @PYMLive @JeffRasco Concessions - Tips from PYM LIVE San Francisco, Chicago & Austin • What’s important to you and your group/company? • Free Wi-Fi in sleeping rooms and meeting space • Discounted F&B • Free parking • Free water • VIP amenities / free room drops • A/V discounts • No resort fees • Free airport transfers • Free staff meals • Free staff rooms • Load in/load out dates • Waived shipping/ receiving fee • No meeting room rental fee • Free business center • No fee for bringing own projector, laptops, tech people, etc. • Reduced vendor/ hotel commission on A/V • No corkage/ reduced corkage fee for wine brought in • Locked in F&B pricing for future events
  64. 64. #toursanmarcos @PYMLive @JeffRasco Guest rooms • What’s the cut-off date to reduce your room block? (ex: 15-20% reduction possible within 30-45 days pre-event) https://www.flickr.com/photos/wwarby/9638499309
  65. 65. #toursanmarcos @PYMLive @JeffRasco Guest rooms • What’s the cut-off date to reduce your room block? (ex: 15-20% reduction possible within 30-45 days pre-event) • Request a room audit so you get full credit for all attendees at hotel, including ones who booked outside the block. https://www.flickr.com/photos/wwarby/9638499309
  66. 66. #toursanmarcos @PYMLive @JeffRasco Guest rooms • What’s the cut-off date to reduce your room block? (ex: 15-20% reduction possible within 30-45 days pre-event) • Request a room audit so you get full credit for all attendees at hotel, including ones who booked outside the block. • Negotiate comp room credit (ex: 1 per 40) to be applied to master account https://www.flickr.com/photos/wwarby/9638499309
  67. 67. #toursanmarcos @PYMLive @JeffRasco Function space • What unusual venues/amenities exist on property (or in the city)? QueridianSolutionsqueridian.com
  68. 68. #toursanmarcos @PYMLive @JeffRasco Function space • What unusual venues/amenities exist on property (or in the city) • Can there be business-friendly amenities comped for the registration desk? (e.g., outlets, phone line) QueridianSolutionsqueridian.com
  69. 69. #toursanmarcos @PYMLive @JeffRasco Function space • What unusual venues/amenities exist on property (or in the city) • Can there be business-friendly amenities comped for the registration desk? (e.g., outlets, phone line) • Does the property have any soft goods they have on hand that can be used to augment decor? QueridianSolutionsqueridian.com
  70. 70. #toursanmarcos @PYMLive @JeffRasco Function space • What unusual venues/amenities exist on property (or in the city) • Can there be business-friendly amenities comped for the registration desk? (e.g., outlets, phone line) • Does the property have any soft goods they have on hand that can be used to augment decor? • What can the CVB provide? QueridianSolutionsqueridian.com
  71. 71. #toursanmarcos @PYMLive @JeffRasco Food & beverage • Base attrition on lost profit not lost revenue https://www.flickr.com/photos/matchfitskills/8891100231
  72. 72. #toursanmarcos @PYMLive @JeffRasco Food & beverage - attrition • Base attrition on lost profit not lost revenue • Put in writing (addendum) - no service fees or sales tax will be charged on F&B attrition https://www.flickr.com/photos/matchfitskills/8891100231
  73. 73. #toursanmarcos @PYMLive @JeffRasco Food & beverage - attrition • Base attrition on lost profit not lost revenue • Put in writing (addendum) - no service fees or sales tax will be charged on F&B attrition • If you’re in danger of not making your numbers, can you upgrade menus & service? https://www.flickr.com/photos/matchfitskills/8891100231
  74. 74. #toursanmarcos @PYMLive @JeffRasco Food & beverage - attrition • Base attrition on lost profit not lost revenue • Put in writing (addendum) - no service fees or sales tax will be charged on F&B attrition • If you’re in danger of not making your numbers, can you upgrade menus & service? • F&B maximum: Can you unlock additional concessions by hitting a certain number? https://www.flickr.com/photos/matchfitskills/8891100231
  75. 75. #toursanmarcos @PYMLive @JeffRasco Group discussion: Addenda What clauses are you adding to your contracts? Do you have special addendum already prepared?
  76. 76. #toursanmarcos @PYMLive @JeffRasco Addendum • Do you already have set addenda in place? • What clauses are you using?
  77. 77. #toursanmarcos @PYMLive @JeffRasco Addendum - Tips from PYM LIVE San Francisco, Chicago & Austin • Force majeure • Sleeping room attrition (based on lost profit) • F&B attrition (based on lost profit) • Sustainability requirements and reporting • F&B maximum unlocking additional concessions • Reporting requirements (data, energy, attendee spend) • Cancellation/rebooking clause • Noise/enjoyment clause • Construction/renovation • Concessions (include top 3 must haves) • Prevent competitors from booking overlapping event dates • Change of ownership/ flag
  78. 78. Need more tips & ideas? “Contract Negotiation: Prepared & Fair are Effective in Any Market”: ez.com/prepared “F&B Negotiation Strategies,” this presentation and more: slideshare.net/KristiCaseySanders Contract Negotiation articles and other meeting planning advice: PlanYourMeetings.com Upcoming webinars: ez.com/pymhangout Claim your free membership to PYM: ez.com/pymsubscribe Plan well & prosper, friends! Stay in touch! @PYMLive @JeffRasco #yaypym #toursanmarcos @PYMLive @JeffRasco
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