You should for all time keep in mind that price is not the only consideration while deciding what hotel to book your seminar at. If you are on a tight budget, then price may be the most significant negotiating point. But you should not forget to ask about what you will in fact get for your money.
A number of hotels comprise things like self-serve water and coffee service, at the same time as others will charge additional for these amenities. Food and beverage is far and away the largest expense thing in associations' meeting budgets. To keep costs down, you may choose for guests to have lunch on their own. Be sure to ask the hotel for a list of local restaurants within walking distance. The majority of hotels have brochures so just make sure to have plenty on hand at your registration table. If there is 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 schedule so that they know when every of the breaks is planned. This will make sure that any beverages or snacks are replenished beforehand. It I also significant to make the hotel staff aware of any deviations from the original schedule as speakers can run long and others might be delayed at the airport or so.
If you need to borrow audio visual equipment from the hotel, make sure you get detailed descriptions of every piece of equipment, in addition to a clear pricing schedule. You should know accurately what equipment is needed for every of your speaker’s presentations and take care that the hotel will be capable of supplying a functioning backup, just in case.
A number of hotels will also offer IT maintenance and Secretarial services. If you have ever had to sit through a seminar overwhelmed with technical problems, you almost certainly already understand how important these services can be.
Remember about all of the little things the seminar attendees may need, such as high-speed internet access for their laptops, active phone outlets and a lot of extra pens and pencils.
Make sure you and your guests know exactly where dedicated business center and copy room is in the hotel.
Hotels will be more willing to negotiate with you if you demonstrate loyalty when considering a meeting place for future seminars. If you are making this an annual or quarterly event, by all means say something during negotiations. Though, be wary of signing long-term contracts with any one hotel, particularly if there is a firm price for cancellation. You will receive the best service and the best rates when the hotels are competing for your business.
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