By Wanda A. Claiborne, CMP
NABE - Chair, Meetings, Events & Seminar Forum
Director of Meetings & Bar Liaison
Maryland State Bar Association

Recently, my six-year-old son stood pouting at the conclusion of his soccer game. When I walked over to him to inquire as to the source of his distress, I learned that he had not gotten a bag of candy that the coach was giving away to the players. “Well,” I inquired, “did you ask for some?” Much to my surprise, his answer was no!

Quite like my son, many meeting planners find that we are pouting on the sidelines without ever asking for what we want on behalf of our associations. Hotels are in the business of making money. Conference Centers are in the business of making money and if we are honest, so is just about every place that we can imagine to hold our conferences, meetings or retreats.

We, on the other hand, are in the business of saving our associations money. Hotel negotiating can often seem like a trip to your local car dealership. We leave the negotiating table feeling like we are paying way too much for way too little.

Here are some negotiating pointers to keep in mind whether you are a seasoned planner or a rookie of sorts:

1. Room Block
Do you always meet or go over your room block? Use this fact to work with the Director of Sales to lower your room rate. After all, room rentals are the number one source of income to hotels.

2. Sign Now
If possible, sign contracts as far out as possible and lock in caps on the increases the property can charge for Food and Beverage.

3. Coffee Breaks
Property not willing to give on many of your requests? Try asking them to comp your coffee breaks. The cost to them – minimal. The savings to you – great!

4. I’ve been here before
If you use the same property (on a consistent basis), lock in lower room rate increases on a yearly basis.

5. Connect me please
Many properties add a large surcharge for the use of calling out from your hotel room. Ask that they limit those charges for local calls.

6. I don’t want to sign that
Ultimately, hotel negotiations can be a source of fun for some and stress for others. If you know the history of your association, combined with the freedom of the hotel, this can be a rewarding process. Remember that many times the slate is clean, so get busy mapping out want you want.

Incidentally, my son did go back and ask for the candy. Guess what? He got it. The lesson learned, don’t be afraid ask for what you want!

For more pointers on hotel negotiating - The Meetings, Events and Seminars Forum will sponsor a track program at the NABE Midyear in Salt Lake City. Bring your questions and scenarios to hear from our panel of experts!