I’ve been tasked with finding a Hotel for a Corporate Meeting. Where Do I Start?
The quick answer
Before knowing what to look for in a hotel, you need to know what are must haves and would like to have features. Make a list:
Preferred destination or geographic area. Is proximity to airport or walkability in city important?
Meeting dates and whether they are flexible
Estimated attendance
Guest rooms needed each night. Is there a budgeted guestroom rate you must stay under?
Meeting-room requirements, set up style, meeting room features
Food and beverage needs
Audiovisual requirements
Evening Events (onsite or offsite)
Any hotel brand preference?
Approximate total budget
Your most important hotel features
Be realistic about your priorities and budget. You may have Champagne taste when searching for a hotel, but if you are working with a Bud Light budget, you will need to decide which features matter most and where you are willing to compromise.
This information becomes the foundation of your hotel request for proposal, commonly called an RFP.
Why shouldn’t I just search for hotels online?
A hotel may look perfect on its website but still be the wrong fit for your meeting. It may not have enough guest rooms, the appropriate meeting space or availability over your preferred dates.
Hotels also structure group proposals differently. One proposal may offer a lower room rate but include higher meeting-room rental, resort fees or food and beverage minimums. Another may appear more expensive but include concessions that create greater overall value.
The goal is not simply to find an available hotel. It is to compare the complete financial and operational picture.
What happens after the RFP is sent?
Once proposals are received, they should be reviewed side by side. Important considerations include:
Guest-room rates and additional fees
Meeting-room rental
Food and beverage minimums
Resort or destination fees
Cancellation and attrition terms
Complimentary rooms and upgrades
Internet and audiovisual costs
Group concessions
The hotel’s overall fit for your attendees
After the best options are identified, the strongest proposals can be negotiated before a contract is signed.
Can someone handle the hotel search for me?
Yes. For qualifying programs requiring at least 10 guest rooms on peak, I can manage the hotel sourcing, proposal comparison and contract negotiation process at no direct cost to your organization. Hotels compensate me through a guest-room commission.
You receive professional guidance, objective hotel comparisons and contract support without adding another sourcing fee to your meeting budget.
Planning a corporate meeting, conference, executive retreat or incentive program? Contact me with your estimated dates, destination and guest-room needs, and we can determine the best place to begin.
