Meetings Today asked several industry experts to provide their
ideas for the best and most creative ways to maximize affordability
while not compromising a meeting’s overall quality.
Following is some valuable advice to save dollars in six categories, including meeting space, F&B and nightlife.
Director of Events and
Flexibility is king! Timing is
everything, and now it’s a seller’s
market, so you may find yourself in a pickle finding a hotel
that meets all of your needs at a
For both short- and long-term bookings, I provide hotels with
multiple sets of dates and arrival/departure patterns. I love when
my meeting is able to fill a hole, making the demand for my guests
that much higher.
Vice President, Marketing & Global Meeting
Services, Meeting Sites Resource, Irvine, Calif.
Be flexible on your arrival/departure pattern. A hotel’s demand
nights vary based on destination demand and if it’s
a resort versus a city hotel.
For example, a hotel in a
top-tier city’s downtown
will turn down a lower-rated
group business request on a
Tuesday arrival for the much
higher business traveler
room rate. So be flexible,
arrive on Sunday or Monday,
and the hotel will accept
your RFP and reward you
with a lower rate.
If considering a resort
where peak demand is
Wednesday/Thursday-Sunday, consider moving to a midweek
pattern to maximize best rates and concessions. Also, going to an
in-demand destination in shoulder or low season will maximize
the best room rates and concessions.
Staying on budget while not compromising on quality and creativity is increasingly challenging with today’s ever-
changing trends in meetings design and
attendees’ ever-changing tastes.
THE BOTTOM LINE
PHOTO CAPTION BY CAROLYN BLACKBURN
Industry experts lend sage advice on affordable meetings