How can you effectively manage contracts with lodging providers for conferences?

Managing contracts with lodging providers for conferences can be a challenging and complex task. You need to negotiate the best rates, terms, and conditions for your event, while ensuring that the venue meets your expectations and requirements. In this article, we will share some tips and best practices on how to effectively manage contracts with lodging providers for conferences.

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1 Understand your needs and goals

Before you start looking for lodging providers, you need to have a clear idea of your conference needs and goals. How many attendees do you expect? What are their preferences and needs? How long will they stay? What is your budget and timeline? What are your objectives and outcomes for the event? Having a detailed and realistic plan will help you narrow down your options and communicate your expectations to potential providers.

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Jay Hollisey

Head of Travel and Events
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I always find that a deep delve into the clients brand ideology is a good starting place. Budget and key venue componants aside, finding a venue which suits the clients style is a great starting point... For example, Tech companies wouldn't find a classic style venue appealing. They'd invariably want a venue which is modern, offers superb AV and has an eye on sustainability.

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2 Research and compare providers

Once you have defined your needs and goals, you can start researching and comparing different lodging providers that suit your criteria. You can use online platforms, referrals, reviews, or site visits to gather information and feedback on the quality, location, availability, and amenities of the venues. You should also consider the flexibility, reputation, and responsiveness of the providers, as well as their experience and expertise in hosting similar events.

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Jay Hollisey

Head of Travel and Events
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Research venues thoroughly! There's plenty of online reviews to consider and images are easily obtained. Use your judgement wisely and if something doesn't feel right, investigate. Conduct site visits. There's no better way to ensure you're providing your client with the most suitable selection of venues if you've experienced them yourself. Ask questions, check the variables and believe in what you're proposing. You'll also find that building a face to face relationship with the venue will ensure a smoother experience from conception to completion.

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3 Negotiate and review contracts

After you have shortlisted a few providers, you can start negotiating and reviewing contracts with them. You should aim to get the best value for your money, while ensuring that the contract covers all the essential aspects of your event, such as room rates, block size, attrition and cancellation policies, payment terms, liability and indemnification clauses, force majeure provisions, and dispute resolution mechanisms. You should also review the contract carefully and seek legal advice if necessary, before signing it.

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Jay Hollisey

Head of Travel and Events
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Don't be afraid to ask!! All contracts are negotiatiable to a certain extent. Make sure you, your client and the supplier are happy with each element of the agreement. If there's an area of concern which cannot be negotiated further, discuss the highlighted point with each party and ensure mechanisms are in place that will not breach the agreement. Additional note: Costs are always at the forefront of the discussion however, when negotiating prices (DDR, rooms etc) be realistic with what you're asking for. Do not open discussions with a reduction request of 25% of the original value, it's not going to happen! You're more likely to put the venue off working with you. Everyone must be happy i.e. client, venue and organiser. Find the medium!

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4 Communicate and monitor contracts

Once you have signed the contract, you need to maintain regular and clear communication with the lodging provider throughout the planning and execution of your event. You should update them on any changes or issues that may affect the contract, such as attendance, agenda, or logistics. You should also monitor the performance and compliance of the provider, and document any deviations or discrepancies from the contract terms. If any problems arise, you should address them promptly and professionally, and seek resolution or compensation if needed.

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5 Evaluate and renew contracts

After your event is over, you should evaluate the results and feedback of your contract with the lodging provider. You should assess how well they met your needs and goals, and how satisfied you and your attendees were with their service and facilities. You should also identify any areas for improvement or lessons learned for future events. If you are satisfied with the provider and plan to work with them again, you should consider renewing or extending the contract, or negotiating better terms or incentives for long-term relationships.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you effectively manage contracts with lodging providers for conferences?

1

2

3

4

5

6

1 Understand your needs and goals

2 Research and compare providers

3 Negotiate and review contracts

4 Communicate and monitor contracts

5 Evaluate and renew contracts

6 Here’s what else to consider

Conferences

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How can you effectively manage contracts with lodging providers for conferences?

1

2

3

4

5

6

1 Understand your needs and goals

2 Research and compare providers

3 Negotiate and review contracts

4 Communicate and monitor contracts

5 Evaluate and renew contracts

6 Here’s what else to consider

Conferences

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