Negotiating Rates

Do not be inhibited about negotiating the room rates. Venues do not come with immovable price tags attached. They will have a rack rate which is the full quoted price, but very often this is the starting price and there is almost always some room for manoeuvre. Start at a price lower than you would expect them to accept so that a compromise will lead you to a more realistic target. Don’t forget, if you start high you cannot get lower. Although you will probably be asked directly, avoid telling them exactly what your budget is. Keep it as vague as possible to start with, ‘This is being run on a tight budget’; ‘We have a reasonable budget but it is likely we will still require some compromise on both our parts’. Appear cool and confident when negotiating. However much you may like this particular venue, remember there are many alternative venues you could use, and the venue co-ordinator will be aware of that.

If you are preparing a series of conferences around the country you may also be able to gain an extra discount by using a hotel chain that will give a discount for multiple bookings.

If you do not feel that you can negotiate well, ask the venue-finding agency to do it on your behalf. They are very experienced at such things and may already have a discount arrangement.

What To Look For

The ‘package’ that will be offered can vary hugely between one venue and the next. All have their advantages and disadvantages and the benefits must be weighed up considering the type of event you are organising. As a rule, purpose-built training centres often have more equipment included in the room hire rate than most hotels. This can include whiteboards, TV and video monitors and other audio visual equipment. Some venues may include an organiser’s office, the speaker room, the lectern, staging and tables in their price.

Paying Professionals

It is likely that you will need to bring in other event professionals at some point during the preparation for and the running of the event. Printers, audio visual technicians, stage designers and freelance organisers have their own rates and these should be made clear from the start. Establish whether expenses are to be added on to their basic fee and establish payment terms.

Playing Safe

Ensure a contingency fund is built into the budget. This will cover unforeseen expenses and will help to ensure that your budget does not get out of control.

Arranging Sponsorship

Having decided to seek sponsorship in one form or another from one or more companies, draw up a list of companies and/or organisations that would benefit from reaching the type of delegates that you are hoping to attract yourself.

The benefit to sponsors is the opportunity to communicate directly with potential customers, to raise their company profile whilst meeting their marketing objectives. The benefit to you is that they will be paying for the privilege and so providing some often much needed cash.

Your options are to obtain either full sponsorship from one company, or to break down the various elements that could be sponsored and offer them to a variety of organisations.

Looking At Sponsorship Opportunities

You are limited only by your imagination when it comes to thinking of items to have sponsored. From biros to baseball caps, from balloons to briefcases, there will be a promotional gift company that will be able to satisfy your needs. There are currently at least two major trade shows dedicated to the incentive and promotional gift market. Take a trip to one of these and you will be able to discuss your requirements in detail with suppliers, and gather ideas and examples from the items on display. You may also be able to take advantage of special show offers giving you a significant discount on your orders.