It’s no secret that hotel rates are expected to continue to rise in 2007, but what does this mean for meeting planners?

Every few years, the tables turn from the meeting planners having the upper hand in negotiating to the hotels. For the past two years or so, at least, the demand has been so high that meeting planners have had less negotiating power then they are used to. This high demand is expected to continue through 2008, which means negotiating hotel contracts until then will be tough – regardless of whether the meeting is in 2008 or 2013!

So how can you make the most of it?

The Early Bird Gets the Worm - Search early and book early. The more hotels that are in the running from the beginning, the higher your chances are of finding one that will meet your needs.

The Final Four - Never decide on ONE hotel before the negotiations begin. Narrow your search down to three or four hotels and let the hotels know they are in the final running. They will work with you more if they know they are one of 4 much more than if they are one of 34 and not knowing if they have a real shot at the business.

Information - Provide as much information to the hotels as you can about your group history (room pick up, f & b actuals, etc.), history of side meetings or sponsored events that traditionally bring in additional revenue for the hotel (but don’t commit to this in your contract) and what concessions are actually important to you and in what order of importance.

Flexibility - Be flexible with your dates if possible. The more flexibility you can offer a hotel, the better rate you can secure.

Develop Partnerships - Treat the hotels as a partner with you…not an adversary against you. Develop a good working relationship with the hotels in the final running and they are more likely to be open and honest with how they can help to make your program work at their hotel.