When I first started organizing events, I hired a fantastic events coordinator to handle all the negotiations with venues and suppliers on my behalf. I can’t sing her praises enough! We worked together on many successful events; she always knew my preferences and how I liked things organized. She was fabulous! I’ve picked up so many tips from her on negotiating when planning an event and getting your way with suppliers, and I wanted to share them with you. Here are a few ideas on how to negotiate when planning an event.
Make a comprehensive list of your priorities, from absolute must-haves to nice-to-haves. Complimentary items from suppliers are great, but if they don’t align with your goals, don’t let the venue use them as bargaining chips. Consider adding virtual or hybrid event capabilities and sustainability practices to your list in today’s environment.
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Don’t let suppliers rush you into making decisions. Ensure you get everything you want and need from the venue. A provisional booking can often remain provisional for quite some time, especially during off-peak seasons. If you explore other options and take your time, suppliers may offer additional discounts to secure your business.
Hotels profit significantly from the rooms you book for attendees. Use this to your advantage by negotiating other aspects of the event, such as conference room fees or catering costs. The more rooms you book, the more negotiating power you have to secure complimentary services.
Venues have high and low seasons. Beach resorts are busier in the summer, while mountain resorts peak during winter. Planning your event during the venue’s off-peak season can give you more negotiating power for better rates, as they’re more eager to fill their calendars.
Catering is a significant revenue stream for venues, but you can negotiate costs. Opt for per-head pricing rather than bulk to avoid paying for uneaten food and drink. Include meals like breakfast and lunch in the delegate rate package instead of paying separately. Aim for a fixed percentage discount off the overall cost, and collaborate with the catering team to design a menu that fits your budget and meets dietary requirements or sustainability goals.
Catering service charges can significantly increase your bill. Negotiate exactly what you need to avoid unnecessary additional costs. For a sit-down meal, a general guideline is one server for every 20 guests; for a buffet, one server for every 30 guests. For formal dinners, consider one server for every 15 guests. Avoid flat service charges, and ensure the venue isn’t adding extra labor costs without justification. Also, be mindful of any health and safety guidelines that might affect staffing needs.
If your guests will use amenities like the spa or fitness center, negotiate discounts on these services. Often, these facilities are underutilized by hotel guests, especially in business venues. You can often secure better rates or complimentary access as part of your overall package.
Leverage your relationship with the same supplier if you consistently use them and provide them with repeat business. As a valued customer, it’s fair to expect the best service at competitive prices. Discuss loyalty discounts or preferred client benefits that recognize your ongoing partnership.
Always mention that you’re considering other suppliers—you should be! Healthy competition between vendors can lead to more competitive rates. By exploring multiple options, you can leverage better deals and find the supplier that best meets your needs.
If you’re new to event planning, consider hiring an experienced events coordinator to assist with initial stages like venue selection and supplier negotiations. While there may be costs associated with their services, their expertise can save you time and money in the long run. Once you’re more comfortable planning events independently, you can negotiate directly with venues and remind them that they’re not paying commission to an agency, potentially securing better rates.
With the rise of virtual and hybrid events, negotiate with venues and suppliers on their capabilities to support live streaming, virtual attendees, and advanced A/V equipment. Ensure they offer reliable internet connectivity and technical support to accommodate online participants.
In today’s environment, health and safety are paramount. Negotiate clear terms regarding sanitation, social distancing capabilities, and compliance with health guidelines. Ensure the venue can accommodate necessary measures without additional costs.
Sustainability is increasingly important for events. Negotiate with venues and suppliers to incorporate eco-friendly practices, such as waste reduction, recycling programs, and energy-efficient operations. Some venues may offer discounts or incentives for events that align with their sustainability goals.
Given the uncertainties that can affect events, such as pandemics or travel restrictions, negotiate flexible cancellation or rescheduling policies to protect your investment. Clear terms can save you significant costs if changes are necessary.
Adequate technological infrastructure is critical. Negotiate the inclusion of high-speed Wi-Fi, charging stations, and modern A/V equipment in your package to avoid unexpected charges.
Discuss and negotiate insurance and liability terms. To prevent potential issues, ensure the venue’s policies align with your organization’s risk management requirements.
Favorable payment terms can help manage cash flow. Negotiate deposit amounts, payment schedules, and methods that work best for your organization.
Make sure the venue is accessible for all attendees, including those with disabilities. Negotiate any necessary accommodations or modifications to meet accessibility standards.
Negotiating when planning an event is all about knowing your priorities, doing your research, and building strong relationships with suppliers. By keeping these tips in mind, you’ll be well on your way to organizing successful events that meet your needs and budget. If you’re an Assistant tasked with managing events on top of your daily responsibilities, you know firsthand the challenges that come with event coordination. We understand that being an Assistant involves wearing multiple hats, problem-solving on the fly, and maintaining operational excellence amidst the chaos. The Events Management Digital Download will equip you with the skills and strategies to excel in event planning and execution.
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