"Have More Fun On Us": Pro Tips for Contract Negotiations

Navigating hotel contract negotiations can be daunting, but with the right strategies, you can secure the best deals and ensure a seamless experience for your attendees. To help you in this process, we turned to Connie Holiday, CMP, Director of Sales at Explore Asheville, who has over 30 years of expertise in the hospitality industry.

"What I enjoy most about my job is assisting clients with their needs," Connie said. "It's a job that is never boring because the questions and needs of clients are always evolving!"

Connie shared invaluable insights on how meeting planners can excel in hotel contract negotiations. Here’s a compilation of her pro tips and strategies for getting the most out of your hotel agreements.

1. Leverage Local Expertise

Tapping into local expertise can be a game-changer when planning a meeting or conference. Explore Asheville’s team offers extensive knowledge about the area’s hotels, venues, and services. By working with local experts, you can gain access to insider information and tailored recommendations that align with your event’s needs.

2. Understand Seasonal Rates

Asheville experiences fluctuating hotel rates based on the season. For the best rates, consider booking your event during the off-peak months, such as January through March, particularly on weekdays. While many hotels in places like Florida are at capacity in those months, Asheville has its value season with the greatest availability at the lowest rates. Asheville also offers an additional 20% in incentive funding (up to $6,000) depending on the size of the group and total room nights for qualified meetings. During peak seasons—late September to late October and mid-June to early August—rates and availability can be more challenging. Planning ahead and booking during quieter periods can provide substantial savings and flexibility.

3. Negotiate Beyond the Price

While securing a competitive rate is crucial, don’t stop there. Negotiate additional perks like complimentary upgrades, free Wi-Fi, or enhanced meeting amenities. For instance, Explore Asheville often helps clients secure extra value through promotional materials, locally sourced welcome bags, and additional services that can enhance the attendee experience.

4. Utilize Incentive Programs

Explore Asheville offers an attractive incentive program that can significantly offset meeting costs. Depending on your group size, you could earn up to $5,000 for qualified room nights. This can be a powerful tool in your negotiation arsenal, providing additional value and financial relief for your event.

At Explore Asheville, the "Have More Fun on Us" incentive was set up to attract new business to Asheville and incentivizes multi-year contracts. 

5. Ask the Right Questions

When discussing contracts with hotels, ask detailed questions to understand all terms and conditions. Focus on cancellation policies, attrition rates, and any penalties for changes. Connie emphasizes the importance of clarity in these areas to avoid surprises and ensure your contract meets your needs.

6. Highlight the Unique Selling Points

Incorporate the unique aspects of your destination into your negotiations. Asheville’s charm, from its world-class cuisine and craft beer scene to its stunning Blue Ridge Mountains, can be a significant draw for attendees. Highlight these features to create a compelling case for why a particular hotel or venue is the perfect fit for your event.

For example, Asheville is home to Seed Programs International — a nonprofit that alleviates hunger and poverty by providing access to quality vegetable seeds, expertise, and training to humanitarian organizations worldwide. They bring the event to your hotel for groups as small as 25 and as many as 200 to do the work. Other nonprofits like Asheville GreenWorks or Manna Foodbank invite attendees off-site to support their essential work.

7. Consider Total Value

Evaluate the overall value of the offer rather than just the base rate. This includes the quality of the accommodations, the inclusivity of amenities, and any additional services provided. Sometimes, a slightly higher rate can be justified by superior amenities and added benefits that enhance the attendee experience.

8. Build Strong Relationships

A positive relationship with the hotel’s sales team can lead to better terms and greater flexibility. Connie’s approach includes building strong, trust-based relationships with clients to ensure their needs are met and exceeded. A good rapport often results in more favorable contract terms and additional perks.

9. Review and Revise

Thoroughly review the contract before signing. Ensure that all agreed-upon terms are accurately reflected in the document. If necessary, request amendments or clarifications to avoid misunderstandings and ensure the contract meets your event’s requirements.

10. Plan for Contingencies

Prepare for potential changes or disruptions by including contingency provisions in your contract. This could involve clauses related to unexpected changes in the event or force majeure situations. These terms can protect your event and provide peace of mind.

See You in Asheville!

Successful hotel contract negotiations require preparation, strategic thinking, and local insights. By leveraging Connie Holiday’s expert advice and focusing on these pro tips, you can secure favorable terms and ensure a memorable experience for your attendees. For more tailored assistance and to explore Asheville as your next meeting destination, don’t hesitate to contact Explore Asheville’s knowledgeable team.

Happy planning, and may your next event be a resounding success!