In a volatile world of political turmoil, economic uncertainty, extreme weather and other unsettling factors, it’s no wonder that when companies or associations find an offsite destination that is a good fit, they return again and again. Writing in Meetings & Conventions magazine, Ann Shepphird says groups that plan to return to the same venue should consider multiyear contracts. She offers these tips:
- Room rate – Lock in the rate or establish a small rise for each year of the contract.
- Concessions – See what might be offered, including little or no attrition costs, free coffee breaks, reduced food and beverage pricing, and free Internet or A/V rental.
- Site inspections – Have the contract include one scheduled site inspection every year leading up to the meeting dates.
- Extras – Request value-added support such as signage or other greetings at the airport and perks for your executives or board members, such as complimentary airport transfers and upgraded rooms.
- Negotiate an out – Include a clause that states if there is any change in brand or star rating, the group can cancel without liability.
- Flexibility – Be sure to build in flexibility on cancellation dates, attrition, and potential changes in venues or F&B.
