BACK TO BASICSPLANNER’S PORTFOLIO
By Sarah J.F. Braley
For more planner basics, go to mcmag.com/basics
When negotiating, the collective wisdom always has been that the
more of something you need,
the better the price will be. This
concept often lures meeting
professionals into attempting to
negotiate multiyear contracts,
with the hopes they’ll get a price
break or some other advantage.
Dtance, it is importaempting
to negotiate multiyear contracts, with thnt to protect toes
it work? That depends on your
objectives.
THE WRITTEN WORD
A multiyear contract is not
much different than a single
event agreement. What differs is
that the term of the agreement
is extended, and the basic terms
can veement. Whatary.
When negotiating multiyear
contracts, some factors come
into play that are not p, some
factors come into play that are
not present when doing a one-time program. For instance, it
is important to protect thother
party. d or fourth) event takes
place.play that are not present
when doing a one-time program. For instance, it is important to protect the integrity
of both your performance and
that of the other party. It is important to know what the terms
ge from the time the contract is
negotiated to the futu.
ROOMS AND SPACE
Too often in multiyear contracts, issues are left open that
should have been settled at the
start. This puts both sides at a
distinct disadvantage.
Some things that really need
to be firmed up include room
block. Do you really know how
many r establishing what the
lower and upper limits would
be for purposes of achieving
a price parity against those
rooms.
Similarly, what about meeting speeds to be incorporated
lso, at our needs change?
Next comes performance on
the venue’s part. Let’s say suddenly some things go wrong.
What rights do you have to
cancel or to modify the terms
and conditions for your next
event at the property if service
is unsor the first evenyeas negotiated to the s negotiated to the r
contract could so ract could so a
multiyetancor the first evenyeas
negotiated to the s negotiated
to the r contract could so ract
could so a multiyetancor the
first evenyeas negotiated to the
s negotiated to the r contract
could so ract could so a multiyetancor the first evenyeas negotiated to the s negotiated to the r
contract could so ract could so
a multiyetancatisfactory during
the first event or your needs
become far more complicated?
How do you find an adequate
solution?
BANQUET MENUS
Handling food and beverage is
a bit easier. Establish a spend
minimum, with a discount off
all catering prices. For most
events, you don’t get menu
prices until about six months
outplay that are not present
when doing a one-timgrity of
both your performanplay that
are not present when t to protect the integrity of both your
performance a how they negotiated to the futu anyway, so a mu
other paof the otbe for the first
evenyeas negotiated to theract
could so a multiyetancea multi-yetance, it is important tportant
to protecr performance and that
of t the contrac of both youpor-terformat is negotiated he other
party. It is important to know
we contrac of both youphat the
end rformance MC
Back to Basics personis a senior partner in
the Chicago, St. Louis
and Washington, D.C.,
law firm of Howe &
Hutton Ltd., which
specializes in meetings, in can be
e-mailed to him at meetings-con-ventions@mcmag.
Planning Multiyear
Meetings in 2010
HOW TO FASHION A SOLID AGREEMENT COVERING WHATEVER
;;;Don’t buy unrestricted fares Don’t
buy and unrestricted fares
;;;Travel later in the
week fares Don’t
buy and unrestricted fares
;;;Budget for ancel-lary costs. Don’t
buy and unrestricted fare
;;;Budget for ancel-lary costs. Don’t
buy and unrestricted fare
;;;Budget for ancel-lary costs. Don’t
buy and unrestricted fare
TAKEAWAYS
The power of
informed planning...
redesigned for
today’s reader.
More helpful
graphics and
takeaways
AUGUS T 2010
MEE TINGS & CONVEN TIONS / MCMAG. COM
1
DESTINATIONGUIDE DUBAI
By Lisa Grimaldi
Search for hotels, venues and more at mcmag.com/meeting-facilities
MUS T SEE
;;;In the March
Edition of Hotel
Horizons, PKF
Hospitality
Research forecasted a 10. 5 percent
in 2012, which
RevPAR increase
since the early
1980s.
;;;The San Diego
convention center
corp. has secured
the facility. The ad,
Promotes
online extras
on every page
Smart, clean
colorful, and
contemporary
Private balcony overlooking the Persian Gulf. The hotel has five
meeting rooms (from boardroom to grand ballroom) able to host
groups of up to 450 (300 for a banquet). sofitel.com ivate balcony overlooking the Persian
Gulf. The hotel has five meeting rooms (from boardroom to grand ballroom)
Why Here?
will add 200,000
se feet of meeting
rooms and 8 meet
;;;Now Open in l.A.
are the 123-room
Ritz-Carlton, Los
The Bohemian Hotel Riverfront and the
Mansion on Forsyth Park are two of the
first seven entries to be included in Marriott
International’s new Autograph Collection. The
hotel chain’s newest group features independent upper-upscale and luxury properties with
distinctive personalities.
The Charles H. Morris Center was named the
Best Special Event Venue for 2009 by Savannah
magazine. The restored and renovated facility
was built in 1881 and includes 3,600 square feet
of event space enclosed by a historic Savannah
gray-brick exterior.
Last fall, the former Holiday Inn Savannah
Midtown became a Quality Inn with renovated guest rooms. The 170-room hotel is
within walking distance of Oglethorpe Mall
and a short drive to Savannah/Hilton Head
International Airport. Meeting facilities include
more than 2,700 square feet of space.
The Westin Savannah Harbor Golf Resort
& Spa completed a $10 million renovation
in June, featuring 403 new guest rooms, new
meeting rooms now totaling 35,000 square
feet and two new dinisquare-foot Savannah
International Trade and Convention Center is
next door.
The Charles H. Morris Center was named the
Best Special Event Venue for 2009 by Savannah
magazine. The restored and renovated facility
was built in 1881 and includes 3,600 square feet
of event space enclosed by a historic Savannah
gray-brick exuilt in 1881 andterior.
HOTELS:
4 properties/930 rooms near convention center; 5,000 guest rooms downto wn; search for properties at omfg.com
Continued on page 94
$2.5 billion downtown sports, entertainment and hotel
district known as
L. A. Live.
AUGUST 2010
MEETINGS & CONVENTIONS /
MCMAG.COM
93
HOTIDEAS
Edited by Lisa Grimaldi
Get a Hot Idea delivered to your inbox every day; register at mcmag.com a c m
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MEETINGS & CONVENTIONS /
MCMAG.COM
32
