Score Better Group Rates by Mastering Negotiation Basics

Negotiating group rates from hotels for sports tournaments, events and festivals is like a high-stakes game of strategy – you need the right moves to score the best deals. However, before you start compiling your list of concessions, it’s best to create a solid foundation to help you negotiate from a stronger position. From recognizing seasonality, to effectively communicating your requirements, mastering hotel negotiations starts with getting the basics right.

Here's your playbook for starting negotiations off on the right foot and snagging unbeatable group rates:

1. Play the Long Game: Start Early

Negotiating group rates requires preparation, patience, and foresight. Start your RFP process early to give hotels ample time to customize their offers based on your event’s needs. Starting early also gives you more options. If your preferred hotels don’t fit in your budget or you’re not finding availability, you’ll have time to source your second string of hotels without rushing the process.

2. Crack the Code of Hotel Pricing

Hotel pricing can be mysterious and frustrating – there are many factors that influence rates so get educated on the market to help unlock savings. Ask yourself:

• What does demand look like for that time of the year?
• Are there other events taking place over your dates that may drive up the demand?

If you can time your event over a low demand, low occupancy period for the market, you might pick off a great rate with very little effort.

3. Showcase Your Event’s Value

Reassure hotels that you'll fill the rooms you're requesting. Whip out your housing history from the previous years’ event.

Providing data from previous events, showing room pickup and additional room nights booked will build credibility with hotel partners.

What if you don’t have housing data? Be sure to share details on how you are promoting the event, the number of registrations you have, or even Stay-to-Play policies that will assure hotels that your group means business.

4. Make Your Group's Needs Heard

Communication is key in any negotiating concessions. Clearly articulate your group's needs, from the number of rooms required to desired amenities and special requests. It's like drawing up a game plan – the more detailed, the better. Late checkouts? Sure thing. Complimentary breakfast? You got it. Just remember, hotels can't read minds (yet).

5. Build Relationships Like a Pro

In the world of negotiations, relationships are the MVP. Establishing rapport with the hotel's sales or management team can make all the difference. Be professional, responsive, and reliable – respond to emails quickly and let them know your timeframe in your decision process. You’re building a winning team where both sides win!

Conclusion:

Nobody enjoys negotiating. But by having a strategy and knowing how your event will impact hotels, you can come out on top. Start early, research seasonality, showcase your housing history, communicate your group's needs and build relationships. With these savvy negotiation tactics in your arsenal, you'll be scoring discounted rates faster than you can say "home run!"