Accommodation is an integral component of successful company retreats,
out-of-town staff or client appreciation events, and trade shows or
conventions that attract non-resident attendees. The event organizer
should be prepared to negotiate rates, check in and check out times,
concierge floors, hospitality suites, complimentary amenities, accounting
procedures and time lines. If the event is being held at the hotel and
a large number of guests are expected to stay there, it should be possible
to negotiate the use of the concierge floors, meeting rooms and hospitality
suites at a discount, if not free of charge.
It is very important that even the smallest detail that is discussed
and agreed upon be confirmed in writing from the hotel. Staff changes
and poor documentation on the part of the hotel can derail the best
plans of an event coordinator.