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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.

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