Usually a meeting planner is a very busy administrative assistant
who is given the task of site selection - locating a site, making
sure it's suitable and getting it contracted. Of course this is in
addition to an already full work load. Typically, the administrative assistant
will directly contact the hotel sales staff, who strictly represents
the needs of the hotel.
At EME, we are more than happy to take on the labor-intensive,
time-consuming task of locating, evaluating, and contracting
appropriate sites for your organization’s events. We work on your behalf
to widen and optimize your site selection. Our experience allows
us to push for a better contract, all the while ensuring all the needs
of your event are met.
We do the following:
- Work with you to establish and identify your meeting needs.
- Find the venues that best meet those criteria.
- Research all sites for rates and availability.
- Provide you with a detailed report outlining the positive and negative
aspect of each location.
- Negotiate the very best prices.
- Review all contracts and proposals to ensure that you receive
the most from the venue.
- Provide assistance in selecting either hotels, conference
centers or even convention centers.Élan Meetings and Events is compensated by a placement fee from the venue that receives your business, so there is NO COST to you for these site selection services.
Contract Negotiations
Once you have short-listed potential venues, the contract negotiations can begin. EME recommends that the contract negotiations begin with a site inspection. Whether or not the venue meets all your requirements will greatly influence your decision to choose one venue over another.
The contents of a hotel contract can be overwhelming and cause concern that you may have missed something in the legal language. You may unknowingly be exposing your organization to potential financial and legal liabilities. We can proudly say not one client has faced a financial liability due to a contract we negotiated. Instead they have saved thousands of dollars.
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