Saving Money on Meetings - NOW

I have two clients I am working on meeting site selection options for 2009 meetings. Both clients are new to HelmsBriscoe and want to see a true advantange. Can we live up to what we promise?

My clients have been holding meetings on their own for years, so they wanted to see what we can do better - can we really save them time, money and provide unbiased feedback from a wealth of knowledge worldwide?

My first client has been holding an annual Holiday dinner for their employees - top notch hotel, food and beverage, etc... However, the economy brought me this account. How can we save money and can you really negotiate better rates than we can on our own? Yes, we can. I gave my client an analysis of 8 properties that fit their criteria, timeframe and budget - including the property they have been at for the past 7 years. The client had been paying for room rental and more than $200 per person, per room. The same property offered us a room rental waiver, with 80% attrition (usually 90%) and a $169 per person rate. The client was amazed and stated " they have never given us that low of a rate, not even seven years ago." Did the client go back to this property? Well, the contract is not signed yet, but they are looking at another property. Why? Because, of the room rates we negotiated, the property site inspection and a lower tax rate - which they had never looked at prior.

The above analysis offers several things you, as a meeting planner, will want to keep in mind:

1. Negotiate the attrition at 80% maximum - try for 0 attrition, alot of hotels are doing it now - at least for the next two years. "Attrition" is based on the amount of room nights you say you need, and how many you actually pick up. The hotels, in the past, have given very little leway on this. What you don't pick up, you are responsible for.

2. Negotiate that whatever rooms you don't pick up by a designated dealdine will be returned back into inventory, with no penalty to you.

3. Ask for 15% minimum reduction on AV

4. Ask for 2009 menu prices for 2010 functions...or ask for 10% off F00d and beverage in 2009.

5. Ask for water in pictures, instead of bottled water - this will save you money.

6. Always check out the complete tax breakdown. In our example above, the client narrowed the search to two properties, maybe 20 minutes apart, but in two different counties. One had a 16.75% tax rate the other 12%. More money saved!

The second client, is an international corporation. They have the skills, knowledge and buying power for just about anything. So, can we save them time and money?

The client gave me 48 hours to provide them with site options for their annual summer staff retreat - upper level management - most important criteria: must stay within the State of Ohio. I provided more than 15 properties that fit their specs within 24 hours. The pricing ranged from $99 for a Hyatt Regency to $150 at another upscale lodge in northern Ohio. The client is thrilled. Not only did HelmsBriscoe save them money, but we produced results in less time than originally designated.

Whether you decide to use HelmsBriscoe or not for your event or meeting planning - think about the following points:

1. How much time would it take your staff to find the properties that fit your designated criteria?

2. How would you appropriately rate the properties on rooms, meeting facilities, food and beverage and overall service? How would you know about upcoming construction or labor issues?

3. Would you have the buying power that we have - to get the rates you need to make your budget work for you?

4. Last, but most importantly, how much would all of these services cost you? Current employee salary? I am free of charge to you! A free resource to you!

Give HelmsBriscoe a try. I am amazed at the overall support all of our associates have on a day to day basis. You think of a question, we can get it answered. Even if you decide not to use us, remember the points we've discussed above.

Saving Money At What Cost

Saving money on hotels and meeting venues is simple. Use HelmsBriscoe. HelmsBriscoe is the largest site selection firm in the World. We have more than 900 Associates (with each having over 10+ years experience) in 36 countries. HelmsBriscoe is every hotel chains largest client. That gives us incredible buying power, placing more than $700 million dollars in 2008.

Using HelmsBriscoe is a free resource with no contracts and no strings attached. How am I paid, if there are no fees? Great question. Using our services does NOT increase your room rate? In fact, our commission (10%) is built into the hotels marketing budget. I can supply quote after quote supporting this claim. Even hotels, without our asking, put that "room rates have not been increased," with the HelmsBriscoe associate commission.

I feel the need to explain this. More and more companies need what we have, but many don't understand our value. How could you not, call up on your own - get a rate of over $200 per night and get a comparable phone call from a HelmsBriscoe Associate to the same property - identical requests, with a rate of $139? I am working with a client now that can not believe the price difference. It is all in the buying power and our unique relationships with all major brands, as well as independents.

I also have another client that contacted a sports commission, after I had, and was told by the commission that using HelmsBriscoe will add $10 on to the hotel and that we get that amount off the top. The client was irate and called me. I calmly had to educate two sources, my client, who did not listen to me in the first place, and the sports commission for falsly educating a potential client.

I put alot of time into my clients and relationships with the hotels. I get the best possible concessions for meeting space, audio visual, room nights, food and beverage because I want the client to have money to put back into their pockets. It is my job to make their job seemless!

Speaking of putting money back into pockets. By using a HelmsBriscoe Associate, Starwood Family of properties, Hilton Family and Hyatt properties are offering GREAT rebates (3%-6%)back to YOUR master account. Most offers are good through 1st quarter 2010.

Take advantage of my buying power, resource tools and overall experience. Think of me as a FREE extension of your labor force. Lastly, think about budget cuts. Where do you need to cut? Let me assist you in making the best possible site selection for the least amount of money.

Saving Money on Meetings

I am a meeting manager. What is a meeting manager and why is that a job? I love the day to day operations of making things happen, saving money for clients and finding affordable alternatives. Ok. But why can't I plan meetings myself, you may ask....

You can. I am going to introduce you to step 2. Where did step 1 go? I am step 1. I work for a company called HelmsBriscoe (www.helmsbriscoe.com). HelmsBriscoe is the largest site selection firm in the world.

It must be expenisve to use you....what can you do that I can't..are your next series of questions.

Let me ask what your first step in planning a meeting would be? I'll wait........ Budget, maybe! Yes. Second step??? waiting..... Site Selection? Yes, again. Both budget and site selection will tell you alot about how saving money is going to work FOR you!

I can assist with site selection. No, yes I said NO, cost to you. Meeting planning should be fun. No matter if your planning for 10 people or a citywide. I can take the "boring" part of site selection off your hands, negotiate the contract for you, and provide a basis for your budget. YOU get to do the FUN stuff - provide a great bottom line for your Board, yourself or your boss.

If you are experiencing cutbacks, like many of my clients are, take a look at the following article
http://meetingsnet.com/associationmeetings/marketing_meetings/better_meetings_during_downturn_1208.
You are not alone. Making simple cutbacks can help!

Let's work together to save money on meetings. Join me back for tips and advice on what I am doing to make meetings happen in a down economy!