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.