It’s an ever-changing landscape when it comes to sourcing hotels for meetings and events. Questions that never had to be asked, are now becoming standard.
Based on the Global Cynergies worldwide team’s recent experience, we have come up with a few “tips” when sourcing hotels that we want to share with you !
1/ IT STARTS WITH THE RFP
Now more than ever, RFPs need to be detailed and the right questions need to be asked.
Here are a few tips to consider when completing an RFP!
1. Description of the purpose the meeting/event
2. Requested concessions
3. Contract clauses that must be included or considered
4. Decision factors
5. Covid-19 Related questions
• Hotel safety protocol
o Proof of vaccination required for destination?
o Masks indoors?
o Social Distancing?
• Covid-19 testing
o Available onsite?
o Cost?
o Required for destination?
6. Current Staffing/service levels (add to contract with remedy)
7. F&B outlets – Are they all open? Are hours or menus limited?
2/ CONTRACTS : IT'S ALL IN THE DETAILS
Covid-19 has changed nearly everything, and signed contracts have been scrutinized and subject to interpretation by both sides.
Below are some good reminders when you get to the contract stage for your next program.
Hotel contracts are typically templates (so review closely) and written to favor the hotel.
First, review for any errors.
Be sure key terms, such as indemnity, are reciprocal.
Use a checklist; even the most experienced planners can overlook a detail.
Consider including a description of the purpose the meeting/event (this may assist you if something unexpected occurs).
Force Majeure – this clause will continue to be heavily scrutinized and should be reviewed and updated for the current environment.
Give numeric examples for any potential penalties.
Be sure attrition is cumulative and not calculated daily.
Be sure attrition and cancellation fees are based on lost profit.
Consider addressing staffing and service levels (add to contract with remedy).
We would be happy to provide a complimentary review of a contract in play.
Note: Global Cynergies review and recommendations consists of industry terms and conditions and is not to be considered as legal advice. It is suggested that contracts be reviewed by the organizations’ legal counsel.
3/ ESTABLISHING SAFETY GOALS FOR MEETINGS AND EVENTS
Are you a Certified Pandemic On-Site Protocol Expert?
If sourcing the right hotel and negotiating the relevant terms and conditions for contracts wasn’t time consuming enough, planners now have the added responsibility of establishing safety goals for meetings and events
Plan should include (examples) :
Establishment of Safety Goals for meeting or event
a. Prevention
Requirements of attendance
Vaccinations
Cleanliness/sanitation policies of the venue
b. Duty of Care – Requirements of attendance
Mask Mandates & testing
Statement of Personal Responsibility
c. What to do if there is an outbreak
Testing, PPE, Privacy
2. Design for safety and effectiveness
a. P.A.S.T
Proximity – Distance between attendees
Activity – Meals & Events
Space – Indoor/Outdoor
Time – Enclosed space
3. Execution on Site
a. Registration, mobile apps, crowd flow, F&B, Restrooms,
Guest rooms, etc.
b. Front line workers, freelance, on-site vendors, AV, Catering, etc.
There is so much more to consider now; we would be happy to connect you with one of our “Certified Pandemic On-Site Protocol” team members who can help you navigate through this process!
4/ HYBRID MEETINGS CHECK LIST
In person, virtual, or both?
There is still some trepidation about in person meetings, and for most of 2021 Hybrid meetings remain at the forefront.
This past year we’ve probably all been to some type of hybrid meeting; some well done, some not so much.
As we navigate this complex season, here are a few tips to keep in mind when getting started.
Hybrid Event Checklist (Delta Marketing Learning Center)
Determine the goal of the event (I added!).
Set a budget.
Create a balanced agenda.
Create event buzz.
Host speakers on-site.
Connect with the online & in-person audience.
Use social media to encourage engagement.
Create a video library.
Analyze the success of your event.
Follow-up with both virtual & in-person attendees.
It comes down to engagement with both in person and virtual audiences!
If I were to add one key item, it would be to work with a technical supplier (expert) that you trust; and if you haven’t worked in this arena and don’t have a provider in mind, talk to your trusted industry partners (like us!) to get a recommendation.
These are just a few considerations given today’s marketplace. Let us show you how to use our time to save your money; contact me today at eclares@globalcynergies.com to get started!
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