The key on accommodations is
simple "Plan Ahead". The longer the lead time that you can get the greater
the potential in obtaining the accommodation numbers and rate that you are interested
in. Many bookings are now done over a year in advance. As previously
mentioned, once the date is set the second step is to phone the accommodation facility to
see about blocking the rooms needed before scheduling all the other items on the
tour. If you find out that you can't get the rooms when you want them, you can
make the appropriate tour adjustments. This is relatively easy to do at this point
as you haven’t made or confirmed all the other arrangements.
There are several bargaining
points to consider when making accommodation arrangements:
Rate: Because of the room volume you should obtain a favorable rate. Items
to include in the bargaining may be the provision of a breakfast (many already include a
continental breakfast in the room fee - it may be possible to upgrade this to a hot
breakfast if it has the facilities to do so), the use of a meeting room or rooms,
provision of a meal at a favorable rate, etc. Use your negotiating skills as they
have room to bargain. In some instances negotiating for a flat rate (single rate
versus double or twin beds versus a king size) can be of an advantage by avoiding some
confusion among participants about the different rates when putting the fee schedule
together.
Complementary ("Comp") rooms are a standard benefit of booking large
tours. "Comp" rooms range from one free room to every fifteen booked to
one per 30 rooms. In some instances the facility may provide a "suite" of
rooms in place of the normal room. This idea sounds good, however, if you don't use
it to capacity or as a hospitality room it may not be of value.
Work out or assist in the payment arrangements with the facility ahead of the
group arrival.
Remember to book non-smoking rooms. You can always switch rooms to
accommodate smoking for the small percentage that will need them. The non-smoking
rooms are normally the first to be taken and the hardest to obtain.
Some "fine points" to remember discussing with the facility: are they
willing to help bring the luggage to the rooms or is it up to the participant. This
should be done as part of the original negotiation so that the participant doesn't feel
that they need to tip. Have the room assignments made and the keys or room cards in
packages for the individuals when they arrive.
Check to see if complementary newspapers / coffee will be brought to the rooms of
the participants.
Encourage the hotel (restaurants and other commercial establishments) to welcome
the group on the marquee and have someone ready to great the group when they arrive
(possibly with a refreshment).
Lastly, explore the idea of a host gift being placed in the room before arrival -
either by the facility, a sponsor of the tour, and / or a local sponsor or
organization. The gift could be a memento, flowers, candy or some other token that
says "you have taken the extra step to care for your participants".
Prepare a
farewell for the group that encourages a return and that you truly appreciated them being
at your facility.