Booking conference accommodation in a foreign country can be problematic; there are language barriers, different cultural aspects, currency issues, as well as varying rules and regulations which can become stumbling blocks in the event organisation process. So how do you ensure you book the right hotels, at the right price with the right conditions, in a foreign country? The answer isn’t always as straightforward as you may think, in the hotel game it is all about give and take with the focus squarely on the art of negotiation.

On the one handside, there is always a big pressure on the part of the hotel management when it comes to signing up a contract for conference accommodation, especially if it is an international contract that they are going to deal with.

Related: 5 Tips For Effective Venue Sourcing For Your Next Conference

On the other hand, organising a big meeting or event does not give you the buying power for conference accommodation in the hotel market as you would expect. In fact, as a buyer, you are actually creating demand by booking all the hotel rooms in a certain city, hence hotels can charge a higher rate and conditions such as payment terms can be stricter.

Develop your Own Conference Accommodation Contract

A good advice for those meeting planners to get the best contract is to develop your own contract. You can make your own contract for the hotel management to follow and lead the hotel for a better working relationship. You and the hotel management itself will know the contract’s requirements and this may even enable you to use this contract for your future conference accommodation.

Related: The Role of the Professional Conference Organiser – PCO

Once you get the idea, you can possibly use this to add, delete or make some amendments with the sections stated including the payment dates, accommodation rates and policies for the cancelation of booked reservation while the negotiation process is still up. These ideas may also ensure that both parties will be satisfied and will encourage a better working relationships in benefit for the final outcome of the conference.

To have an effective way of getting the best hotel contract for your conference accommodation it should be a must to collaborate with an expert lawyer for achieving your goal in working out the contract. Yet, this can be an expensive service that you may get despite of its benefit of providing a sure decision for the contract you will sign.

Work with an IATA accredited  Travel Consultant 

Many ignore the essence of a travel consultant in this matter. To contract a professional travel consultant and destination management expert means that you will be able to decide not only among options for your social event, but also you can rely on their legal advices and guidance during your hotel accommodation selection period. The travel consultant will do the work of checking the hotel’s contract for the conference accommodation and give his advice which the company can guarantee correct.

For further information please download our White Paper: International Hotel Contracts.

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