Hotels build flexibility into proposals—negotiation is normal. The key is knowing what’s negotiable, how to frame requests, and where to focus for the biggest impact.
Big Picture Considerations
Prioritize: Identify your top 2–3 priorities rather than asking for everything at once. Clear, reasonable requests tied to your group’s value are more likely to succeed.
Include key details: Accurate dates, headcount, and space needs in your RFP minimize revisions and back-and-forth.
Understand hotel economics: Hotels profit from room nights, not meeting space or catering. More rooms = more leverage.
Timing matters: High-demand seasons or popular cities reduce flexibility. Early commitment or flexibility is your advantage.
Common Negotiation Areas
Room Rates
Ask for: small % off, rate parity with public sites, extended validity.
Tip: Push for rate flexibility early—it sets a collaborative tone.
Example: “We’re ready to move forward quickly, but a slightly stronger rate would help us finalize.”
Meeting Space & Rentals
Ask for: waived/reduced rental fees with F&B spend, complimentary breakout rooms, discounted AV/setup fees.
Tip: Bundle meeting space + catering + AV rather than negotiating each separately.
Example: “Since we’re committing to a full-day catering package, could the rental fee be waived?”
Food & Beverage Minimums
Ask for: lower minimums, flexible application, inclusive pricing (tax/service charges included).
Tip: Negotiate based on accurate headcount to avoid surprises.
Example: “Our headcount is now closer to 40— can the minimum reflect that?”
Guest Perks & Concessions
Ask for: VIP upgrades, free/discounted Wi-Fi, reduced resort/parking fees, welcome amenities.
Tip: Focus on perks that remove friction or improve convenience, not flashy extras.
Example: “It would really enhance the experience if Wi-Fi could be included for all attendees.”
Attrition & Cancellation
Ask for: 15–20% attrition allowance, longer cancellation windows, rolling credit toward future events.
Tip: Flexible terms protect your budget if plans shift.
Example: “To account for potential last-minute changes in attendance, would you consider adjusting the attrition allowance to 15%?”
Tone of Negotiation
Be specific: reference exact proposal details.
Show commitment: hotels respond when they see you’re ready to sign.
Trade smart: if one concession isn’t possible, ask what is.
Stay collaborative: aim for a partnership mindset, not an adversarial one.
Putting It All Together
Focus on what impacts attendee experience and budget certainty. Rate reductions, waived space fees, and flexible attrition usually give the best ROI. Thoughtful perks create goodwill and a memorable experience.
“You get zero percent of the things you don’t ask for.” -Josi, Senior Event Manager
Next Steps
Identify your top priorities and prepare key proposal details.
Review negotiation areas and decide which concessions matter most.
Approach discussions collaboratively with the hotel.
Document agreements for clarity and reference.
TL;DR
Prioritize 2–3 key concessions.
Include accurate dates, headcount, and space needs.
Focus on room rates, meeting space, F&B minimums, perks, and attrition/cancellation.
Bundle requests when possible.
Keep tone collaborative—hotels respond to clear, reasonable, and committed requests.