When you receive a hotel proposal, what you see at first glance isn’t always final. Hotels build in flexibility, and negotiation is a normal part of the process. The key is knowing what’s negotiable, how to frame your requests, and where you’ll get the most impact.
Below, we’ll walk through the areas that typically have wiggle room, ways to ask that keep the conversation collaborative, and our take on which concessions matter most for successful events.
Considerations
Many proposals— especially from our Pro Partner hotels— already include common perks, like waived room rental fees, complimentary upgrades, or added concessions. Be sure to review the final concessions section of your RFP carefully before making additional requests.
To keep negotiations focused, identify your top two or three priorities rather than asking for everything at once. Hotels are more willing to work with you when they feel the requests are reasonable and aligned with your group’s value.
Keep in mind that timing matters. If you’re booking during peak season, or if there’s a citywide event driving demand, hotels have less flexibility. For example, Mardi Gras in New Orleans or SXSW in Austin make space highly competitive. In situations like these, hotels can and will walk away if another group is ready to commit.
Room Rates
Rates are the most obvious area for negotiation, but they’re not the only one. Hotels may not slash prices dramatically, but they often have options to make the rate more attractive.
Ask for: A small percentage off the quoted rate, rate parity with public booking sites, or extended validity of the rate before you need to sign.
How to ask: Position your request as partnership-driven—e.g., “We want to commit quickly but need a slightly stronger rate to make this work.”
Our suggestion: Push for rate flexibility early. It sets the tone for other concessions.
Meeting Spaces & Rentals
Event space costs can vary widely depending on food and beverage spend.
Ask for: Rental fees to be waived or reduced if you’re meeting the hotel’s catering minimum, complimentary breakout rooms, or discounts on AV.
How to ask: Tie your request to the business you’re bringing—e.g., “Since we’re committing to the full-day catering package, can you waive the rental fee?”
Our suggestion: Focus on bundled value (meeting space + catering) rather than standalone discounts.
Food & Beverage Minimums
Hotels set these minimums to guarantee revenue, but they’re not carved in stone.
Ask for: Lower minimums, flexible application (e.g., allowing breakfast or receptions to count), or inclusive pricing (service charges/tax rolled in).
How to ask: Emphasize realistic headcount or past spend—e.g., “Our group size is closer to 40, can the minimum reflect that?”
Our suggestion: Negotiate based on accurate attendee numbers to avoid surprise costs later.
Guest Perks & Concessions
Small extras can make a big difference in the attendee experience.
Ask for: Complimentary upgrades for VIPs, welcome amenities, free Wi-Fi in guest rooms, or discounted parking.
How to ask: Present perks as value-adds, not deal-breakers—e.g., “It would really elevate the experience if we could include Wi-Fi for all attendees.”
Our suggestion: Prioritize perks that remove friction (Wi-Fi, upgrades) over flashy add-ons.
Attrition & Cancellation
These terms protect the hotel, but there’s often room to soften them.
Ask for: Lower attrition percentages (the portion of rooms you’re financially responsible for), longer cancellation windows, or rolling credit toward future events.
How to ask: Frame it as risk-sharing—e.g., “Given the uncertainty in attendance, can we lower the attrition to 15%?”
Our suggestion: Don’t overlook these clauses. Flexibility here can save your budget if plans shift.
The Tone of Negotiation
How you ask matters as much as what you ask for. The goal is collaboration, not confrontation.
Be specific: Reference details from the proposal rather than making broad asks.
Show commitment: Hotels are more flexible when they sense real intent to book.
Trade smart: If one request is declined, ask what’s possible instead.
Putting It All Together
A strong negotiation balances cost savings with value adds. Instead of trying to “win” on every line item, focus on the areas that most impact your attendees’ experience and your budget certainty. Rate reductions, waived rental fees, and flexible attrition terms often give you the best ROI, while perks and upgrades create goodwill.