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, how to keep conversations collaborative, and which concessions matter most for successful events.
Big Picture Considerations
Start with what matters most.
Identify your top two or three priorities rather than asking for everything at once. Hotels are more willing to work with you when your requests are clear, reasonable, and tied to your group’s value.
Include all key details upfront.
A well-prepared RFP (with accurate dates, headcount, and space needs) minimizes revisions and time-consuming back-and-forth.
Understand hotel economics.
Hotels make their money from room nights, not meeting space or catering. The more rooms you need, the more leverage you have in negotiation.
Timing matters.
In high-demand seasons or cities with major events—like Mardi Gras in New Orleans or SXSW in Austin—availability is tight, and hotels have less room to negotiate. In those cases, flexibility or early commitment is your best advantage.
Common Negotiation Areas
Room Rates
Rates are the most obvious area for negotiation, but they’re rarely the only one.
Ask for:
A small percentage off the quoted rate
Rate parity with public booking sites
Extended validity of the rate before signing
How to ask:
“We’re ready to move forward quickly, but a slightly stronger rate would help us finalize.”
Our take:
Push for rate flexibility early—it sets a collaborative tone for other concessions.
—
Meeting Space & Rentals
Event space costs often depend on your food and beverage (F&B) spend.
Ask for:
Waived or reduced rental fees if meeting catering minimums
Complimentary breakout rooms
Discounts on AV or setup fees
How to ask:
“Since we’re committing to a full-day catering package, could the rental fee be waived?”
Our take:
Bundle requests— meeting space + catering + AV— rather than negotiating each in isolation.
—
Food & Beverage Minimums
Hotels set minimums to guarantee revenue, but these can be adjusted to reflect your actual group size.
Ask for:
Lower minimums
Flexible application (e.g., breakfast or receptions count toward the total)
Inclusive pricing (service charge and tax rolled in)
How to ask:
“Our headcount is closer to 40—can the minimum reflect that?”
Our take:
Negotiate based on accurate numbers to avoid surprise costs later.
—
Guest Perks & Concessions
These extras can elevate the experience for your attendees without major added cost.
Ask for:
Complimentary VIP upgrades or suites at the group rate
Free or discounted Wi-Fi
Reduced resort or parking fees
Waived package handling fees
Welcome amenities or tickets to nearby attractions
How to ask:
“It would really enhance the experience if Wi-Fi could be included for all attendees.”
Our take:
Focus on concessions that add real value or remove friction—think convenience over flash.
—
Attrition & Cancellation
These clauses protect the hotel, but there’s often room to make them more flexible.
Ask for:
15–20% attrition allowance (the percentage of rooms you can release without penalty)
Longer cancellation windows
Rolling credit toward future events
How to ask:
“Given the uncertainty in attendance, could we lower the attrition to 15%?”
Our take:
Don’t skip these terms—they can save your budget if plans shift.
The Tone of Negotiation
Negotiation isn’t just about saving money—it’s about maximizing value, protecting your interests, and building long-term partnerships that lead to smoother events.
Be specific. Reference exact proposal details instead of making broad requests.
Show commitment. Hotels are more flexible when they sense you’re ready to sign.
Trade smart. If one concession isn’t possible, ask what is.
Stay collaborative. The best results come when both sides feel like partners, not opponents.
Putting It All Together
A strong negotiation balances cost savings with value adds. Instead of trying to “win” every line item, focus on what most impacts your attendees’ experience and your overall budget certainty.
Rate reductions, waived space fees, and flexible attrition terms typically deliver the biggest ROI, while thoughtful perks—like upgrades or amenities—create goodwill and a memorable experience for your team.
Or as one of our Senior Event Managers says: “You get zero percent of the things you don’t ask for.” So ask confidently—and strategically.