aenc annual meeting_w_scott_hotelcontractssession
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Wendy Scott, CAE Wendy Scott & Associates, Inc
National Account Manager
www.wendyscottassociates.com
.
Association Meetings, Conferences & Events:
A Strategic Approach to
Understanding, Negotiating and
Executing Win-Win
Hotel Contracts
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What we’ll cover…
• Trends in industry and ways of doing business
• The Art of Negotiation (and what not to do)
• Building blocks for successful contracting
• Goals of the Meeting Planner and the Hotel
(Special Guests!)
• Contract Hot Buttons – technical exercise
• Tips for Successful Negotiating and Contracting
Wendy Scott & Associates, Inc.
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Wendy Scott & Associates, Inc.
Trends: What is the Future of Room Blocks?
M&C Research Poll
Main Reason - Cheaper Price? Exceed Spend
Threshold?
Right-Sizing
Holding out for Better Opportunity
Is the risk still there?
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Wendy Scott & Associates, Inc.
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Wendy Scott & Associates, Inc.
Basic Types of Negotiation
A. Distributive negotiations
Involve win-lose; one party’s gain is
another’s loss
B. Positional negotiating
When negotiators bargain over positions they
tend to lock themselves into position
C. ***Integrative negotiations***
Involve joint problem solving to achieve results
benefiting both parties – CREATE VALUE
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Wendy Scott & Associates, Inc.
Principled Negotiation Method:
• Separate the people from the issues
• Focus on interests - not positions
• Create options for mutual gain
• Use objective criteria
• EVERYTHING IS NEGOTIABLE!
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• Assess style of each
• Plan short, clear questions in advance
and ask with a purpose
• Shared Interests - Let the Talker Talk
• Get The Other Person’s Point of View
• Positive Probing
• Listen for what is said and what is
NOT said
Interpersonal Aspects of Negotiating
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Common Mistakes in Negotiating
Lack of respect
Tone of voice
Not being prepared
Lack of contractual terminology
Time pressures
Empowerment
Having something to give
No flexibility
Impulsiveness
Wendy Scott & Associates, Inc.
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What if you Can’t Agree?
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• Ask “Help me understand…”
• Ask for company to provide written
alternatives
• Escalate the Chain of Command
• Walk away
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Wendy Scott & Associates, Inc.
Close the deal!
• Signal the end before you get there
• Allow for flexibility if takes longer
• Discourage seeking more concessions
• Document the terms
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Is it Ok to Re-Negotiate?
Wendy Scott & Associates, Inc.
- Just ask!
- Re-confirming prior discussions
- New concessions that become
valuable
What else???
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Building Blocks for Successful Contracting
1. Compiling Group History
2. Determining Block Size
3. Site Selection
4. Contracting at the Right Time
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Wendy Scott & Associates, Inc.
Commitment for a real Win-Win…
What are the hotel’s objectives?
If you don’t know, find out!
RevPAR – Revenue Per
Available Room
RevPAR = Occupancy rate
X Average Daily rate (ADR)
***Free App – Apple Store:
RevPAR Calculator
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The Nitty Gritty of the Contracting Process…
Technical knowledge of contracts –
Best Practices
SAMPLE CONTRACT REVIEW
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Wendy Scott & Associates, Inc.
To Outsource or NOT…
Confessions of an Association Executive
(that would be me!)
Not a job threat – augments existing staff (or volunteers)
Time Savings - efficiency
Experience – additional collaboration
Contract review
Buying Power
Hotel Partnerships – Contract Templates
NSO Advocates; special rates & offers
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Wendy Scott & Associates, Inc.
Contracting and Negotiation Tips
See the big picture identify your strengths (and weaknesses)
Prepare and prioritize Engage and inform stakeholders Be ready to compromise – win-win mindset
Know each other’s objectives
Business IS personal - Maintain relationships Learn, apply and improve your skills and process
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Email: [email protected]
Tel. 919.412.2121
Wendy Scott & Associates, Inc.
Thank you!
Wendy Scott & Associates, Inc.
www.wendyscottassociates.com
Request:
Experient Guide to Room Block Management