Successful Meetings - August 2008 - (Page 41)

> Crude Awakening lower the number of coaches they need. “It’s a greener message: It saves the environment and your budget,” Baldearena says. She has also negotiated a fuel surcharge formula to be used as oil prices rise. If gas prices fall below $3.50 a gallon, the surcharge is 12 percent; at $4 a gallon for fuel, the surcharge is 15 percent; and at $5 fuel, the surcharge is 19 percent. The company has also asked for a six-month fixed surcharge rate from transportation vendors to protect clients from an unbudgeted charge if fuel spikes. Discounts and negotiated fixed surcharges are passed directly to clients, Baldearena says, but value-added amenities, such as chilled water for attendees during transfers, still come from Circa. Halcombe-Rasmussen says area meeting planners are increasingly choosing to organize regional meetings, instead of large national assemblies, and choosing destinations accessible to attendees via alternative transportation such as Amtrak. And planners are paying more attention to the details. “We do a lot more these days using internal office staff instead of contract labor, and we pass those savings on to customers,” says Baldearena. “For smaller groups, this has a huge impact.” Hotels are also becoming more open to getting more involved in group transportation. Those same Marriott Hotels and Resorts properties that are offering CMP-like amenities are also including this in the package—$500 in gas cards to distribute to attendees in $25 increments for events with a minimum of 25 room nights. “Deals on F&B, The Hyatt Regency meeting space McCormick Place is offering a Gas Saver Package for charges, and guests that includes a $25 gas other discounts card and complimentary parkare passed on to ing for one car per room, with the attendees a minimum two-night stay. through lower The hotel also offers shuttle registration fees.” service to city attractions. Guests staying six or more —Jennifer Green, nights at Nisbet Plantation on Louisiana Credit Union the tiny Caribbean island of League Nevis qualify for a free airport transfer to and from St. Kitts airport, a $275 value. As an SUCCESSFUL MEETINGS AUGUST 2008 mimegasite.com Negotiation Trends additional bonus, guests can enjoy a 20 percent discount off all car rentals. ROOMS FOR NEGOTIATION Many properties seem to be looking for ways to overcome a growing reluctance among leisure travelers to travel due to high fuel costs. And that can be good news for meeting groups. For example, some resorts in Hawaii are now beginning to offer all-inclusive pricing as an incentive as leisure travel dwindles, says Michael Murray, vice president of sales and marketing for corporate meetings and incentives at the Hawaii Visitors and Convention Bureau. “We do a lot Here’s how to take advanmore these days tage of this situation: Be flexible. This is a no-brainer. If using internal your event can be held on a office staff range of dates, or in more than instead of conone destination, then you’re tract labor, and more likely to score a great we pass those deal on rates. Perhaps a luxury property in a second-tier city savings on to is better for your top earners customers.” than a standard resort halfway —Darlene Baldearena, around the world. Look for creCirca Destination ative and cost-effective ways Management Co. to make the event special for attendees. Instead of individual spa treatments, consider offering a poolside yoga class to encourage relaxation. Allow attendees to mix their own personalized Scotch whisky blends for a unique take-home gift that can be combined with your F&B tab. And instead of a formal sit-down dinner, consider a relaxed yet upscale beach barbeque under the stars that both fosters networking and stays under budget. Even if you are locked in on when and where to have your event, showing some flexibility on other budget items, such as transportation or food and beverage, can help to reduce final costs. Know your group’s value. If your organization hasn’t been tracking meetings-related expenditures, begin doing so immediately. Three years of data, on both meetings and transient expenditures, can help you leverage better deals. Concentrate on the chains at which you do the most business, and promise them even more if they give you a better group 41 http://mimegasite.com

Table of Contents Feed for the Digital Edition of Successful Meetings - August 2008

Successful Meetings - August 2008 Contents Editor's Note Industry Trends Industry Events On the Record Technology Calendar Websites of the Month Personal Success Technology Talk Food & Beverage Pre-Event On Site Tools of the Trade Pre-Event Crude Awakening Oil’s Well Betting on Development The Stuff Dreams Are Made Of No Spa, No Dice New & Improved Bean Counting Places & Spaces Cleveland Palm Springs, Desert Resorts Midwest Meetings San Antonio Yucatan Peninsula Gurus

Successful Meetings - August 2008

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