Do you ever feel like you are not getting the best deal from suppliers? Do you have the feeling that not all fees are being disclosed to you upfront? And then, on top of it, you need to provide updated numbers for budget meetings and show a forecast of the spending to the annual budget for conferences. We can feel the stress building up just by asking the questions! But it's you, who is affected the most by those circumstances. To help you, we created a special service called Event Forensics. When you look at the term “forensics”, it has few meanings, but when we created the service, we focused on this one especially: "scientific analysis of physical evidence (as from a crime scene)" (source: https://www.merriam-webster.com/dictionary/forensic). How this service helps meeting planners is it analyzes "physical evidence" from past conferences, for discussion or debate. And in our world, negotiations with suppliers. After all, negotiations are a discussion or a debate, right? Our sourcing and contract negotiation services, always start with event forensics. Schedule your free consultation here . Let us tell you how this service works . When we start working with you, we will ask you to upload all necessary contracts and invoices from the last three conferences you held. For every $ that you have spent during the conference, we will assign it a category and input it into our proprietary tool. We will compare your contracted room block to the actual number of rooms occupied. If you ended up with an overflow hotel or two, we will input that data as well. We will compare your contracted food and beverage minimum to your actual spending. We will track every meal and f&b function you have had in the hotel and off-site. If you had separate meals for staff, we would track them in a separate column. Production, AV, labor, set up fees, corkage fees, bartender fees, transportation, entertainment, shipping, security, etc. we will input all of those and compare those for you year after year, so you have data from at least the last three years in front of you. If this sounds like a service you need, click here to schedule a free consultation. At the end of our Event Forensics service, you will be provided with a customized "dashboard" where you will be able to gain high-level insights of trends, with recommended customized strategies for future programs. You will know EXACTLY what your conference's economic impact on the destination is. As a final attribute, this service will help with creating the most accurate RFP needs and be ready at any point of the year for budget meetings and updates. One of our clients, with the help of Event Forensics, got rid of overflow hotels for their conference, started sourcing larger hotels for all attendees to stay in the conference hosting hotel, revised the contracted f&b minimum to leverage more concessions, and was ready for budget meetings with CEO, COO and Finance Committee. We would love to help you create unmissable events. Schedule a call TODAY!

Managing room blocks can be one of your most challenging tasks. Room blocks, the reserved sets of hotel rooms for event attendees, are crucial for ensuring that your participants have a comfortable and convenient place to stay. To help you navigate this complex aspect of event planning, here are some essential tips on room block management. 1. Understand Your Audience Before you even begin to negotiate room blocks, it's vital to have a clear understanding of your event's demographic. Consider factors such as the average budget of your attendees, their preferences for accommodation, and any specific needs (e.g., accessibility, family-friendly options). This insight will guide you in choosing the right hotel(s) and in negotiating terms that best suit your attendees. 2. Start Early Hotel accommodations can fill up quickly, especially in busy seasons or around large events. Starting your room block negotiations well in advance not only ensures availability but also gives you leverage in negotiations. Early planning can lead to better rates and more favorable terms. 3. Negotiate Wisely Negotiation is key in room block management. Don't accept the first offer; instead, use your event's potential to leverage better rates or perks. Consider negotiating for complimentary rooms based on 1 per X rooms reserved should be complimentary, reduced rates for early bookings, or amenities like free WiFi or breakfast. Remember, everything is negotiable. If you need help negotiating your future contracts, drop us a line ! 4. Communicate Clearly Effective communication with both the hotel and your attendees is crucial. Ensure that the terms of the room block, including booking deadlines, cancellation policies, and room rates, are clearly communicated to your attendees. Use multiple channels to disseminate this information, such as emails, event websites, and social media platforms. 5. Monitor and Adjust Keep a close eye on your room block uptake. If you notice that rooms are being booked faster than anticipated, consider negotiating additional rooms to accommodate more attendees. Conversely, if bookings are slow, you may need to adjust your marketing strategies or renegotiate the terms to avoid penalties for unbooked rooms . 6. Leverage Technology Several software solutions can streamline room block management by providing real-time data on bookings, attendee preferences, and more. Utilizing such tools can save you time, reduce errors, and provide a better experience for your attendees. Ask hotel what kind of software they use and ask to be set up in the system. 7. Plan for Attrition Understand the attrition clause in your contract, which refers to the penalty for not filling a certain percentage of reserved rooms. Negotiate this clause to be as flexible as possible, and have a contingency plan in place for filling rooms, such as marketing to a wider audience if initial bookings are low. 8. Build Strong Relationships Cultivating strong relationships with hotel representatives can be incredibly beneficial. A good relationship can lead to better deals, more flexibility, and valuable support in managing your room blocks effectively. 9. Gather Feedback After the event, gather feedback from your attendees regarding their accommodation experience. This information is invaluable for improving future room block management and ensuring that your attendees' needs are met. 10. Learn and Adapt Each event is a learning opportunity. Reflect on what worked well and what could be improved in your room block management. Continuous learning and adaptation are key to becoming proficient in this complex aspect of event planning. By applying these tips, you can ensure a smoother process, happier attendees, and ultimately, more successful events. Remember, experience is the best teacher, and every challenge is an opportunity to learn and grow in your role.