In the events industry, hotels and event planners have worked side-by-side for decades. But In the events industry, hotels and event planners have worked side-by-side for decades. But much about the relationship between organizers and hoteliers has changed over the years, too. To improve how you deliver memorable experiences to your clients, it’s important to always be looking for new ways to solidify and strengthen your strategic partnerships, especially with hotel venues. Before you can set expectations with your accommodation partners, you’ll first want to identify what it really is you want most from the partnership. Here’s what many of today’s New York event planners are looking for from their hotel vendor colleagues.
Flexibility with Hotel Partners
If you learned anything from the past two years, it’s that you’re going to need flexibility from all your partners. And you’ll need to be flexible, too. Your hotel partners will understand, just as you do, that planning any kind of event today means not having the control we once did. But with one common goal to create the most memorable experiences for clients, guests, and attendees, you can both come together to carve out a plan with options. Approach each hotel venue partnership offering and expecting flexibility as a deliverable. And you’ll find you can overcome nearly every obstacle that presents itself.
Security and Safety
New York event planners need to trust their hotel partners will handle everything needed to provide a safe and secure environment. This includes security from a physical standpoint related to staff supervision. But it also implies other details like guests walking to their cars, social distancing requirements that may still be needed, secure room accommodations, emergency exit strategies, and even safety in food preparation.
Hotel Partnership Support
You’ll need strategic partnerships with every aspect of your event planning process. But with your hotel colleagues, you’ll also be looking for ways to exchange support with each other. Event planners will appreciate every added layer of support, from dedicated organizational contacts to additional resources. When coordinating with your hoteliers, be open about what support you need most. And ask what they need from you to reciprocate the partnership value.
Communication with Hotel Partners
The best way to stay ahead of event planning challenges is with communication. You are diligent about transparency and updates with your clients. You expect the same open dialogues from your vendor partners. For those hotel partners, you work with, set the expectations early about your need for robust communication throughout your pre-planning process, as well as for the duration of the event itself. Ask about who your contact is for ongoing questions or to make changes. Inquire about quick meetings or briefing sessions to ensure planning and accommodations are on track. And don’t forget to outline emergency contacts for last-minute problems that need to be addressed.
Added Value Propositions
When you work with hotel partners, you’ll have the basic agreement for venue and accommodations. But just as you provide added value components to wow your clients, look for hotel partners who can offer similar added benefits. Maybe it’s extra time to help decorate the event space. Maybe some guests can get a free upgrade to better rooms. Some hotels provide free shuttle services or discounts on in-house catering. Talk with your hoteliers about what you’re providing for your event clients. Then ask what they might be able to provide for you as an added value proposition, as well.
How have you changed your approach to strategic partnerships this year? Are you investing more time in developing strong hotel partnerships? Consider these suggestions to help develop incredible working relationships with your hotel vendors. And meet plenty more when you attend The Event Planner Expo 2022 and 10-Year Anniversary Celebration this October! Be sure to get enough tickets for you and your whole event planning team! Reach out to us for more information, too, regarding available sponsorship opportunities and exhibitor spaces.
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