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9 Negotiating tips to save money – planning a conference or event in Ireland

On 27 January, 2009 by Ciara Feely Comments (3), leave your own!
Categories: Conference Venue Tips, Conferences on a budget, Negotiating Rates, Smart organising tips
Conference and banquet Charleville Cork

Conference and banquet Charleville Cork

Negotiate your way to a great conference venue or meeting place…..

Alternative meeting space Carrick Cineplex

Alternative meeting space Carrick Cineplex

There are great deals to be found in Event Venues in Ireland right now, so it is the perfect time to book a conference meeting or event .   There is great value for money to be got  in arranging conferences, meetings or events, hotels and venues are willing to negotiate their rates, however, do remember that it needs to work for both sides, if you negotiate too much and leave tight margins for the hotel, servicing of your event may suffer.

Finding the right venue is time consuming, so if you are time short – you can outsource it to a venue finder for free…. and/or follow this advice which has been gained after many years of working in the industry.

Conference Venue options Cork

Conference Venue options Cork

• Don’t accept the first rate quoted, ask is that the “rack rate” or your best rate and see what is on offer.
• Weekend conferences tend to be better value if you are booking a business hotel.  Otherwise you will run into the problem of not being able to book a Friday or Saturday because of wedding bookings.
• Generally book off peak – January and February, March if booking in a tourist area, on a Monday at any venue or during the summer for business hotels.
• You will have most negotiating power on the meeting room rental if there are sufficient tea/coffee breaks, meals and such other revenue generating opportunities for the venue.

Try meeting in a cinema!

Try meeting in a cinema!

• Be clear from the beginning as to what you require, give as much detail as possible so that you can get an accurate quote, there is nothing worse than getting a surprise add on to the bill because every detail was not communicated – for example is the screen and projector included??
• If you book a number of events throughout  the year, let the venue know, if you consolidate your conference or event bookings with the one venue you will have more negotiating power.
• If you have accommodation needs, even less than 10 rooms, be sure to communicate that.  Hotels have larger profit margins on selling their guestrooms over food margins.�
• Drink is the next best profit margin for a hotel, so if your crowd will enjoy a few drinks in the hotel, make sure to let them know!
• A great way to encourage more networking at an event is to arrange a drinks reception the night before or after the event, perhaps get it sponsored.  Venues will look favourably on this as it is a great revenue generator for them.

Finding the right venue is paramount to any event, even though you may be planning a conference or event on a budget, if you get the venue wrong, the event will not be as effective, will not lead to the desired result and so be a waste of  the valuable event budget.

There will be more tips next post!

If  found this article of interest, you should check out the following articles –

How to arrange a conference on a shoe string budget!

Team building event ideas

How to decide on the best set up style for your conference
For tips and advice on venues in Ireland, feel free to contact me -

Ciara Feely
Venue Finder
www.FindaConferenceVenue.com
Ciara  <at> Find a conference venue <dot> com.
353 (0) 26 21015  (Ireland)

Tagged: carrick cineplex, charleville, conference venue ireland, cork
3 Comments
  • Pingback from Cheap Hotels in New York City are in Plenty | Cheap Hotels on 28 January, 2009 @ 8:42 am

    [...] How to negotiate rates with venues and win all round! « Corporate … [...]

  • Comment from ciara feely on 28 January, 2009 @ 9:34 am

    Does anyone have any more tips on negotiating with hotels or venues for Conferences, Meetings or events??

  • Pingback from More ways to save money on a conference in Ireland. « Corporate Event Venues, Venue Finder Ireland on 26 August, 2009 @ 7:28 pm

    [...] arranging a conference in Ireland.  This is great news as it really does help to make Ireland even more competitive as a destination for Conferences in [...]

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    Welcome to the blog of Ciara Feely, the founder of FindaConferenceVenue.com, Ireland's expert on Conference Venues in Ireland. Ciara offers a free service researching and giving advice on venues in Ireland for Conferences, Meetings and Events. Just call or email her. The website is a comprehensive listing of over 500 venues in Ireland – independently search for venues and send an enquiry directly through to the venue.
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