When you are considering having your trade show at a hotel, the contract you negotiate should have an important aspect included: clauses. These clauses help make sure your trade show will go well with the service that the attendees experience. So what types of clauses should you consider adding? Here are some to keep in mind to help keep your attendee experience the best it can be.
Get great service in numbers: One performance clause that is good to add is to have a fixed ratio of a service member to attendees. This helps make sure your attendees have staff to assist them come trade show time. You can also ask for a certain number of hotel check in staff when your attendees are checking into the hotel when they arrive on day one (which your attendees will very much appreciate).
Reduce the fees: Ask the hotel to add in a reduction in parking or health club fees and always ask for the in-room internet access fees to be waived. If you can, see if the resort fee be lowered or waived as well. Speaking of fees, ask that the group rate be honored 3 days prior to and 3 days after the show, so if your attendee wants to extend for a vacation, they have a better rate.
Some clauses that just say ‘no’: It can be bad if the hotel oversells and ‘walks’ someone to another property location for the room. This can be particularly bad if it happens to one of your executives or a VIP. Add in a ‘no walking’ clause. You can also ask for a construction and remodeling clause, that if there is construction happening, it certainly doesn’t happen during the hours of the show, and if there is excessive noise, it can be stopped or a refund can be given.
Value added concessions can help your ROI: You can add in some value-added concessions, including a room ratio comp (maybe for every 40 rooms booked, you get a room free) to help you have ‘free rooms’ for your trade show staff. Also, if you are a trade show manager, ask for a suite upgrade for your top executives or key VIPs based on number of rooms booked or revenues spent at the hotel (you may be able to negotiate one for yourself as well).
Clauses can help your negotiations and add some service-focused language into your contract. By having the clauses pertaining to your event, it can also give you added peace of mind.