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Ask and you shall receive.  That’s our motto when it comes to negotiating for added concessions in your hotel contract.  As former hotel sales managers we were trained not to give away anything unless you ask.  When requesting concessions make a wish list of everything you’d like to get and ask the hotel to provide those items and list them in the contract in a clause call Concessions.  Think in terms of items that have no or low cost to the hotel when requesting added incentives.  Here are some suggestions:

• Hotel management meets and greets your VIP’s upon arrival.
• Secure suites or rooms for upper management as close to the meeting rooms as possible.
• Preregister VIP’s so they don’t have to stand in line to check-in.
• Customize a complimentary welcome amenity incorporating the gift with the company’s logo – pastry chefs love creative challenges.

• Over-staff valet and bell staff upon peak arrival & departure times of your group.
• One complimentary room for every 40 rooms cumulatively.
• Early check-in or late departure without added charges.
• Assigning guestrooms on arrival day to your group first.
• Turn down service nightly.
• Suite upgrades for VIP’s.
• Group room rate offered 3 days prior to arrival and 3 days post meeting dates.
• Complimentary rooms for site visits.
• Discounted room rate for on-site meeting planners.
• Complimentary airport transfer for VIP’s.
•  Non alcoholic welcome beverage for each guest upon arrival.
• Complimentary guestroom and meeting room internet.
• Complimentary staff lunch in the meeting planners on-site office daily.
• Percentage reduction off of master bill.
• No charge for meeting space.
• Flip charts and easels at no additional cost.
• No fee for fitness center access.
• Receive and store boxes at no cost.

Requesting concessions is like making a birthday wish list.  You’ll want to make the list long and request as much as you can think of that will add value without increasing your budget or costing the hotel.  If items are offered by the hotel that have no merit (free local phone calls for example) give that back to the hotel in exchange for something that is of significance to you.  Remember this when negotiating concessions; ask and you shall receive.