Experts are unanimous about the global competitiveness that destinations, convention facilities and hotels are facing. Not only are new properties being built, expanded or modernized, but also new types of venues are starting to host events such as smaller remote hotels, educational establishments, historical sites and movie theatres.
In this increasingly competitive meetings and conventions market, one of the ways to cultivate existing and new relationships is to provide exceptional service. Over and above flawless front line service, there are things that hoteliers can do to make meeting professionals’ life easier.
1. Provide facilities that suit their needs
For hotels that are building new, expanding or renovating existing meeting and convention facilities, an opportunity exists to address the latest market needs through space configuration. One of the trends seen in the marketplace is the need for more breakout space. To attract a greater number of attendees, meeting professionals include a wider variety of educational choices such as seminars and customized training sessions. This increases the demand on breakout space.
2. Promote security and safety
Safety and security, if not taken seriously by the hotelier, could keep a meeting professional awake at night. Take the lead and discuss your safety and security features with them before they ask. Include your dedicated safety and security staff as part of the site inspection. If you are developing new space or renovating existing space, ensure to include safety and security technology upgrade costs into the capital budget.
3. Put your skills to their service
To show that you have considered the planner’s budget and needs, help them to gather the information that they need to evaluate the return on the event, to report to the executive or their clients or to show the costs savings/avoidance they have benefited from partnering with you.
4. Become a preferred vendor
Do not give the meeting professional any reasons not to select your property. Initiating the process of becoming a preferred vendor can save you time later, especially considering that lead times are getting shorter. Also, make sure that you have an easy quote request and proposal process using similar technology as your clients.
5. Establish partnerships
Some meeting professionals find it easier to deal with one large supplier rather than a multitude of smaller ones. In the case of smaller properties, it could be of interest to partner with or subcontract complimentary suppliers to bid on a piece of business, which could be an advantage when competing with larger vendors.
6. Make International business look seamless
Making planners look like a star will enhance your property’s reputation. To minimize challenges faced by meeting professionals from abroad, stay aware of the fluctuating exchange rates, as it may alter a budget considerably. Providing quotes in their currency of choice, and outlining the time difference in deadlines and communications can impress a planner. Other advice could include paper size, use of logo, dress code, vacations and attitudes towards alcohol.
If you want to get some direct input into the development of new space or renovation of existing space, give some consideration to contacting a few meeting professionals. Three of the most active organizations in Canada are Meeting Professionals International “MPI”, Professional Convention Management Association “PCMA” and Independent Meeting Planners Association of Canada “IMPAC”. They can be reached via their websites at www.mpiweb.org, www.pcma.org and www.impaccanada.com.
Melanie Prevereault, PKF Consultant
Member of Meeting Professionals International and
Chair of Toronto Chapter – Monthly Meetings Committee
