Tough Times Leads to Relaxed Contract Terms/Extra Perks for Groups August 11, 2009
By Donna M. Airoldi
Times may be tough, but for planners whose organizations are still holding meetings and incentives, there are, not surprisingly, a bevy of deals and discounts available for the group market, along with up-front relaxed contract terms.
"Over the course of the past twelve months, we have tried to work with the incentive houses to offer the best deals available," says Donald Foste, director of groups and incentive sales for Occidental Hotels & Resorts (OHR), which has properties in Mexico, Costa Rica, Aruba and the Dominican Republic. "Instead of making things like upgrades, complimentary rooms and attrition/cancellation policies part of the negotiating process, we have revamped our policies to make them part of the original offering in the proposal."
One big change for Occidental was to transition from a complimentary room policy to a complimentary guest policy, says Foste. Instead of earning a comp for every 35 to 45 rooms booked/paid, it's now for every 20 to 30 guests booked/paid. The number varies depending on the time of year that the group travels.
Attrition and cancellation rates are more lenient up front too. "In light of the current economy, OHR has found that groups are delaying the signing of the contract due to uncertainty in regards to the actually number of people attending the incentive or for fear that they may have to cancel if they start to/continue to have a down turn in business," says Foste. "Our standard attrition and cancellation penalties used to start at one hundred and twenty days prior to arrival; we have now adjusted this range to start at ninety days prior to arrival and have allowable attrition up until the day of departure."
Additional deals include discounts on spa and golf. The new lenient policies and perks are offered to groups of 10 or more who book by December 15, 2009 for travel through December 18, 2010. For more information, call (877) 284-0935 or visit http:// www.occidentalhotels.com/groups.
Other companies are pre-packing meeting and incentive specials, or targeting their pitches around results and return on investment (ROI).
The Ritz-Carlton Hotel Company, battling the public backlash against luxury brands in general, is trumpeting the message "It's Not Extravagant, If It Produces Results." "As companies look ahead, we are encouraging organizations to realize the value of a truly results-oriented meeting," said Bruce Himelstein, corporate senior vice president, sales and marketing at Ritz-Carlton. "[Our brand] uniquely creates environments that maximize productivity and efficiency of meetings, and pride in your employees; our efficiency and excellence in planning and execution are second to none."
The company currently offers a "Meetings Within Reach" package for groups of 10 or more that includes daily continental breakfast, a general session meeting room, high speed Internet access in one meeting room, 20 percent savings on audio visual needs and select suite upgrades. Meetings must be booked by September 30 and held by December 31, 2009. To book a meeting, visit www.ritzcarlton.com/meetings.
EPIC, Kimpton's new lifestyle, boutique waterfront hotel in downtown Miami, is offering a special sale and discounts for new groups and meetings booked between now and September 30, 2009. Group room rates start at $119 per night, per room, with a 10 percent discount off of master account folio charges, and a creative meeting concept consultation. The offer can be combined with the benefits available through EPIC's Pick-Your-Perks meeting program offered by Kimpton, which gives meeting planners new ways to customize meetings. Through the Pick-Your-Perks program, groups receive the choice of one of the following: a two-hour complimentary boat cruise departing from the hotel’s private marina, or 10 percent off published menu prices, along with discounted meeting room rentals, upgrades for VIPs, discounts for future bookings, and more. Planners also receive an American Express gift card based on the total combined group revenue, or the option to donate the value of the card to their favorite charity. For more information, visit www.epichotel.com/miami-event-planning/index.html.
With the "Flexible Meetings" program at Loews Portofino Bay Hotel at Universal Orlando, meeting planners receive 10 percent of the total room revenue in added value that can be applied toward a variety of services, including audio visual needs; spa, business center, or food and beverage credits; airport transfers; in-room Internet; VIP amenities; and more. For more information, call 866-563-9792, or visit itsWebsite
The 320 Guest Ranch in Gallatin Gateway, MT, has announced the extension of the "Exceptional Value Social Events and Meeting Rates" it introduced in the spring to this coming fall season, with rates from just $59 per person, per night. The deal includes a hot breakfast each morning and basic facilities and amenities. A 10-room minimum purchase is required, and events and meetings must take place between September 15 and December 31, 2009. The deal includes complimentary use of the ranch’s conference center, wireless Internet access, service support and, for meetings, pencils, pads and flip charts as well as conference service support. Audiovisual equipment is extra. To learn more, call (406) 995-4283 or (800) 243-0320, or visit www.320Ranch.com.
The Renaissance Resort at World Golf Village, which completed a $10 million property-wide renovation in July 2008, is offering a "Beat The Recession Group Package" for new programs with 20 or more rooms for a minimum of two nights booked and held by June 30, 2010. Perks at the St. Augustine, Fla.–property include up to 10 suite upgrades (based on availability); 10 complimentary tickets to the adjacent World Golf Hall of Fame; 25 percent off of audio visual pricing; 25 percent allowable slippage on contracted room blocks; a free guest room for every 35 paid; free meeting room rental; plus golf and spa credits, Double Marriott Rewards Points and a 2 percent room rebate to the master account. Rates start at $89 per night, per room. For more information, call (888) 740-7020, (904) 940-8000 or visit www.worldgolfrenaissance.com.
Cape Cod's Ocean Edge Resort & Golf Club, which recently added a new 4,500-square-foot ballroom, is giving groups ice cream meeting breaks. Attendees can select from ice cream sandwiches, popsicles and other frozen delights as an afternoon pick-me-up. This sweet offer is valid year-round. For meeting reservations and information call (800) 811-3457, e-mail meet@oceanedge.com or visit www.oceanedge.com.
Groups that book 25 rooms or more by December 31, 2009 at the Sanctuary on Camelback Mountain in Scottsdale can get use of a private estate house, perfect for pampering a top VIP. Select private homes available, subject to limited availability, and not valid with any other offer. Call (800) 245-2051, (480) 948-2100 or visit www.sanctuaryaz.com.
The landmark Taj Boston is offering meeting planners the opportunity to be masters of their next meeting domain with its "Ultimate Takeover Package." Book 100 or more guestrooms, and your group will be the only group in-house for the duration of your meeting. Contact John Worthington, Taj Boston associate director of group sales at john.worthington@tajhotels.com.
Atlantis Unveils Individual Incentive Certificates The Atlantis Paradise Island resort in the Bahamas is now offering group planners customizable individual incentive award certificates that can include accommodations, airport transfers and a wide range of dining and entertainment options.
Harrah’s Sticks To Its Formula for Successful Meetings The Las Vegas Meetings by Harrah's sales team is continually improving its one-stop-shop model for seven properties that makes the meeting planning process easier for planners.
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