As someone planning to organize an event, the venue is most likely the most expensive cost item on your budget. Finding a venue can be one of the most challenging and important aspects of planning an event. You will want to make sure that you find the perfect venue. Below are proven strategies that will help when negotiating for venues/hotels.

#1. Be flexible on dates and space

Most time hotel managers increase prices during peak periods because demand gets high. So be sure to schedule your event during non-peak dates to get the best bargain or to book the venue a long time in advance. Also, if a planner is flexible on their space requirements, it is likely they can find an optimal price.

#2. Be realistic about your head count

Make sure you don’t over estimate when it comes to your head count and the features you need. A high head count will lead to a high estimate for food and beverage and a larger reserved room block. This can mean you may not be interested in a venue that may be offered at a good price.

#3. Consider your options

Hotels generally come with a higher price tag in terms of food and beverages as they don’t specialize in many events. Also even though non-hotel venues may charge you for the event space, the savings you will see from using an outside caterer and other vendors may make it worth it to hold the event away from a hotel.

#4. Don’t fight the venue manager

The venue staff will be one of your biggest assets in making sure your event is a success, so establishing a positive relationship will be for your own good. In addition, you may want to book future events with the venue and so a good relationship is required so you want be turned down. Approach everything as a negotiation and don’t make unreasonable demands or ultimatums that make them reluctant to work with you.

#5. Don’t rush

Once you have set your budget and your schedule for booking a venue, you should not let any sales ploys move you off course. Some venues will say that they have another party that is interested in booking the same space as you for the same time period. Or that they don’t typically lower their prices because they have a premium venue that is in high demand. Most times these are not true. Once you have set your budget and your schedule for booking a venue but it’s your responsibility to see through the sales tactics and not allow them to take you off course or rush in making decision.

Never accept the price you are first given for a venue. Remember that everything is negotiable if only you use the right approach.

Thanks for reading this article, we hope it helped.