N.Y. Hotels Hit New Heights In Frustrating Negotiations

<B>N.Y. Hotels Hit New Heights In Frustrating Negotiations</B>

By Frank Rosci

The face of negotiating for hotels in New York City has changed dramatically in recent years, becoming even more of a daily struggle, said several meeting planners who are accustomed to the challenging, often grueling process.

"I continue to find negotiating with New York City hotels very difficult," said Jill Adler, president of Meeting Matters Inc. in Baldwin, N.Y., and the immediate past president of the Greater NY chapter of Meeting Professionals Inc. "They prohibit you from booking long term because, depending on the size of your program, they will not let you do so more than four months out on a program date. Most times the space is gone within four months. For last minute stuff and a small enough group, you may find what you're looking for. However, larger hotels seem to be booked with annual conventions, which seem to be given greater priority than average Joe meetings. I have been going through massive hoops to get meetings into New York lately." A great option no longer available, she added, is the city's convention and visitors bureau which has cut back on disseminating information, such as a calendar of events, and also now charges for it.

Another planner finding the going rougher than ever is Melissa Hollander, director of meetings and conferences at Executive Enterprises in New Rochelle, N.Y. "It's hard to negotiate when New York hotels are limited in available dates," Hollander said. "One way we are able to negotiate successfully is based on volume business we have for the city and our flexibility in working with open dates the hotels have."

"Flexibility, and I mean flexibility, is sometimes your only hope," added Adler. "You have to almost be willing to cut your numbers and have your meeting on days that might not be optimal. There just are not enough bigger space hotels.

The definitive factor influencing hotel negotiations for New York hotels today is simply the amount of available space, Adler said: "People think New York is so big and it is, and there are many hotels but not enough with much space. For a meeting for up to 75 attendees, there is a much larger and more reasonably priced selection, but once you get into needing more space and more rooms there is a very limited number of hotels from which to choose--maybe five or so. And with all that comes into New York, it's difficult to get space on the first go round."

At the National Business Travel Association in Alexandria, Va., a spokeswoman said small businesses again are being proactive regarding negotiations. "Industry groups are again attempting consolidated negotiations as a way to increase their buying power," she said. "Like-minded companies tried this in the 1980s with limited success, but small companies are giving it a shot again. It takes companies with similar travel policies and culture, along with a dedicated travel management staff, to achieve effective negotiated deals together."

Among key negotiating points used by Adler are knowing the purpose of the meeting, including having as much group history as possible and what the group can bring to the hotel; a sense of mutual respect, especially relying on each other as resources; being willing to swap things in and out based on what's really important to a group's success; and always getting everything in writing because sales people come and go often.

When it comes to last-minute room reservations, the give and take with hotels continues, Hollander said. "Last-minute room reservations are a challenge," she said. "Sleeping room blocks are usually released 30 or 21 days prior to the event so negotiated rates are based on availability after that time. If there is a relationship with the hotel, it will most likely do its best to honor the group rate. If not, we put travelers on a wait list and/or get them a room at a nearby hotel."

With regard to room types or run of the house, the hotels generally will have run of the house rooms and not lock a group into too many of one kind, Adler noted. "They either have it or they don't," she said. As for ensuring that travelers will always have a hotel room, NBTA's spokeswoman advised that planners book as far in advance as possible and again rely on that all-important flexibility.