Need to Know: Meetings in 2010
by Apryl Chapman Thomas

Here’s some good news:

For meeting planners, it’s a “buyer’s market,” according to Paul Drake, director of conference sales at Amelia Island Plantation in Florida.

“It’s an exceptional time to find great meeting values at hotels. We encourage corporate, incentive and association clients to take advantage of these values and to provide their clients and organizations with an excellent return on their meeting investment.”

As the meetings landscape continue to evolve, meeting properties are staying a step ahead by anticipating planners’ unique needs and wants by offering various packages and incentives to gain their business.

Drake adds that the incredible deals are plentiful across every level of property:

“Meeting planners recognizing this fact have increased their concession lists that often exceed the outstanding deals that properties are offering. This trend has accelerated over the past two years, and it will be challenging to slow it down. As demand increases, we expect the offers of concessions from properties to decrease, but this will take several years.”

Eric Jellson, director of sales and marketing at EPIC Miami, a Kimpton Hotel, says that even though meeting planners are expecting great value nowadays and that properties are being more creative about how they price value-added options, many are still waiting before they book anything.

“A block of 150 to 200 rooms in the last five years would have been booked out about a year in advance. Now it’s a shorter timeframe,” he says. “Regardless of the industry they represent, planners are holding off on signing anything. Money doesn’t move forward until they are sure they have the best deal.”

Jellson stresses that properties need to understand the needs of the individual, and not only the planner’s, but also the needs of the industry represented as well.

And what about those deals or incentives to get the planners to consider their properties?

“The Kimpton brand offers ‘Pick Your Own Perks’ program, and we at EPIC have elevated it some,” comments Jellson. “For instance, with a group of 50 or more, we offer a boat cruise that leaves from our dock. It’s a downtown experience with a resort twist. For planners looking for an off-property event, this saves on the motor coach fees and some other costs. More importantly, it’s a great surprise to attendees.”

In addition, the property offers complimentary wi-fi as well as complimentary access to the fitness center.

“These are things that are important to all travelers, but for business travelers, this is considerable savings. Ten dollars here, ten dollars there makes a difference,” Jellson says.

At Amelia Island Plantation, Drake says they’ve evaluated the items that provide the most ROI for their valued clients.

“Our new free golf program provides complimentary golf, airport transfers, a welcome reception and a variety of discounts on items like audio-visual equipment rental. Combined, this program provides over $300 of savings per guest, representing a significant savings to our client’s meeting budget,” Drake says.

In addition, Amelia Island Plantation has also increased the amount of allowable attrition for its corporate groups and extends attrition-free offers to its association clients.