Beyond Need Dates: Finding Value in Corporate Event Booking

Planning a corporate offsite can be a challenging and time-consuming task. One of the key factors to consider is finding the best value for the money spent on the event. Many meeting planners rely on the traditional method of “need dates” to negotiate with hotels, but there are other ways to find value for your corporate event.

What are “need dates”? These are the dates that a hotel has not yet booked for a particular season or period. The hotel wants to fill these dates, and they are willing to offer lower rates to groups that book during these times. Meeting planners often use this to their advantage by searching for “need dates” to get the best rates possible for their corporate event.

While “need dates” can be an effective way to save money, there are other methods that can be just as effective, if not more so. Here are three key strategies that meeting planners can use to find value for their corporate offsite.

1. Be Flexible with Your Dates

One way to find value for your corporate offsite is to be flexible with your dates. If you are willing to hold your event during a less popular time of year, such as the off-season or mid-week, you may be able to negotiate better rates with hotels and venues. This is especially true if you are willing to book your event far in advance or at the last minute.

2. Negotiate Based on the Value of Your Business

Another strategy to find value for your corporate offsite is to negotiate based on the value of your business. If you are a frequent customer or have a large group, you may be able to negotiate better rates and perks from the hotel. This is because the hotel wants to keep your business and is willing to work with you to meet your needs.

3. Use Technology to Your Advantage

Finally, meeting planners can use technology to their advantage when negotiating with hotels and venues. There are several online platforms and tools that allow planners to compare rates and services across multiple properties, which can help them find the best value for their event. These tools also provide transparency in the negotiation process, making it easier for both parties to agree on the terms of the contract.

In conclusion, while “need dates” can be an effective way to save money on a corporate offsite, there are other methods that can be just as effective, if not more so. Meeting planners who are flexible with their dates, negotiate based on the value of their business, and use technology to their advantage can find the best value for their event. By using these strategies, meeting planners can save money and create a memorable and successful corporate offsite for their clients.