The Method
01
Assess Event & Guest Needs
As part of the GHS 360 venue match process, we start by defining the purpose of your event, identifying the audience, and clarifying the goals to ensure alignment with your vision. We then outline both preferred and alternate event dates, building in flexibility to maximize venue options. Our team estimates the required room blocks based on peak nights, total rooms, and guest mix to secure the right accommodations. We specify the meeting space requirements for sessions, audiovisual setup, and capacity needs. Finally, we plan for any special requirements such as accessibility considerations, VIP arrangements, and desired amenities so that nothing is overlooked.
03
Financial Terms
We confirm room rates, applicable taxes, and any escalation caps to ensure budget certainty. We secure valuable concessions such as complimentary rooms, upgrades, and other perks to enhance the guest experience. Our team sets cut-off dates for releasing unbooked rooms, protecting your room block and optimizing availability. Finally, we define attrition and cancellation policies, including rebooking options, so that your event remains flexible and fully supported.
05
Operational Terms
We list all resort fees and mandatory group charges to provide full cost transparency. We define food and beverage minimums, review menus, and confirm pricing to align with your budget and event needs. Our team verifies audiovisual and technology availability and finalizes related agreements. We review policies for outside vendors, including any associated fees, to prevent unexpected costs. Finally, we ensure compliance with union labor and staffing rules so your event operates smoothly and within regulations.
07
Post-Contract Planning
Finally, we document all verbal and written promises in the contract to ensure accountability. We brief your internal team on deadlines and responsibilities so everyone is aligned. We establish onsite escalation contacts to guarantee smooth event execution and immediate resolution of any issues.
02
Market & Rate Context
Next, we identify seasonal patterns and high-demand periods that may impact rates and availability. We compare competitor hotels on pricing, concessions, and amenities to ensure you get the best overall value. Our team leverages brand loyalty benefits, including reward points and complimentary nights, to maximize savings and perks. Finally, we continuously monitor market trends such as staffing levels, ongoing renovations, and major local events to anticipate any potential impact on your program.
04
Risk & Protection
We ensure contracts include force majeure clauses to cover pandemics and other disasters. We add protections against hotel construction or renovations that could impact your event. Our team negotiates rebooking or credit terms without penalties to maintain flexibility. We require performance and service guarantees from the hotel to safeguard your program’s quality. Finally, we clarify insurance and indemnification responsibilities so that all risks are properly managed.
06
Negotiation Strategy
As part of the GHS 360 venue match process, we lock in must-have, non-negotiable contract clauses to protect your event priorities. We identify flexible concessions that can be traded to maximize value. Our team leverages multiple bids to increase negotiating power and drive favorable terms. Finally, we time negotiations strategically to align with periods when hotels are most flexible, ensuring the best possible outcomes.