Meeting and Venue Negotiation

SITUATION

A personal care health provider hired Fox World Travel’s meetings and incentives division to source and manage their national meeting for 500 attendees in Las Vegas. After providing many options, Fox secured a contract with one of the proposed properties, including:

• $147 room rate, down from $169. ($31,570)
• $20 per room, per night rebate to offset resort fee. ($28,700)
• Complimentary meeting space with $95,000 food and beverage minimum.
• 30% discount on food and beverage minimum. ($38,000)
• 10% discount on A/V. ($8,000)
• 15 complimentary upgrades. ($40,000)
• 8 complimentary suites. ($22,400)
• 100 complimentary tickets for the High Roller. ($3,000)
• 10 complimentary tickets to Jersey Boys. ($3,700)

Initial Savings: $175,370

Unfortunately, less than 30 days prior to the event, Fox was notified that the hotel had to take three floors and approximately 1,000 rooms out of commission during the client’s program due to mechanical problems with the hotel’s heating and cooling system. The option offered was a sister property which did not fully meet the expectations of the client.

SOLUTION

Fox worked with the hotel to negotiate additional savings and concessions on the client’s behalf. We were able to secure:

• Complimentary storage. ($2,500)
• Complimentary nightly room amenity. ($5,000)
• Keep the VIPs and upgrades at the original hotel.
• Complimentary VIP transfers. ($2,000)
• Complimentary portage during arrival and departures. ($1,000)
• Waived fire marshall fees not to exceed $2,900. ($2,900)

Additional Savings: $13,400

DISCOVERIES

In light of the challenges, the client was very pleased with the outcome of the program. Fox was able to go above and beyond to secure concessions based on the client’s needs and gained a number of financial benefits to increase the client’s and attendees satisfaction.

• Initial savings. ($175,370)
• Additional savings. ($13,400)

Additional Savings: $188,770