Q. What do planners too often overlook when booking at a resort?
A. They neglect to compare apples to apples on bids. They should always check the service fees, lodging tax, parking fees, internet fees and other hidden charges. Resorts tend to have lower service fees, no parking fees, no resort or internet fees.
They should also prepare an RFP with a tentative agenda that shows meeting rooms and break-out rooms necessary for their event. Reviewing the history from their last event is always a great tool in preparing a good RFP.
It’s important to be accurate on their requirements for lodging and meeting space, and not overstate the number of rooms or meeting space their group will need. Some do this thinking it will get them a better rate, when in reality it may keep a resort from being able to bid on the event.
Additionally, planners should share their budget if they can, so that the resort can create the best package possible the first time around.
And finally, recognize that cancellation and attrition tend to be different with a resort. Where hotels offer 24-hour cancellation policy, resorts may require up to 30 days.
Q. What is the first and most important thing a planner should do when booking a resort for their retreat?
A. Go on an on-site visit. Overnight stays/tours are generally complimentary and give the planner a visual of where the lodging and meeting rooms are located. Many times with resorts, lodging may be a little more spread out or offered in different forms such as hotels or cabins. What’s more, resorts offer many amenities you may not find in a metro area, such as golfing, a marina, spa, team-building activities and evening bonfires. It’s beneficial for the planner to see and experience all of this first hand.
Q. What questions should a planner ask before booking at a resort?
A. Find out where the meeting rooms are located with relation to the lodging. Are they all in the same building or do they offer free shuttle service to the meeting space if lodging is spread out?
Q. What amenities should a planner look for in a resort?
A. Complimentary parking, no resort fees, complimentary internet, and no lodging tax. Also, many resorts offer golf, a spa, a marina with pontoons, speed boats or fishing boats, fishing guides and team-building activities. Bonfires are always a big hit for evening networking.
Q. Any other advice or tips?
A. If something seems too expensive, give the resort a chance to respond with alternate dates or creative packages to meet budget needs.
Again, compare apples to apples, and make sure your inclusive rates are the same. Service fees can vary from 15 percent to 25 percent depending on food and beverages or service.
Some additional details — resorts will most often offer one contract for your lodging, food and beverage needs. Banquet Event Orders (BEO) are set up for customer convenience with master-billing which is reviewed and signed off by the planner. And finally, make sure you are offered a rain-plan for any outdoor functions.
And most importantly, communication, communication, communication is critical to a successful retreat.
