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Hints for Coordinating with Owners of Meeting Room Rentals

By Ashilly Fox Subscribe to RSS | January 26th 2012 | Views:

In the name of practicality and thrifty spending nowadays, good communication skills is often a requirement among events planners who are tasked to negotiate with customer service representatives regarding prices of meeting room rentals. It can be a little bit unfair to think that some meeting room rentals are posed at high prices when there could have been better choices that were of much affordable rental cost.

The first thing that an event planner can do is to collect a summary of available meeting rooms located at the vicinity of the corporate office itself in order to assure proximity and possibly lower expenses to be allotted for transportation. Once the planner is able to surf online the basic pays and services of a meeting room, then he or she can right away refer to her major criteria (appropriateness of the meeting room and available facilities offered) for selecting the appropriate meeting venue.

At this point, the remaining list of selected meeting rooms can further be classified according to the preference of the members of the committee.

Arrangement comes into scene when the planner has to negotiate regarding the meeting room rental price.

Before engaging into a conversation with the proprietor or with a company representative, the planner may wish to examine first the flexibility of the services of the meeting room rental. Could they possibly omit some services they don’t need at all such as that of catering service? That question is entirely important for the planner to know whether they can negotiate for a much cheaper rental cost.

Second to put in mind is the assessment of the full service of the selected meeting room rental. The planner may consider asking the proprietor if they could actually bring facilities of their own instead of paying for the services the meeting room additionally offers.

Upon having all these in mind, the planner may wish to talk to a representative first to thank them for their available services. The planner may wish to brief the representative how the meeting would go to present an overall picture of the event, following which is the negotiation for room rental.

Negotiation is more of presenting the information about what the company already has and what it still needs to avail from the chosen meeting room. Most of the time, the event planner is forced to reveal the real allocated budget of the company. This honest negotiation would further result into the requested flexibility of the services given that the proprietor is amenable for such minor changes.

Meeting room rentals can be just as simple as a small event space set up with basic conference facilities. Necessary negotiations are mandated to be conducted between the planner and meeting room owners for cheaper availing. Oftentimes, these meeting room rentals are chosen for their accessibility to transportation and city services – just enough to ensure convenience among event participants for their short-term stay.

Ashilly Fox - About Author:
82MERCER has two floor event space that is ideal as Conference Centers and Event Space in NYC. Many have only good words about this rental space in New York City. Visit Today and learn more.

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