Overcoming Event Planning Challenges
At a recent SITE Florida & Caribbean Conference, Teneo’s President, Mike Schugt, led a dynamic panel discussion featuring a seasoned meeting planner and a hotel sales executive. The conversation focused on the most pressing event planning challenges in today’s fast-paced and evolving event industry, including delayed contracts, rising service charges, and the complexities of post-pandemic event planning trends. With both planners and hotels feeling the pressure, the panel explored ways to build stronger partnerships and uncover solutions to overcome these obstacles.
Through candid discussions, the importance of collaborative event planning, communication, and flexibility emerged as key strategies to navigate these shared challenges. Below, we explore critical event planning tips and advice for both hotel partners and meeting professionals to foster more successful, win-win outcomes.
Key Challenges in Event Planning for Planners and Hotels
For Planners:
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Slow RFP Responses:
Planners often face delays in receiving responses from hotels, which can slow down decision-making in an industry where timing is everything. These delays are a frequent challenge faced when planning an event. -
Rising Costs and Fees:
From increased F&B pricing to hefty service fees for AV and early check-ins, planners are encountering unexpected fees that can throw off their budget. -
Inflexible Contract Language:
Planners are increasingly frustrated with rigid contract terms, resulting in unexpected fees or conditions that weren’t clearly outlined upfront—a major pain point in corporate event planning. -
Reduced Service Levels:
Post-pandemic staffing shortages have led to decreased service quality, leaving planners concerned that their event planning strategy isn’t being executed to the highest standards. -
Overwhelmed Hotels:
Hotels struggling to meet increased demand for meetings and events can leave planners feeling that their needs aren’t being prioritized, further complicating the process.
For Hotels:
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Delayed Responses from Planners:
Just as planners face slow responses, hotels often wait for planners to confirm details, making it difficult for hotels to plan efficiently. This “hurry up and wait” scenario is a common event planning challenge for hoteliers. -
Communication Gaps:
Planners who are stretched thin might not provide hotels with the necessary information promptly, causing inefficiencies. -
Short-Term Bookings:
The rise in last-minute bookings puts immense pressure on hotels to deliver top-tier service with little preparation time. -
Lack of Flexibility from Planners:
Inflexibility in dates or services can make it difficult for hotels to accommodate planners’ requests. -
More Decision Makers:
With more C-suite executives involved in the planning process, decision times are lengthened, a reflection of the post-COVID era’s cautious event industry trends.
Collaborative Solutions for Success
- Communication is Key
Clear and timely communication is vital for successful partnerships. Hotels should aim to respond to RFPs quickly and transparently explain pricing structures and any challenges in event planning they foresee. Planners, on the other hand, should provide timely updates on the status of their event and share contract expectations upfront to ensure alignment from the start. - Embrace Flexibility
Flexibility has become essential in the event planning industry. Planners who remain open to adjusting event dates or menu options often find that hotels can meet their needs more effectively. Similarly, hotels can improve relationships by offering creative solutions, such as adjusting F&B offerings or providing more flexible contract terms, which align with the latest event industry trends. - Build Long-Term Partnerships
Approaching meeting planning as a long-term partnership rather than a one-time transaction creates trust and mutual respect. Planners and hotels that build strong relationships are more likely to identify cost-saving opportunities and overcome challenges in event planning together. These partnerships set the foundation for smoother future collaborations, benefiting both sides.
Leverage Teneo’s Expertise
At Teneo, we understand the complexities of event planning and the importance of solid hotel partnerships. With our extensive experience and deep relationships with hotel partners, we support meeting planners in finding the best solutions to deliver exceptional client experiences while ensuring hotels showcase their unique value propositions. Whether you’re a planner looking for event planning tips or a hotel striving for excellence, Teneo bridges the gap to create successful, mutually beneficial outcomes.
Interested in learning more about how to create win-win solutions for your next event? Connect with the Teneo team and let us support your event planning strategy in today’s fast-changing landscape!
