Why A Meeting Package Is The Best For Planners?
Instead of spending hours and hours in booking a meeting place, a meeting package is the dream come true for meeting planners.
1. What is a meeting package
A basic package (or DDR) consists of conference rooms, guest rooms (depend on the package), refreshment, conference services, and technology. In most cases, the standard catering service is included depending on the venue’s capability or type of packages.
The technology matters relating to meetings might include microphone, TV screen, LCD projector, flip chart and so on. In cases of large conferences, planners should seek for a package that includes stage, podium, and A/V system that tailored for their needs.
Other items, for example, WIFI, might vary for different venues. Some might require guests to log in to access while others offer free WIFI for the whole premise. Planners can review the Internet offer in the package description.
Many venues enable planners to order extra equipment for their meeting needs. So, don’t hesitate to contact with the venues even after you have booked the package. All upgraded items will be added to the package price.
2. What are the benefits of meeting packages?
At the very least, a meeting package saves planners from the labor of searching for all the necessary services for the meeting. Moreover, by using a completed package, the host organization can expect a non-surprise master bill afterward.
For venue providers, the financial benefit coming from meeting packages is obvious. This Report from ICCA shows that 90 percent of meetings are booked with the meeting packages.
The ease booking process and non-surprise approach give the clients confidence that there are no hidden cost or streams of add-ons.
3. Why are meeting packages still subtle?
With all advantages, the inclusive of meeting packages into the booking process is a no brainer.
Yet, there are some issues that make the venue owners seem reluctant to adapt this model to their meeting sales strategy.
In spite of working in one of the most dynamic industries, many venue providers tend to stick with their own, old-fashioned way of doing business.
The traditional ways of communication give the venues the upper hand in the whole booking process and add-on features.
Besides, the problem of exposure also prevents venue owners from revealing their meeting package offers.
But let’s face it, in this era of information overload, all actions to try to hide information nowadays is just like pushing the water uphill with a rake.
For meeting planners, we used to make initial contracts with particular venue chains for some discounted offers.
This practice is convenient for occasional medium and small meetings. Yet, by doing this, our hands are tied in any case of abrupt changes that might happen.
The other problem is, currently there is no platform or website for meeting package listing and prices. Thus, event planners spend thousands of euros for DMC or Travel Agency to take care of meetings or events at a foreign destination.
All those matters can be disrupted by one thorough, unified single platform for all meeting packages.
4. In conclusion
The fact that more and more venues are adapting meeting packages into their services displays a major shift in the MICE industry. As for meeting planners, there are some tips that help you get the best out of your meeting package deal:
- Ask the venues for their meeting packages
Most venues have tailored packages (or Day Delegate Rates) for meetings and events, even though they are not displayed on the website. Thus, after selecting the venues for your meeting, contact them and ask about the full meeting packages.
- Always check the facilities included in the package
Although the offers vary from place to place, the standard essences of a package, which are meeting rooms and catering services, are the same. Other features, on the other hand, are flexible. Hence, always make sure to review all the equipment before confirming the packages.
- Customize your meeting packages
After confirming the package offer, you can request extra features by contacting the venue. By doing so, you have full control of what will be used and avoid any surprise fees that may occur after your meeting.
meetingpackage.com is a marketplace providing wide ranges of standardized meeting packages, including meeting rooms and catering services. Besides, our platform also aims to make the communication between venues and event planners more efficient and faster. The official international launch is in January 2016.
