Selecting a venue for an academic conference requires careful attention to detail, particularly when it comes to contractual agreements and fit. Overlooking key issues can lead to unexpected problems, making it essential to identify dealbreakers early in the process. Marischal De Armond, Conference Manager Software company president, shares insights on what makes or breaks a venue selection.
Poor Fit for the Conference
One of the most fundamental dealbreakers is a venue that doesn’t accommodate the event’s needs properly. “If they are trying to fit us in where it’s not a comfortable fit, that would be a dealbreaker,” says De Armond. The layout, available meeting spaces, and room allocations must align with the conference’s size and structure. If the venue is forcing a poor fit, it can negatively impact the attendee experience.
Unfavorable Contractual Clauses
Contracts can sometimes contain problematic clauses that pose significant risks to conference organizers. “We recently had one where some of the contractual requirements were really dicey as originally presented. We managed to get those removed, but if the venue hadn’t agreed to remove those requirements it would have been a dealbreaker.”
One particularly concerning clause is the “walk clause.” A walk clause typically ensures that if a hotel overbooks, they will relocate delegates to another hotel with compensations.
However, De Armond recalls encountering a more extreme version: “They had another clause that said we reserve the right to move your group in any number of rooms we want to any hotel we want at any time we want.” Such a clause can lead to significant logistical challenges and should be carefully scrutinized before signing any contract.
Discrepancies Between Proposal and Contract
Another major red flag is when the contract contradicts the initial proposal. Be aware of “when they promise something in the proposal and then their contract contravenes what they proposed in such a way that it’s now a different proposal,” De Armond warns.
For instance, if the proposal quotes a $229 per night room rate, but the contract lists $339 per night, this discrepancy needs to be addressed before proceeding.
Revenue and Efficiency Conflicts
Many hotels now have efficiency and revenue managers who scrutinize proposals before finalizing them. These managers may reject conference proposals that don’t align with their profitability models. “If our expected room block is 50% of the hotel, they might say on a group that is using 50% of our bedrooms, they should only be using 50% of our meeting space. And we come in and say we need 30% of your bedrooms but we’ll need 70% of your meeting space, they’ll look at that and say that’s not good for us.”
Additionally, revenue managers may reject proposals if they believe they can sell rooms at a higher rate. “They may say you’re looking for a room rate of $229, and the last three years we’ve always sold out over those dates and we expect we can get $399 for those rooms, so we can only sell you this room block if it’s at the rate we think we can get.” This makes it harder for organizers to secure competitive rates, especially in high-demand locations.
Final Takeaway
Choosing the right venue for an academic conference requires vigilance in reviewing contracts, ensuring a proper fit, and negotiating fair pricing. By being aware of these dealbreakers, conference organizers can make informed decisions and avoid potential pitfalls in venue selection.
