Most people think sourcing, negotiating and managing hotel accommodations for cast and crew is a relatively straightforward affair. If you view it as simply rates and dates, then yes it is. But the job begins before you get a quote and continues long after the contract is signed. Miss a step or take a shortcut and you could be in a world of unnecessary pain. Here’s a breakdown of the main steps to secure and manage your hotel room block:
Define Requirements: Start by understanding the specific needs of the production. This includes the number of people needing accommodation daily, duration of stay, budget constraints, preferred location (proximity to shooting locations, amenities, etc.), and any special requirements such as meeting spaces or catering facilities.
Research: Research potential hotels that meet the defined requirements. Utilize online booking platforms for rates, industry contacts, and local resources to compile a list of suitable options. Consider factors such as room availability, room types, amenities, and reviews from previous guests. Remember: most hotels will not sell you more than 50% of their rooms at any one time so, if you need more than half the hotel’s rooms, you should add a second hotel (or more) to your block.
Contact Hotels: Reach out to the selected hotels to inquire about availability and negotiate rates. This can be done via phone, email, or you can ask Maritz to do it for you (we speak Hotel). Provide detailed information about the production’s needs and request proposals outlining rates, room availability, and any additional concessions, services or perks on offer.
Request for Proposals (RFPs): For larger productions or when dealing with multiple hotels, consider issuing formal RFPs to gather competitive bids. Maritz electronic RFP platform is ideally suited to issue detailed RFP to hotels simultaneously soliciting. The RFP should include detailed information about the production’s requirements, expected duration of stay, preferred amenities, and any special requests. Include a tentative rooming list or a room grid if you have one. Allow hotels sufficient time to respond with their proposals but most will reply within 48 hours.
Negotiation: Once you receive proposals from hotels, review them carefully and compare the rates and services offered. Begin negotiations with the hotels to secure the best possible rates and terms. Negotiable aspects may include room rates, complimentary amenities (e.g., breakfast, Wi-Fi, parking), cancellation policies, and contract terms.
Consider Value-Added Services: In addition to room accommodations, explore opportunities for value-added services that hotels can provide. This could include discounted rates for group bookings, complimentary meeting spaces, shuttle services to shooting locations, or customized catering options. If a concession has a cash value or offsets a planned expenditure, make sure to include that in your calculation.
Finalize Contracts: Once negotiations are complete and terms are agreed upon, formalize the arrangements by signing contracts with the selected hotels. Ensure that all agreed-upon details are clearly outlined in the contract, including room rates, dates of stay, cancellation policies, and any special requests or amenities. Gentlemen’s agreements are not enforceable so if you want it included, write it down.
Monitor and Manage: Throughout the duration of the production, maintain communication with the hotels to ensure that everything runs smoothly. You should be doing daily room counts to ensure accurate billing. Address any issues or concerns promptly and make any necessary adjustments to the accommodation arrangements. Keep an eye on attrition (room guarantee) so you don’t get caught out if there are last minute cuts or changes.
Post-Production Evaluation: After the production wraps up, conduct a post-mortem evaluation of the hotel accommodations. Gather feedback from cast and crew regarding their experience staying at the hotels, including any areas for improvement or suggestions for future accommodations. We suggest you also conduct a final room pick-up to confirm billing and to measure sourcing performance by comparing the initial contract spending with room nights actualized.
By following these steps, you can effectively source and negotiate hotel accommodations that meet the needs of the production while staying within budget ensuring a comfortable and enjoyable stay for the cast and crew.
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