Ensuring a Seamless Stay: Navigating Hotel Availability for Your Next Healthcare Meeting

Navigating hotel availability for pharma and other healthcare events in 2023 requires a strategic approach, given the changing landscape of the event industry. Now that in-person events are back, 41% of pharma, biotech and medical devices companies have increased spending on professional conferences. With such substantial investments, it’s crucial to make the most of your hotel bookings. Here’s how to do it:

Embrace Flexibility

Recognize that the hotel landscape in 2023 may not be as accommodating as it was in the past. Did you know that around 60% of sales meetings are held in primary tier cities? To increase your chances of finding a suitable venue, be open-minded about your event’s location and consider exploring secondary-tier cities, which offer good connectivity and amenities at a more reasonable cost.

Negotiation Power

With the current market conditions, event organizers have more negotiating power. Don’t be afraid to ask for what you need! On average, companies save around 15% on hotel expenses through skillful negotiations. Request better rates, upgraded hospitality packages, or specific conference rooms.

Consider signing multi-year contracts with hotel chains to secure your preferred dates over several years, increasing your negotiating power. If your pharma or healthcare company has a master service agreement (MSA) with any hotels and venues, prioritize these when facilitating the contracting terms and contracting process.

Plan Ahead

For bigger events such as national sales meetings, aim to book your event at least 4 to 6 months ahead to secure the best venues and dates. For internal meetings such as advisory boards, speaker trainings, or investigator meetings, 45 to 60 days in advance is ideal.

However, if time is limited, don’t worry! There are experts who can help you find suitable hotels for events on shorter notice. On average, event planners spend around 20% of their time sourcing venues. Reach out to corporate event authorities like American Meetings to assist in sourcing last-minute venues.

Non-U.S. Events

For events outside of the U.S., explore options beyond major cities. Smaller cities can offer unique character and amenities, making them attractive alternatives. Additionally, consider the currency exchange rate to maximize your budget. Opting for countries with favorable rates can help stretch your resources further. 

These valuable tips for navigating hotel availability are applicable to a wide range of pharmaceutical gatherings. Whether you’re organizing regional conferences, product launches, training sessions, or international symposiums, the same strategic approach applies. However, make sure to be mindful of any regulations and restrictions specific to your type of meeting. For instance, if the attendees are healthcare professionals (HCPs), compliance with the Sunshine Act regulations is crucial. By incorporating these insights into your event planning toolkit, you can ensure a smooth and impactful experience for any pharmaceutical gathering in 2023 and beyond.

Remember, your event is a significant investment, so make it count! If you’re searching for the perfect hotel venue, don’t hesitate to seek the assistance of experts like the AMI meeting specialists. With our strong relationships with major hotel brands’ national sales offices, we’ll make sure to deliver an ideal venue that aligns perfectly with your event’s vision and requirements. Leave the logistics to us while you focus on crafting an unforgettable experience for your pharmaceutical and HCP attendees. Get ready to host a truly remarkable event in 2023 and beyond!

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