Our Insider Guide to Sourcing New Hotels
As event planners, we are always on the hunt for new venues to excite our clients and draw strong attendance. However, if you’re considering booking a brand new (or newly renovated) hotel for your upcoming group or event, be prepared to manage the process. Having firsthand experience opening two highly anticipated properties – The Gramercy Park Hotel and The Beekman – I am here to share an insider guide:
Consider the pros
Let’s start with the positives: Booking a new hotel means brand new furniture, new design, something fresh! There will be a quiet yet remarkable energy in the building and an appeal to be the “first” to stay overnight.
The hotel team is also really excited to welcome you. They’ve been selling the dream for months, leading hard hat tours, and training teams to prepare for your stay and beyond - they are eager to make your experience perfect and will be attentive and generous.
Last but not least, opening rates tend to be favorable, so take advantage.
Know that opening dates will always be delayed
Whatever the target opening date, add at least three months. If you are planning more than a year in advance, add six. There are many unanticipated delays with construction, permitting, and supply chain issues. Play it safe and book closer to the opening date for more assurance that the opening schedule is on track.
Ask a lot of questions
Keep in mind most hotels now open in phases, not all at once. Ask questions relevant to your group: will the fitness center or spa be open? The rooftop lounge? If not, make sure your rates are fair and that you make alternate plans for your guests. Also ask about restaurant and bar policies - do hotel guests get priority reservations? Their new outlets may be in high demand by the locals.
Be prepared to manage on site
No matter how much time and training have occurred, practice makes perfect. Keep in mind this may be the first time the staff has serviced an event just like yours together as a team. Keep your eye on all the details and make sure you allot plenty of time for setup. Book the meeting space the day before for rehearsals and setup so you can preview the space in advance and troubleshoot any issues (our recommendation for any venue booking if your budget allows).
Have compassion
Can the opening team knock it out of the park for your stay? Absolutely. But be prepared for mistakes along the way. Is your room service order 20 minutes late? They may not have factored in the slow service elevator or tiny prep kitchen. Ask for a refund, but don’t allow it to ruin your experience. And please don’t write a bad review - give your feedback to the hotel directly so they have the opportunity to fix it.
Do you need help with sourcing your next program? Let’s talk!
