In my many years in our industry, I’ve never faced a tougher time assisting clients negotiate, renegotiate, contract and modify contracts, and also creating contingency plans for meetings. Nothing in our professional or personal lives is as it was before SARS CoV-2 (aka COVID-19). For those who think that because the U.S. and other countries are opening travel the pandemic is over, or that the impact of COVID-19 will disappear, think again less magically. The contract negotiation checklist I created years ago has served me well. Fairly straightforward before, each area now requires greater knowledge, critical thinking, “tell me more” questions, and actions to move to contract because of changes, many resulting because of COVID-19. This brief article/checklist is not inclusive. Everything—supply chain, staffing and pandemic (booster shots required or not?)—changes daily, and with it, our meeting and contractual considerations.
Before you negotiate for new physical (in person) or hybrid meetings, revise your RFPs to include more questions relevant to changes since COVID-19’s onset. As you consider potential changes to discuss renegotiating for meetings already contracted, read news and social media posts by trusted colleagues and organizations. (IAVM is one great “go-to” source.) Create a list of questions, because your meetings, too, have changed. Provide those changes to the hotels with which you’ve contracted.
Businesses, including hospitality-related businesses such as restaurants and hotels, are experiencing labor shortages. Consider the following:
Prior to COVID-19, hotels told guests there was an option for less housekeeping services to obtain either financial credit or points. This was done, it was said, to further sustainability.
Now some hotels have cut housekeeping services* because there are too few staff to cover the daily needs. Guest rooms may now be serviced at check-out only or on-demand if available.
* After the 2017 Las Vegas concert mass shooting, some hotels implemented housekeeping changes to create a method of room checks. Ask how safety and housekeeping are now handled.
Staffing levels and supply chain issues have and will continue for some time to impact what is available, when and the costs. While planners were fortunate to provide group F&B guarantees 72 hours in advance of an event, now we may have to work with new deadlines because of supply chains and staffing. Ask the hotel about:
At COVID-19’s beginning, it was thought surfaces were the mode of transmission. We quickly learned it was air flow. IAVM and others have resources to help you learn more about HVAC and air flow to ensure greater safety for meetings.
Other safety considerations:
Whatever you thought existed may no longer be available, or if available, may be subcontracted.
Hotel owners and operators need to make money to stay open, ensure upkeep (including better airflow), pay wages that attract and retain staff, and to procure goods and services.
Yes, I’ve saved “the best” for last!
With industry attorneys, we are still sorting out what clauses will protect all parties. It is thought COVID-19 may be a disruptor for more years—both for health and for supply chain issues.
There are direct and indirect realities of drought, wildfires and hurricanes that continue to disrupt transportation of people and goods, and safety and advisability of holding meetings. Laws, in direct opposition to a company’s or association’s mission or statements on inclusion, may cause a change in where one can meet. (Two past “stay or go” articles navigating policy issues are here and here.)
Many want to get back to meeting physically with others, if not for themselves then for the economic health of individual workers and to support communities. We now should be more aware of what can disrupt every plan and contract we had.
Make sure to revise RFPs and ask far more extensive and deeper questions before contracting. COVID-19, climate change and human factors will continue to cause disruption.
About the author - Joan Eisenstodt | Contributing Blogger, Friday With Joan Author and Industry Expert
Joan Eisenstodt, a meetings entrepreneur since 1981, has been honored by multiple hospitality and meetings organizations for her educational work in and for the industry. Her passion for helping bring people together meaningfully, safely and ethically is the focus of her writing and teaching.
Read more articles from this author - https://www.meetingstoday.com/articles/142937/eisenstodt-key-contract-concerns