Negotiations for Hotel Receptions

hra5108

I am in the early stages of looking for a reception site, which will likely be at a hotel in DC. I am interested to learn what others have been able to compromise on with the hotels. Most seem to have around a 25K minimum for food and drink, but that doesn't include the 30% tax and service charge.  While I am ok with paying the minimum, I would ideally like to negotiate down so I'm paying around 150 per person total (inclusive of tax and tip).  Is this realistic?Any other ideas about how much can be negotiated would be appreciated! I can't help but think that in these tough times the hotels are needing the business. Thanks!

polkadotbride1

I cant tell you too much on the negotiating, but I wanted to tell you to look at the Sofitel Hotel in D.C... they were only a 8K food and Bev minimum and the food was AMAZING!!! wonderful ambiance and they were soooo helpful!good luck

Hulz2000

I'm a meeting planner by profession and work with hotels on a daily basis. Let me just tell you EVERYTHING is negotiable--F&B minimum, room rental, pp price, even the service charge! My advice is to come up with a per person price goal and start there with negotiations. The hotel will not include service charge and tax in that pp price, so you'll need to factor that in and work backwards from that. Keep in mind that the service charge is taxable too (and the F&B minimum is BEFORE service charge and tax). If they can't meet your pp price goal, ask them to add something else into the price, so you get more value (i.e. linens, free cheese display during cocktail hour, etc). Good luck and let me know if you need any more help!

m_masino

I hear you.  I literally sat down with a notebook, pencil and a calculator and figured out what I needed it to be pp so that when I added the 30-31% tax/gratuities, I would be where I wanted to be.  And I stuck to those prices.  From what I found hotels were super willing to negotiate their minimum by time of the year.  If you're having a fall or spring wedding on a saturday night, you're going to have a harder time then if you look at an off month like Jan,Feb,Mar, July, August.  Some hotels book year round, so they don't care when you have it--their minimums will be the same..but I found this to be in the minority.  Most hotels were really willing to work with me and I was easily coming in under 100pp including tax/service charges in Northern VA (Arlington Key Bridge area, Ballston, Crystal City and Old Town)  for my July 17, 2010 (Saturday night) wedding.  Get a notebook, calculator, pencil...take a breath, and start emailing every hotel chain around with your budget.  You'll find there will be many willing to work with you.  Good luck!

klh113

We are having ours at the Westin Grand on M and 24th.  There they have a 20K minimum for Saturday night events.  I know the minimum for Friday and Sunday are less. They might negotiate for Sat night as well.

BostonBride919

I was not able to negotiate the minimum, but I was able to get them do include the champagne toast in our open bar package.... at least it's something, but i did have to fight pretty hard

DEETZEL

on the same lines others have said, take a look at what they will include in the minimum and pp.  i am using a hotel for my venue, and although i didn't do a whole lot of negotiating (i don't have enough patience for it), i did find that my venue includes A LOT in their pp price and in their minimum (they also include tax/service charge in the pp and in the minimum so it was easier to figure out).for instance, the cake, open bar and champagne toast are included in the pp, and i can use things like upgrading linens, chair rental, coat check attendent, etc towards my minimum.good luck!

psmith1216

I'm having my reception at the Marriott at Metro Center and we negotiated our food/bev minimum (which is $12,000).  They have various packages you can choose and each are able to be customized and they all include tax and gratuity (which was a huge bonus).  It includes a lot including wedding cake, champ toast, chargers, wedding coordinator, discounted room rate, and its right downtown (12th and H).  If you want the contact information, let me know - they work with you on your budget and needs. GL!

hra5108

What is the best rate people have negotiated per person (including tax and gratuitiy) at the nicer DC hotels?

brendaman

Everything is negotiable!  Our wedding is at the Willard, so it's rather pricey on a per person rate, if you compare it to the Marriotts, Renaissance and Westin hotels in DC.  When we were considering hotels, the Kimpton hotels were really quite reasonnable (food & beverage minimum of $12K).  One thing to note is that our wedding is in mid-March -- the low season.  At first, I asked about a Sunday night date, and then when we established the F&B minimum ($25K), I asked whether that minimum could be extended to a Saturday night.  We were surprised they said, "yes." I was also able to negotiate lower rates for hotel rooms for guests I was paying on my invoice (e.g. family members).  My guests paid a slightly higher ($30 more) rate.  Other things you might be able to negotiate:  upgraded linens, food, wine, valet parking, etc.  Happy venue hunting.