Every meeting planner, regardless of his or her level of experience in setting up a conference, aims at getting the best deal from a venue. As most people know, the best deal isn’t just price, amenities and accommodations. It extends to pre-conference service, satisfaction with the site inspection, flexibility in negotiating points, clarity of the proposal and other factors that lay the groundwork for a conference of which the planner can be proud.

There’s no mystery to negotiating a quality meeting. It just takes some finesse, a little homework and remembering key points:

– Before you begin researching a location, prepare an outline of what you want from a venue, including price, services, amenities, and facilities and staffing. It’s a good idea to set your own negotiating parameters so that you don’t settle for less than you want.

– If your meeting is out of town, contact the local visitor and convention bureau for a list of hotel or meeting facilities. Select hotels from a list that meets your criteria, and then talk with their conference services managers. You can learn a lot about the level of service by their attitude; how fast they return calls; how often you get voice mail, and how creative the conference staff is in addressing your concerns, and providing suggestions, instead of simply asking what you want. At The New Otani Hotel & Garden, for example, the conference team often suggests theme breaks and luncheons that can add interest and cachet to a meeting. Describing the make-up of your group, such as age and ratio of female to male helps the staff conceptualize appropriate ideas.

– Visit the site, and ask to be introduced to key staff, including the general manager, who may be in a position to help during a meeting. Make certain you’re working with people who know the “big picture” of hotel operations. Also, first impressions count for a lot, so look for a clean and organized venue with courteous staff. Follow your gut instincts; if it doesn & #353;t feel right, it probably isn’t.

– Ask for a proposal outline. Otherwise, it’s too hard to separate the “boilerplate” from the “meat and potatoes.” Read it carefully and ask questions. For instance, if your group is not arriving together, you might not need to pay porterage, relying instead, on each attendee tipping for services.

– Make certain you schedule a pre-conference meeting, and take notes in case you have questions. The meeting should include all key members of the hotel staff. A post-conference meeting is just as important, since it gives you an opportunity to discuss details of the completed meeting, and review bills with the accounting department.

– Make certain you’re assigned someone in charge during your meeting who knows the details, and can make decisions on behalf of the hotel.

– Ask what kind of meetings will be in adjacent rooms. You may need to change space, if the meeting next door will have loud audio/visual presentations.

– Be specific about your service requirements, in terms of flowers, table settings, and d & #233;cor. While many hotel banquet staffs provide assistance in event planning, they will likely charge for extra services.

Most hotels are staffed with professionals, eager to organize a first-rate meeting for you. Conversely, the meeting planner can ensure the outcome of the event, and maximize his or her meeting dollars by knowing the right questions to ask.

Clinton D. Fischer, a 16-year veteran of the hotel industry, is director of sales and marketing for The New Otani Hotel & Garden, downtown Los Angeles.