Over 75% of planners want to receive RFP responses in four days or less from hotels, according to the latest EMEA update to the Northstar/Cvent Meetings Industry PULSE Survey.
Some 166 EMEA planners were surveyed between 6 May and 3 June this year. They reported that most hotels respond to their Request For Proposal (RFP) within a week, although 14% say it often takes more than eight days to receive a response.
A majority of planners (41%) would like to receive RFP responses within two days. The largest proportion (35%) say it usually takes up to four days.
In addition, planners also signal increased cautiousness when negotiating with hotels and venues.
To achieve the best rates at the point of contract, 44% of planners say they negotiate according to the minimum attendance necessary. Almost a quarter (24%) admit they now seek smaller room blocks with the expectation they’ll negotiate for more if required. While only 22% quote a maximum potential attendance when negotiating required meetings and event space.
Despite these cautious tactics, 47% of planners reported being optimistic about their meetings and events programmes, compared with 46% two months ago.
There are good reasons to be optimistic as well. Almost 90% of planners are focused on new business by actively booking, sourcing or researching events.
Moreover, EMEA planners are busier than their North American counterparts in 2024, with 70% reporting that their organisation will produce more meetings and events than last year (versus 61% of North American planners).
Although planner optimism is edging higher, negative sentiment has crept up too with 39% saying they’re now less optimistic, compared with 35% two months ago.
Budget is a key contributor as higher costs of goods and services, plus spending constraints are still the biggest planner concerns.
Although there may be little hoteliers and hospitality professionals can do about MICE budgets, poor service levels at hotels and venues remain third on the PULSE study’s EMEA planner pain points chart, with lack of availability in fourth.
Poor service levels are a barrier to business, which every hospitality professional should be able to do something about by raising standards, ensuring adequate training and embracing AI to improve the guest experience and collaborate with planners more effectively.
EMEA planners were asked how satisfied they were with different elements of hotel and venue services. Sustainability ranked the lowest, followed by ‘overall value for money’ and F&B.
By improving catering and carbon-conscious business practices, hoteliers and hospitality professionals can make the biggest difference to planner perceptions.
Grab your copy of the latest update to the EMEA edition of the Northstar/Cvent Meetings Industry PULSE report for more detailed insights.
