Meetings industry speaker, attorney and professor Tyra W. Hilliard frequently speaks on the subject of incompatible groups at industry educational events.
Following are some of her key “top-of-mind” tips on how to make sure your group doesn’t find itself meeting in the same environs with a possibly offensive opposing force.
- Be as specific as you can in your RFP or contract about who you consider “incompatible” or “competing.” Name organization names if you can. Otherwise, describe the industry or organization types.
- Be sure to describe the purpose of your meeting in your RFP and contract so the hotel is aware. This is particularly important if your organization’s name doesn’t explicitly describe what you do (e.g., Xerox).
- Identify contract remedies in advance that will satisfy your group if an incompatible or competing group is booked anyway. This saves time and trouble on-site.
- Ask the hotel not to list your group’s name on the reader board if you are concerned about a competitive breach.
- Worst-case scenario: Prepare to have staff—yours, the hotel’s or security—posted outside your meeting rooms if necessary to warn away would-be eavesdroppers or worse.