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Mastering Hotel Contracts

Have you found yourself looking for additional revenue streams during the off-wedding season? Are you looking to evolve your services to provide a more consistent income? Expanding your clientele to include luxury hotels can be a game-changer. With the potential for consistent contracts and exposure to high-end clients, mastering the art of securing hotel contracts is a skill worth developing.

During our recent Details University Class featuring Franceska McCaughan, President and Founder of The Hotel Florist™, we explored her expertise in nurturing valuable partnerships with luxury brands and hotels. In this guide, we will further explore the top tips for securing hotel contracts.

Hotel flower display

Understanding The Market

To succeed in the hotel contract market, you need to understand the preferences of local luxury hotels by researching their unique aesthetic, branding, and interior design styles. This knowledge helps tailor floral arrangements to meet their expectations, such as sleek and minimalist for modern boutique hotels or opulent and grandiose for classic luxury hotels.

Identifying gaps in the market is another essential aspect of understanding the market landscape. This involves analysing the current offerings of local luxury hotels and identifying areas where florists can provide unique value. For example, if a hotel lacks floral arrangements in its lobby or dining areas, florists can propose innovative concepts to enhance the guest experience and fill this gap in service.

Understanding the seasonal demands of hotels is crucial for timing contract negotiations and offering relevant services. Certain seasons or events may see an increase in demand for floral decorations, such as weddings, holidays, or corporate events. By aligning your services with these seasonal trends, florists can capitalise on opportunities to secure contracts and maximise revenue.

Flower arrangements

Building Relationships

Building relationships with hotels and luxury brands is essential for florists aiming to secure contracts and establish themselves as trusted partners in the industry. This involves connecting with key decision-makers within hotels and luxury brands, such as hotel general managers and sales and marketing directors. Cultivating trust is paramount in building relationships with hotels and luxury brands. This involves demonstrating reliability, professionalism, and understanding their needs and preferences. Show how you can add value to their business by the skills you have as a florist. Having problem-solving skills, excellent customer service, and knowledge in the hospitality industry are significant assets to show beyond your designs.

Personalised interactions are pivotal in nurturing relationships with hotels and luxury brands. Opting for a personal phone call or face-to-face meeting holds more weight than sending an email that may go unnoticed. Building meaningful connections requires time and effort, and securing a contract doesn't happen overnight. However, investing months or even years in cultivating these relationships ensures that you remain top-of-mind for all their floral requirements, fostering long-term partnerships and opportunities.

Lobby flowers

Presenting Your Contract

Presenting a contract to hotels and luxury brands requires meticulous preparation and a compelling approach. Crafting a comprehensive proposal and outlining your services, pricing structure, and unique value proposition is paramount. Emphasising your experience working with similar clientele and your record of enhancing guest experiences showcases your expertise and sets you apart from competitors.

When presenting a contract to hotels and luxury brands, it's crucial to incorporate specific clauses that outline essential terms and conditions. This includes specifying the duration of the contract, with typical hotel contracts spanning from six months to a year. Additionally, detailing payment terms is essential—whether payment will be made by cheque or electronic deposit and if payments will occur on a recurring date each month.

Incorporating clauses for unforeseen circumstances, such as inclement weather, ensures clarity and protection for both parties. Furthermore, a clause designating you as the sole florist during the contract period establishes exclusivity and strengthens your position within the partnership. Including these specific clauses in your contract establishes clear expectations, mitigates potential risks, and lays the groundwork for a successful and mutually beneficial collaboration with hotels and luxury brands. Be prepared to address any questions or concerns that may arise. Listening attentively to feedback and concerns allows you to make necessary adjustments and refine your contract to meet an agreement.

Flowers in vases

Delivering Exceptional Service

Securing a hotel contract begins a florist's journey toward long-term success in the hospitality industry. However, it's not just about delivering beautiful floral arrangements—it's about actively enhancing the guest experience and adding value to the hotel's brand.

Consistently exceeding expectations is crucial for nurturing this partnership over time. Beyond providing exceptional service, it's about being proactive in suggesting ways to enhance the value of the business to its patrons. Not only does this reflect positively on the hotel, but it also positions you as a rock star in their eyes.

Effective communication forms the backbone of this relationship. Establishing open lines of communication with hotel staff fosters collaboration and ensures that your services align with the hotel's requirements and vision. By actively listening to their feedback and suggestions, you can tailor your offerings and address any concerns promptly, showcasing your commitment to their satisfaction.

Hotel floristry presents a lucrative opportunity for florists to expand their services. The Hotel Florist™ provides valuable resources to enhance your skills and empower you to secure contracts confidently. Additionally, don't miss our recap blog on the April 2024 Details University class, where Franceska shares her inspiring journey of creating her global brand.

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Launched in 2015, Details Flowers Software is a platform designed specifically for florists and event designers to manage their business operations efficiently. The world's best designers grow their bottom line through professional contracts and confident pricing with Details all-in-one florist platform.


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