Those tagged to select an out-of-town hotel for a company's annual meeting should keep in mind two simple truths: everything is negotiable, and get it in writing. Before choosing a hotel and negotiating terms, consider the meeting's objective and review its history. Event planners say a meeting's objective will dictate its location. For example, if it's a quick board meeting, a hotel near the airport might be best so executives can fly in and out the same day. If it's a stockholders' meeting that requires seating for 2,000, a downtown hotel with space to accommodate the group would be best.

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