1. Negotiate via the "Messages" Tab
Before rejecting a venue for being over budget, talk to them!
Action: Open the Messages tab for that specific venue.
What to ask: "We love your property, but we are currently $1,500 over our approved budget. Are there any flexible dates, or can we adjust the F&B (Food & Beverage) minimum to bring this closer to our target?"
Why it works: Venues would often rather lower a room rental fee than lose a booking entirely.
2. Adjust Your "Spaces" or "Accommodations"
Sometimes a small change in your requirements can trigger a big drop in price.
Downsize: If your guest count has dropped, update the Template Details or message the venue to ask for a smaller meeting room with a lower rental fee.
Peak vs. Off-Peak: Ask the venue if moving the event by just one day (e.g., Tuesday to Monday) changes the pricing.
3. Request a Revised Proposal
Once you negotiate a better rate, the venue must send a Revised Proposal.
Important: Do not "Accept" the old, expensive proposal. Wait for the venue to update the digital proposal in Bizly so the "Estimated Total" matches your new negotiated price.
4. Seek Internal Budget Approval
If the venue cannot budge on price and you must use that location:
Action: Reach out to your internal Department Head or Finance Team.
The Bizly Advantage: You can export the Proposal Comparison to show your manager that you've done your due diligence and this is the best market rate available by clicking on the Export Proposals.
⚠️ Pro Tip: The "Estimated Total" vs. Final Contract
When you finally move to the Upload Contract stage, ensure the "Estimated Total" you type into the system matches your signed paperwork. This is the "Source of Truth" for your company's final spend reporting.