Las Vegas - Planning a big group trip to Vegas...tips?

It looks like I'm going to be helping out with the coordination of a semi-large group of people all convening on Las Vegas for a weekend. We will be selecting a weekend in April most likely - maybe early May. Total party size is likely to be in the 40-50 room range with the individuals settling their own bills. We'd also likely book 1 or 2 catered events while we're there, presumably at a club or bar in the hotel.

This group will likely want to be at a Strip hotel, probably one of the nicer ones. They will have more interest in the bars, clubs, restaurants, and pool scene than any specific table rules or slots odds. Something like Mandalay Bay...at least I *think* that's the general quality range we'd be looking at.

As much traveling and planning as I've done within the scope of FFP's and hotel loyalty programs, I have no experience with coordinating groups in Vegas. Where do people even start with a search like this? Is there a way to quickly figure out whether one or more of our possible weekends are "bad" due to some huge convention or other event already there? I'm looking at airfares to Vegas and they'll already looking high for every weekend...but one doesn't seem higher than the other. (We'll be flying in from many different cities...undoubtedly some will find cheap airfares and others won't.)

I'm guessing that the hotel programs won't play a role in this. I'm a member of all of the usual programs but I'm not a member of any of the Vegas loyalty programs.

Advice?

I'd choose a few hotels that you want to stay at, then ring them up and ask what sort of deals they can do for a group that size. As for conventions, there are always them, maybe this site (http://www.lasvegas.net/conventions-calendar/2012/4/) could help. I cannot vouch for its accuracy.

Thanks for the link...I've seen that site before and, at least then, it was pretty accurate.

I know I can call but that seems highly time-consuming as a first step - especially holding no elite/VIP status whatsoever with any of these places. I may poll out group to see if people hold any casino statuses with the groups like MGM or Caesar's.

Just clicking the Mandalay Bay banner ad here on FT, it does seem like the earlier weekend in April is less expensive than the later ones. (I kind of expected the reverse since 1st week of April is still a Spring Break week for some parts of the U.S.)

They will have to have a heck of a status to get a large discount. I think, unless you are a whale, then you are looking at 15% or so.

What dates are you going and have you guys decided on a hotel? With a group that large, I know a few people who can probably get you some kind of group disount for rooms assuming you all stay at the same place.

If you want people to book themselves, then get them to do so with promo codes. Try www.mycheapvegas.com

For flights, if you're flying from the same place, or at least 10 people are, you can get group discounts from the airlines. I think anywhere from 5-10%. I know its not much but its better than nothing.

What dates are you going and have you guys decided on a hotel? With a group that large, I know a few people who can probably get you some kind of group disount for rooms assuming you all stay at the same place.

If you want people to book themselves, then get them to do so with promo codes. Try www.mycheapvegas.com

For flights, if you're flying from the same place, or at least 10 people are, you can get group discounts from the airlines. I think anywhere from 5-10%. I know its not much but its better than nothing.

Dates: likely an April weekend. Most people in on Friday, out on Sunday. Maybe a few staying longer.

Hotel: definitely a nicer Strip hotel. Something in the Bellagio, Mandalay, Mirage, etc. quality range. In other words, not VIP wing of the Wynn and not Excalibur. :)

As the coordinators, I think we'd set it up as everyone in one hotel. I know I don't warrant a big discount for our little group: I was thinking more of a minor discount or even something like access to clubs...and the ability to give people a unique group code or URL to book. (They way Marriott or Starwood does for a wedding, for example.) Maybe a few people peel off because they're a VIP somewhere (or maybe they like Circus Circus ;)) but most would go with our selected hotel.

I'm not getting involved in the flights...people are coming from all over.

A professional meeting planner can often get you deals and extras that are way more than what they charge. If you are interested, send me a PM and I will put you in touch with someone I have worked with for many years.

Have you called any of the hotels and asked for group sales to see if they can do something for you?

If you are Marriott Platinum they will upgrade you since they are associated through the Autograph selection.

You want the North East Tower.

That many rooms, you should get a great rate.

Mirage is good choice. Ushered in modern Las Vegas and has still held up very well, even if it's design/decor is different than when it was when Steve Wynn first built it. Good location, too. I like Mandalay/THE Hotel as well. But the location isn't quite so hot. If you can get a suitable rate at Bellagio, that would be nice too. Over on the side dominated by Caesars Entertainment, Planet Hollywood would be good. Good vide. Great center strip location.

I would
1. Call each hotel and see what they can offer.
2. Compare to other offers around as you may get it cheaper that way. For example Mirage was $39 recently. I doubt the hotel will go that low on a group discount. The problem will be telling people to book an offer ASAP as no doubt many won't and the offer will expire.

Good luck taking on organising this. I am trying to organise 8 family members over different days with different budgets and that is going to be a hassle.

I suggest organizing it at a centralized hotel with a wide variety of room levels, such as Ballys. If people prefer to stay elsewhere such as Bellagio, let them do so.

Also, some people might want to take advantage of one of the many package deals available, whereas others might just want to let you take care of it.

Also, most importantly, let people do their own thing. Plan no more than one specific activity each day, such as the reception you referred to, or lunch or dinner, and let folks do their own thing the rest of the time. A trip to Vegas means different things to different people, for example some people just want to gamble all day, whereas some want to hang out at the pool, go to the spa, or take a trip to Hoover Dam. Also, some people have the means to gamble $25 per hand and buy $12 drinks at the Baccarat bar at the Bellagio whereas others will go play $1 blackjack out on Boulder Hwy. I've learned the hard way that trying to get any group more than 4 people to agree on something in Las Vegas results in a lot of arguing and indecision paralysis.

If people have to pay their own way, you want the events you plan to be accessible and attractive to people with different budgets. If you are there Monday through Friday, I recommend mid-week lunch at the Bellagio buffet, which is fantastic (about $18, within reach for most and about half the dinner there), and is an affordable splurge for the less well-heeled of your group. Depending where they are from you could maybe plan something cheap that they might not normally consider such as contacting a taco truck that is well-recommended on Yelp to meet you at a specific location you can walk to.

And don't be offended if some people on your trip are very late to the events you planned or don't show up at all. Just go with it, give people 15-20 minutes to be late, and start ordering and enjoy yourself. It's easy to get caught up at the tables or stuck in traffic, and getting around there just takes forever. With everything so big, people just don't realize how long it takes to get from one place to another.