The Strategy I Wish I’d Known Sooner

When you’re working with long-term hotel and corporate accounts, landing the contract is just the beginning. One thing I learned through years of experience—and wish I’d known sooner—is how essential it is to prepare your clients for future price increases by keeping a record of cost-related updates and giving clients consistent, proactive communication. Here’s how this simple yet effective strategy can make a difference when it comes time to renew contracts with increased pricing.

Why This Proactive Communication Strategy Matters

In an ideal world, clients would resign with you year after year solely because they love your work. But in reality, contract renewals involve many factors that you can’t control: changes in hotel ownership, fluctuating budgets, or new decision-makers unfamiliar with your work. By communicating openly about pricing fluctuations and supply chain issues throughout the year, you’ll keep clients in the loop on changes affecting costs, making price adjustments easier to negotiate when the time comes.

Building Your Case: Track Supply Chain Updates

Your wholesaler is already doing the work of keeping you informed on price increases, shortages, and shipping issues. When you receive an email or message about an unexpected cost spike, save it! Create a digital folder labeled “wholesaler updates” or similar, where you can store screenshots and emails detailing these issues. By the end of the year, you’ll have a clear, documented narrative showing the impact of rising costs. This record speaks volumes during renegotiations and helps clients see the rationale for price adjustments.

How to Keep Clients in the Loop

Informing clients of increased costs periodically, especially when you know price spikes will impact their budget, keeps them on your side. For example, if roses experience a 30% price increase, send a quick note to your general manager (GM) explaining that while you’re maintaining current rates, this may affect future pricing. Regular communication not only builds transparency but helps the client prepare for potential budget increases down the road.

Quarterly Updates: Setting the Stage for Negotiations

If you anticipate a significant rate increase at renewal, consider sending quarterly updates to the client. For clients with tight budgets or those more resistant to change, this quarterly touchpoint can show them the behind-the-scenes challenges you’re handling for them while also preparing them for future adjustments. By the time you’re ready to renegotiate, they’ll understand exactly why the increase is necessary.

It’s About Authority and Expertise

With this strategy, you’re showcasing your expertise by anticipating challenges, handling unexpected issues, and keeping the client informed of changes without them needing to reach out. Remember, you’re not just a vendor—you’re an authority on floral installations. With a proactive communication strategy in place, you’ll save time, reduce stress, and build more trust with clients who will appreciate your transparency and expertise when it’s time to renew.

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Keep blooming, Franceska

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