HOTEL SOURCING
Simplifying Hotel Selection for Flawless Meeting & Conventions
You excel in logistics and have your planning process well-organized, but sourcing, negotiating, and contracting meeting venues may be beyond your current capacity.
DO EITHER OF THESE SOUND FAMILIAR?
You've been tasked with organizing your company's upcoming meeting, despite having little experience with hotel contracts.
As members of IATA, we can manage the hotel sourcing and contract negotiation process on your behalf, at no additional cost to you.
THE PROCESS
We collaborate with you to define the specific requirements for your ideal conference, including guest room and meeting space needs. Additionally, we take the time to understand your key priorities for both the hotel and the host city.
Together, we'll identify your preferred meeting dates and select a few potential cities for the event.
Once we have a clear understanding of your needs, we will prepare a comprehensive Request for Proposal (RFP) that includes all relevant details and any specific concessions. This will be sent to a curated list of hotels that align with your requirements.
We then work closely with the hotels to gather availability, rates, and other essential information. Once we have all the responses, we will present you with a detailed comparison of the most suitable options for your review.
In some cases, a clear winner emerges quickly, while in others, we may need to revisit the drawing board or explore alternative cities. Regardless of the situation, we will manage the entire process with ease and efficiency.
Once we’ve identified the ideal venue for your conference, we will initiate the contract process. With decades of hotel industry experience, we are well-versed in negotiating complex clauses and terms. Our priority is to ensure your organization receives the most favorable contract terms available.
After the contract is signed, our support continues. As your dedicated partner, we remain available to assist with any post-signature needs, whether it's handling addendums, cancellations, or relocations. You can count on us for continued support throughout the entire process.
FREQUENTLY ASKED QUESTIONS
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When you book a vacation through a travel agent, the agent typically earns a commission from the airline, hotel, or tour operator. This commission is usually a percentage of the total booking price. The cost to you as the customer is the same, but the agent is compensated for their work in organizing the trip.
Similarly, when an event planner or meeting organizer books a large group of rooms or meeting space at a hotel for a conference or event, the hotel may offer them a commission for securing the business.
Just like the travel agent, the cost to the group or company hosting the event doesn’t increase because of the commission. The hotel simply pays the event planner as a reward for their efforts in securing the group’s business.
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No! Group commission is a completely separate line item for hotels that typically comes out of the marketing budget.
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The hotels compensates us instead of you!
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ASBOLUTELY! And we offer discounts on our planning services when we are able to assist with hotel sourcing.
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We are fully equipped to assist with this as well. With extensive experience in managing large city-wide events, we are prepared to collaborate with the host city to ensure you receive all the incentives available to you.