Unlike companies that simply contact hotels for availability and room rates, we offer a comprehensive service that will maximize your efficiency, minimize your cost, and help you plan a dynamic and effective meeting. This process includes:
Site Research and Selection – To ensure you are receiving the best value, we familiarize ourselves and our property candidates with your company or association and your meeting’s objectives, agenda, program content, attendees, and history with the hotels you have used before. Furthermore, we analyze each hotel’s marketing concept, the season in which your meeting will take place, and any business trends that may affect destination locale and pricing.
Request for Proposal – Hotels embrace strategically formatted information so that they can respond with their most favorable terms and conditions. We craft a detailed and enticing RFP to encourage all hotels to positively respond with their best offer, thus expanding your options and flexibility.
Competitive Bidding Management – As the hotels start competing for your event, we organize their offers and present a report to you with all of your options. We serve as the liaison between you and the hotel to ensure that your needs are met while saving you the trouble of having to push for a better deal.
Contract Negotiation – Once a venue is chosen, there still can be many unknowns: how many people will attend, final room count, how many conference rooms or what kind of equipment will be needed. We liaise between you and the hotel to finalize the details and, if necessary, find creative solutions, while protecting your interests.
Billing Audits – We want to ensure you receive the services and price you were promised. As a follow-up, we will audit the bill for any billing questions, and field concerns over no-shows, cancellations, or attrition charges.