Identifying Venues

We have deep knowledge of many of the most popular destinations and know what to look for in new venues to minimize surprises and streamline the process. We bring you the best shortlist so you can make an easier and more informed final decision.

Drafting RFPs

Because our RFPs are created from a deep dive into your goals and requirements PLUS analysis of previous events, we create RFPs that are more compelling, more accurate, and easier to turn into contracts without endless back and forth.

Allocating Rooms

During the RFP and contracting stages, we help determine the number of rooms needed and their distribution (e.g., single, double, standard, and deluxe rooms). Then, your team can determine which rooms have the highest value and explore ways to incentivize attendees.

Exploring Past Spend

We use our proprietary Event Forensics method to find the top areas for savings based on previous event spend. Learn about the process here. There is always something new to learn about maximizing ROI!

Negotiating Rates

We work with the hotel to secure a discounted rate for a block of rooms. This also means agreeing on the attrition rate. Failing to pay attention to this key factor in your contract could mean taking on more financial responsibility for unfilled rooms. 

Tracking Reservations

This includes monitoring the booking status of the room block to ensure that rooms are being filled and managing any cancellations or changes. We can also audit reservations made against your main registration list and attendee flight manifests to ensure accuracy is 100%. 

Managing Deadlines

We keep track of important dates, such as when the block expires (cut-off date) and when final rooming lists are due. This helps ensure all your guests are accommodated in a timely manner.

Communicating with the Hotel

We coordinate with hotel staff to ensure that all details are handled smoothly, including special requests and any changes to the room block. We want guests to show up, check in, and relax!

Handling billing and payment

Our team can manage the financial aspects, including deposits, payment schedules, and any billing issues. That way, you can focus on creating a memorable event.