VENUE AND ACCOMMODATION MANAGEMENT
We understand that venue, location and accommodation are inextricably intertwined. Upon securing the ideal venue for the conference and delegate needs, we offer a one-stop service whereby the delegate can register for the conference and book accommodation simultaneously, saving the delegate time and providing a professional and streamlined process.
See how we take the stress out of accommodation logistics by managing bookings, payments, room blocks and delegate support from start to finish.
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- Obtain quotes and negotiate rates at suitable venues.
- Review and advise on venue contract obligations and risk management.
- Manage all accommodation allotments and room block(s).
- Process all payments (cheque, credit card, bank transfers).
- Manage all room bookings on behalf of delegates.
- Issue combined delegate fee and total accommodation cost tax invoice to delegates for employer approval, payment or purchase order.
- Provide hotel with rooming lists reports.
- Provide hotel with new bookings reports as they occur.
- Process all delegates’ amendments, changes, cancellations and refunds.
- Re-issue tax invoices and letters of confirmation as requested.
- Prepare and maintain banking runs, financial reports and statements.
- Meet with hotel 90, 60 and 30 days out to review forecast total room block requirements.
- Provide hotel with delegate payment method reports and credit card details.
- Arrange transfer reports of delegate accommodation prepayments to hotel.
