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How It Works

Our Site Selection Process

A proven, step-by-step approach that ensures you get the best hotel at the best price — every time.

1

Initial Consultation

We start with a thorough conversation about your event. This is where we learn everything we need to find you the perfect hotel.

What we'll discuss:

  • Event type and objectives
  • Expected attendance
  • Preferred dates and flexibility
  • Meeting space needs
  • Hotel room requirements
  • Budget parameters
  • Location preferences
  • Special requirements (AV, F&B, etc.)
2

Requirements Definition

Based on our consultation, we create a detailed requirements document that captures every aspect of your event needs. This becomes the foundation for our RFP and ensures all hotels are evaluated against the same criteria.

We'll work with you to find the best hotels for your event — researching locations, evaluating options, and building a shortlist tailored to your specific requirements and preferences.

3

RFP Distribution

We send professional Requests for Proposal electronically to qualified hotels and convention visitor bureaus in your target cities. A clear deadline is set for responses.

Our established relationships with national sales contacts at major hotel chains — Hilton, Marriott, Hyatt, IHG, Omni, and more — ensure your RFP gets priority attention.

4

Proposal Analysis & Recommendation

Once responses come in, we compile everything into a standardized comparison format. We review each proposal in detail, analyzing rates, concessions, meeting space offerings, and overall value.

You receive a clear comparison with our expert commentary and a recommendation — not just raw data, but actionable insights to help you make the right decision.

5

Client Review & Feedback

We walk you through the options and gather your feedback. If you have questions, concerns, or areas you'd like us to negotiate further, we take that back to the hotels. This is a collaborative process — you're in control of the final decision.

6

Contract Negotiation

Once you've selected a hotel, we negotiate the contract on your behalf. Every clause is carefully reviewed and negotiated to protect your organization.

Rates & Concessions

Room rates, comp rooms, meeting space fees

Attrition Clauses

Reasonable room block flexibility

Cancellation Terms

Scaled penalties and force majeure

F&B & AV

Food, beverage, and technology costs

Contract Signing & Handoff

With the contract finalized and signed, your hotel is secured. We provide a complete handoff package with all the details your team needs to move forward with event planning. We're also available for ongoing support if questions arise.

Ready to Start the Process?

It all begins with a conversation. Our entire process is free — tell us about your event and we'll take it from there.

Start Your Event Inquiry