Our Services
End-to-End Meeting Planning Solutions
We handle the complex logistics of meeting planning so you can focus on what matters most — your event's content and attendees. All of our services are completely free.
Site Selection
Choosing the right city and hotel is the foundation of a successful event. We work with you to understand your meeting requirements — from attendance projections and sleeping room needs to meeting space configurations and budget constraints.
We'll work with you to find the best hotels for your event, researching locations and building a competitive shortlist that leads to better rates and concessions.
- Requirements analysis based on event history and goals
- City and hotel shortlisting across multiple markets
- Competitive bidding to maximize value
Tailored hotel research — we find the best options for your event
Average savings through competitive bidding process
Hotel Types We Source
Convention Hotels
Convention Centers
Resort Properties
Unique Hotels
Hotel Sourcing
Through our established relationships with hotels, convention and visitor bureaus, and hotel management companies, we access a wide network of properties that can accommodate any event size and style.
We work with national sales contacts at major hotel chains — including Hilton, Marriott, Hyatt, IHG, and boutique properties — to find hotels that match your specific needs for meeting space, guest rooms, and amenities.
RFP Management
Our Request for Proposal process is streamlined and professional. We send proposals electronically to hotels and convention bureaus with a clear deadline for responses.
All responses are compiled into a standardized comparison format. We review each proposal, provide expert commentary and recommendations, then present the options for your review and feedback.
What's Included in Our RFPs
- Meeting space requirements and configurations
- Sleeping room blocks and rate expectations
- Audio visual and technology needs
- Food and beverage requirements
- Concession requests and financial parameters
Our RFP Process
Requirements Gathering
Define event needs, dates, and preferences
RFP Distribution
Send to qualified hotels across target cities
Response Analysis
Compare proposals with expert recommendations
Client Review
Present options and gather your feedback
Key Contract Elements We Negotiate
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Room Rates & Concessions
Competitive nightly rates, complimentary upgrades, and meeting space rental waivers
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Attrition & Cancellation
Favorable attrition clauses and reasonable cancellation terms that protect your organization
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F&B Minimums & AV
Negotiated food & beverage minimums and audio visual pricing
Contract Negotiation
Due to our strong industry relationships and deep knowledge of hotel contracting, we have negotiation leverage that individual organizations typically don't. We negotiate on your behalf to secure the best possible terms.
Every contract element is carefully reviewed — from room rates and attrition clauses to cancellation policies and force majeure provisions. We ensure your organization is protected while maximizing the value of your event investment.
FAQ
Frequently Asked Questions
Let's Find Your Perfect Hotel
All of our services are free. Tell us about your next event and we'll put our expertise to work for you.
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