Home › What we do › Hospitality procurement
Hospitality procurement
Hospitality procurement is the sourcing and negotiation of the accommodation, venue and supplier contracts behind an event, run as a structured process, compared on total cost rather than rate, and documented well enough to survive a board or an audit.
Most meeting budgets are decided in procurement and only spent in delivery.
What the meeting actually needs, agreed in writing before the market is approached, the step most often skipped.
Availability, seasonality and demand compression in the destination, assessed with local specialists chosen for that market, which is where real negotiating leverage comes from.
Candidates selected on suitability and past performance, not on who is easiest to reach.
One specification, one question set, one deadline, so the responses are genuinely comparable.
Rate, attrition, cut-off, complimentary ratio, cancellation ladder, taxes and inclusions reduced to a single figure per supplier.
Liability negotiated where it belongs: risk on unsold inventory, escalators, force majeure and payment schedules.
Requirements, bids, comparison basis and reasoning recorded, ready for board approval or compliance review.
Supplier commissions never influence our recommendations. Where commissions apply, they are fully disclosed and offset against our agreed fee.
The sourcing and negotiation of accommodation, venue and related supplier contracts for an event: defining requirements, running a structured bid, comparing on total cost rather than rate, and agreeing terms such as attrition, cut-off dates and cancellation.
Event management delivers the programme. Procurement decides and documents the commercial commitments behind it: which suppliers, at what cost, on what terms, carrying what liability if numbers change.
Because most intermediaries earn part of their income from the suppliers they recommend. Independence only means something if the commercial model removes that incentive.
Yes, for a single congress or across a multi-year programme, with delivery remaining with your team or your existing organiser.
Yes. Requirements, bids received, comparison basis and reasoning are documented, normally required for board approval and for pharmaceutical or public-sector compliance.
By the client, on an agreed fee. Supplier commission is disclosed and offset against it, so a higher commission reduces your invoice rather than increasing our income.
A review changes nothing. It tells you what you are carrying.
Specialists in medium and large international conferences, congresses and corporate meetings.
