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Hotel sourcing
Hotel sourcing is the identification, bidding and contracting of accommodation for a congress: defining the requirement, approaching the right properties, and negotiating not just the rate but the terms that decide what the block will actually cost you.
The rate is the number everyone looks at. The terms underneath it are where the money is.
Delegate profile, price tiers, distance tolerance, peak nights and realistic pickup, agreed before any property is approached.
Properties assessed on inventory, distance, category and past congress performance in that city, with local specialists who know the market, selected for that destination.
Every property receives the same specification and answers the same questions, so the offers can actually be compared.
Rate, attrition allowance, cut-off date, complimentary ratio, cancellation ladder, city tax and breakfast treated as one figure.
Terms negotiated in order of what they can cost you: attrition and cut-off before rate, in almost every case.
Signature-ready contracts with the commercial positions documented, so the decision is auditable months later.
Contracts handed to housing management, to your team or to another organiser, whichever you have chosen.
Where supplier commission applies, it is disclosed per property and offset against our fee. A higher commission lowers your invoice, not our recommendation.
The identification, bidding and contracting of accommodation for an event: defining the requirement, approaching suitable properties, comparing offers on total cost and negotiating rates, blocks, attrition, cut-off dates and cancellation terms.
Typically two to five years for large international congresses. Earlier commitment secures availability and rates, but increases the risk that the assumptions behind the block no longer hold by cut-off.
Rate alone is misleading. A lower rate with a 90 percent attrition commitment, an early cut-off and a poor complimentary ratio can cost more than a higher rate with flexible terms.
Where it applies, it is disclosed and offset against our agreed fee, so a higher commission reduces your invoice rather than increasing our income.
A contractual allowance of free rooms, usually one per a fixed number of paid rooms. It is negotiable and forms a real part of the commercial value of a block.
Yes. Sourcing can be engaged on its own, with contracts handed to your team or another organiser at signature.
Cut-off dates and block structure can usually be renegotiated long after signature.
Specialists in medium and large international conferences, congresses and corporate meetings.
