It was important to first source the most suitably-located hotels, so given the postcode of the training venue, we identified possible hotel options within easy driving distance which also offered free parking.
Hotel options and outline B&B rates were presented to the client, from which she selected the hotel she thought most appropriate for their needs.
From the client we received a summary of all stays required, from which we were able to send a full analysis of rooms and stay dates to the Director of Sales at the selected hotel. By liaising with them we negotiated a fixed corporate rate to include value-adds such as gym access and several complimentary room upgrades. A daily meal allowance was established for guests, which included food and soft drinks, so as they’d be dining in the hotel each evening, we were able to also negotiate a discount in the hotel bar/restaurant.
By having a fixed corporate rate, the client was able to efficiently budget for the accommodation element of their project, as well as securing the most cost-effective pricing.
The corporate rate agreement was put in place and all rooms were confirmed, with individual booking references from the hotel. Room requirements were re-confirmed weekly with the client, so any updates could be sent to the hotel the week prior to the date of arrival. Once the weekly rooming list was finalised, our confirmation document was sent to the hotel and the client, detailing all reservations.
At the end of each week’s stays we received copies of all guests’ invoices for review; from which we were able to question any anomalies with the hotel and resolve any issues. Finalised invoices were then paid using the client’s company credit card, and all paid invoices sent to them for their records.
