Research: if your client has selected a city, research dates where the city has large festivals, citywide conventions, special events (i.e. the Superbowl), etc. If it is still possible for your client to change their dates, they may want to plan their meeting either a week prior-to or post important city events. Planning the event over the same time frame could prove costly, and very chaotic for the attendees.

2) Day of week pattern: many hotels either have a greater need for business on the weekend or during the weekdays. For example, a hotel in a corporate park may be very nice, but offers great rates over the weekend. Conversely, there may be a beautiful resort that has trouble filling during the weekdays.

3) Are the hotel rates offered for single occupancy, or for multiple persons in the same room? Often, a room rate will meet your client's budget, but if the group is such that you will have up to four people in the room, you may find yourself with a tiered rate which adds anywhere from $10-30 per additional person occupying each hotel room. When posting your request make sure to reconfim the correct room types so the hotel group rates will have the highest accuracy.

4) Look for additional costs up-front using the hotel info button to the left of any hotel bids: are there any resort fees at the property of interest? How about parking charges? Does the hotel allow pets, and if so, do additional fees apply? Are there any mandatory fees on top of hotel occupancy taxes? These additional fees can result in a considerable amount of money, and some are negotiable, depending upon how well the group is a fit at that particular hotel property.

Look for anything is included in the rate: some hotels will include a free breakfast, afternoon receptions open to guests of the property, fitness center access, or Internet access with the purchase of a guestroom. These niceties are not only a cost savings, but can add to the overall experience at the hotel property. These value added deals will be listed in the comments section of any hotel bids right below the hotel group rate.

5) Food and Beverage: if you are planning to have a banquet event during your visit make sure to list the information in your group request, this will make sure only hotels that can accommodate your banquet needs will respond. Also hotels that have banquet space are more likely to block group room space and give additional discounts if the group is using their food and beverage services and banquet facilities. Once you have located a hotel with all the services you require within your budget request a set of menus. Check Service Charge and Tax. On top of the banquet menu pricing, these fees will add anywhere from 20-40% in additional costs. Ways to defray costs:

NWT International will always negotiate your group a 20% to 50% discount on food and beverage. Check the comments section of hotel bids for these discounts.

Help you client come up with a sample menu and cost they would expect to pay, inclusive, to present to your hotel of choice. For example, pitch a breakfast inclusive of various breakfast breads, fruit juice, and coffee/tea, for an inclusive price of the targeted/budgeted amount per person, and see if they can alter their menus to meet your budget. Most Hotel Planner will offer free breakfast for the group, this value added will also be listed in the hotel bid comments section.

Take a look at the menus at the hotel restaurants. If the group is small, you may want to take advantage of simply dining in the hotel restaurant, or in a nearby eatery.

6) Audiovisual: relay any audiovisual needs to your hotel planner sales representative and ask for an individual quote. One expensive item is the rental of an LCD player. Sometimes, it is more lucrative to purchase your own, however, be sure to ask your representative about any "connection" fees for bringing in your own equipment.

7) Meeting room rental: if the guestrooms match the number or persons in your meetings, you will likely have more negotiating room with meeting room rental. If your group requires exhibits, a great deal of breakouts, or a larger meeting room (say for 100 people, and you are contracting 10 guestrooms per night), expect to pay some meeting room rental. Hotel Planner can leverage your power against paying meeting room rental if:

A group is meeting over a "need period" (i.e. a holiday and/or during low season)

There is a high food and beverage spend per room night (i.e. The attendees eating breakfast, lunch, AM and PM snack breaks, and a reception/dinner)

The event will completely sell out the hotel property you have selected.

8) Proximity to activities: is the group one that will have many nights free, or will there be planning on scheduling off-site activities for the group? In either case, if attendees are able to walk to various local attractions, it can help defray costs on you as the planner or the individual attendee. If the group has many nights free, and there are attractions within walking distance, attendees will appreciate not having to pay cab fares, retrieve their car out of the garage, and figure out driving directions in a foreign city. If they are planning off-site activities, transportation to and from an offsite venue can be a considerable expense. If they select a hotel close to numerous event location possibilities, and attendees can walk, that is one cost saved.

9) Transportation: if many of your attendees are arriving via plane, take a quick survey of flight pricing from main cities over the dates of your prospective events. If you are looking at multiple cities, you may find one is far more reasonable than another. Likewise, use hotel information that will help you find out about shuttle and taxi costs from the airport, as well as time to travel from the airport to the selected hotel property.

10) Upgrades and amenities: your Hotel Planner representative will always ask if your group can get one free upgrade to a suite at the group rate; or a free amenity for one of your VIP attendees. These special touches are noticed by your group and can be provided at no additional cost to you.

11) One more bonus! One per Fifty Comp: this is a standard at most hotels, where for every fifty rooms picked up by a group, one is free! Some hotels offer one per fifty complimentary only when fifty or more are picked up PER NIGHT. Other properties will credit this on a cumulative basis. Some properties will offer one per forty complimentary, or even less.

Good luck and happy negotiations! You are now on your way to event planning bliss!

Business Meeting Hotels

Reserving Group Travel for your Executive Group Meeting or Event
Organizing an Executive Group Business Event can be a formidable undertaking, but with time and planning, your Business Group Travel will be a great experience and a huge success. Having years of experience and the largest database of the best business hotels worldwide, we will assist you finding the perfect Business Event Location and Accommodations for this executive event.

Hotel Arrangements for your Executive Group Business Event
Advance preparation is the key in order to pick the perfect location for your business meeting, conference, or retreat. You want to find the right location and accommodations, because these will be reflection upon your business. To make sure your event goes smoothly you must make sure you do the right planning.
To accomplish this goal easily simply contact us with the details of your event.

Pre/Post Group Cruise Quotes

Let our pre/post group cruise specialists find the perfect accommodations for your next family gathering, church, class reunion or corporate meeting. If you have a group of family, friends or business associates you can take advantage of this free service to enjoy discounted group cruise rates and the expertise of our group cruise specialists.

Group Flight Quotes

When booking a group of 10 or more passengers on the same itinerary, airlines require an agent to call and obtain specific rates for the desired itinerary (group travel cannot be booked on-line).
Our travel agents are experts in developing the right itinerary and obtaining the best pricing for your next group event.
As a wholesaler for many airlines we can gurantee you the best rates available for your group travel (group rates are usualy affected by seasonality, flights load factor and other groups that might already be booked on the requested flights/dates/carrier).

Get your customized group flight quotes!

Group Car Rentals

We have partnered with many car rental companies accross Latin America and Europe to provide discounted group car and van rental rates for your next wedding, reunion, business meeting, convention or any group event. You can save 10-50% with us for you or your group members!