GROUP HOTEL AND VENUE SOURCING

Streamline your search by utilizing our industry experts. How does it work? We gather your requirements and perform an extensive market search. Once complete, findings will be presented, questions will be addressed, and we will provide recommendations. Upon your selection, our team will negotiate the details of your contract to ensure your needs are covered.

OUR SERVICES

  • Regardless of if you are sourcing rooms/venue for a corporate or association conference, incentive trip, or Collegiate team travel, our no cost service for site sourcing includes:

    • Consultation with key decision maker on hotel requirements – dates, location, room block, F&B, AV and meeting space needs.

    • Creating & sending a comprehensive and unique Request for Proposal (RFP)

    • Research locations and specific hotel properties to find options that meet your criteria.

    • Manage all communication with hotel sales managers.

    • Collect and review proposals from hotels.

    • Deliver a detailed report and review results with key decision maker.

    • Contract negotiation with hotels on rate, concessions, and other factors.

    • Review and request changes to final contract – work with procurement/business departments for contractual updates if needed.

    • Manage hotel cancellations or contract updates.

  • HotelX is your trusted partner for event success. Event management is provided at an hourly rate. Services we provide include but are not limited to:

    • Registration Management

    • Logistics/Program Operations

    • Food & Beverage Management

    • Mobile App Creation/Management

    • Speaker Management

    • A/V and other Vendor Management

    • On-Site Staffing

  • Do you need ground transportation during your event? Our sister company, GroundX, is your solution with its vast network top tier suppliers. From airport transfers to multiple day services, we’ve got you covered. Service vehicles include:

    • Full Size Motor Coach

    • Mid Size Motor Coach

    • Sprinter Van

    • Limousine

    • Chauffeur SUV or Sedan

  • For time-sensitive arrivals, those needing elevated accommodations, or if VIP guests have specific requirements; AviationX is at your service with its premium air charter service. Whether it's a single person or a large group our experienced team is standing by. Types of aircraft:

    • Commercial Airliner - Seats up to 460

    • Regional Airliner - Seats up to 75

    • Business Jets - Seats up to 18

    • Helicopters - Seats up to 7

How Can We Help?

MAKE PLANNING MORE EFFICIENT

  • GROUP HOTEL SOURCING

    Is your time valuable? Want to spend time doing something other than calling hotels for rooms? If yes, then HotelX is the ideal partner. We will find the best hotels at no additional cost to you. Acting as an extension of your team, we handle everything from research to hotel communication to contract negotiation. Let us take care of the details so you can focus on the wider picture.

  • EVENT PLANNING

    Our seasoned team delivers exceptional events whether big or small. From single tasks to full-service management, we bring your vision to life with precision and care. With attention to detail and clear communication, HotelX is your trusted partner for event success. Please let us know how we can be a help to you and your organization.

TESTIMONIALS

  • "I have been working with Giselle for over 5 years now and there is no one I trust more to find accommodations. Her expertise, thorough research and work ethic ensure that our team always has a place to stay. She is willing to troubleshoot last minute changes and understands the unpredictability of travel."

    Director of Football Operations

  • "Their in depth knowledge in the hotel and meetings industry is invaluable to any organization, but it’s their passion, engaging personalities, and unwavering commitment to their clients that truly set them apart."

    Events & Meetings Director

  • “Working with Giselle has been a great experience. She knows and understands my groups needs and continues to go above-and-beyond for us. Her reliability, communication skills and expertise exceed expectations every time. She's the best!”

    Small Business Owner

Frequently Ask Questions

LET’S GET STARTED

Complete this form and one of our industry experts will be in touch. If preferred, you can reach us at info@bookhotelx.com or 206.428.7685.