How we can help you?
What kind of meeting planner are you? Whether you’re an experienced professional or “poof, you’re a meeting planner,” charged with organizing an event for the first time, Hotels for Hope can help every step of the way. We walk clients through the process of finding the right venue at the right budget, help decipher the maze of options and provide savvy negotiation skills. With years of management experience, strength of purchasing power, and industry connections, we have historically saved clients 26% off best available rates. The best part is that while we’re saving money for our clients, we’re also raising money for children around the world. Travelers select from our list of charities, and the designated charity(s) receive $2 for every night booked. Here’s how we work:
Let’s Get Started
Are you organizing a conference, group training, quarterly meeting, or board retreat? Is this an annual meeting or a first-time event? Let us know how much of the planning you’d like to delegate. While we offer a comprehensive scope of services, we can do as little or as much as you need.
Qualify and Clarify
You may have a date in mind for your event, or even a location, but we can work with you to qualify and clarify any challenges to ensure the program’s success. We start by asking questions to help refine your focus and narrow in on the best choices.
- “Is your company considering multiple cities?”
- “Do you need a downtown location or are you open to suburban or more remote locations?”
- “How many attendees are you estimating?”
- “Do you need overflow hotel rooms?”
- “Will you need exhibit space? Audio visual equipment or technicians on-site?”
- “Would you like to ‘green’ your meeting?”
- “What are other factors, besides budget, that are important to your organization?”
Request for Proposal (RFP)
Once we have all the details buttoned down, we create a comprehensive RFP for your event that includes dates, space requests, food and beverage requirements and anything else you need. Once the RFP is approved, we send it to potential host hotels, CVBs and global sales offices to collect proposals and bids. Although you’re the meeting planner, we’re the point of contact for all proposals. Instead of responding to voicemails and emails from 10-15 hotels, just leave it all to us, and you can focus on your workday.
We know that sorting through proposals can be overwhelming. That’s why we create a Proposal and Bid Matrix, an easy-to-read document that lets you compare “apples to apples.” You get to skip looking through long proposals and see comparative pricing and concessions for multiple hotels and multiple cities in one document. This allows your planning team to make an educated decision on where to host the meeting. Beyond the matrix, Hotels for Hope will advise on options that offer the best fit and value, based on our more than 30 years of industry experience.
We’re experts at nailing down the nitty-gritty. Once you’ve narrowed down preferred site choices, we handle the negotiations on pricings and concessions and request a contract. We thoroughly review the contract for everything from early departure fees to food and beverage attrition penalties. Before you sign the contract, we make sure your interests are protected, and that all the information is correct.
We offer custom-branded technology solutions that cover every aspect of the meeting process, from email invitations and pre-registration to payment processing and reporting that keeps track of rooms booked and meeting estimates. With our branded hotel booking portals, everything is at your attendees’ fingertips, including integrated Google Maps and information for name badges. Instead of sending attendees to a separate website for reservations, keep them on your site to enhance branding and sponsorship opportunitites.
Click Here to find a Package that is right for your organization.