Conference & Event Accommodation Package

OVERVIEW
Our Conference & Event Accommodation Package takes attendee housing off the organizer’s plate. We source and negotiate hotel room blocks near your venue, set up an easy booking process for attendees, and support check-in on event day — so you can focus on running the event, not managing a hotel spreadsheet.

WHO THIS IS FOR
Conference organizers, association event teams, and companies hosting an event or offsite who need to manage accommodation for their attendees, not just their own staff.

GROUP & ROOM DETAILS
– Group size: Scales to attendee count (typically 50-500+ attendees)
– Rooms coordinated: Sized to expected attendee turnout
– Typical headcount: 50-500+ attendees
– Typical engagement length: Length of the conference/event, plus arrival/departure buffer nights

WHAT’S INCLUDED IN THIS SERVICE FEE
– Hotel sourcing near your venue, matched to your event dates and attendee budget range
– Group rate negotiation for the attendee room block
– Setup of an attendee-facing booking process (booking link or code) so guests can reserve their own rooms within the block
– Rooming list tracking as attendees book against the block
– Check-in day support to help smooth arrivals for a large volume of guests
– Post-event reporting on final room block usage and attrition, if applicable

HOW IT WORKS
1. Submit this service fee booking to reserve our team for your event.
2. Complete the trip details form (event dates, venue location, expected attendee count, budget range).
3. Your coordinator sources hotel(s) near your venue and negotiates a group rate for the block.
4. You receive a separate, itemized hotel cost quote in USD, including block size and attrition terms, within 48-72 hours.
5. Once approved, we set up the attendee booking process and manage the block through your event.

OPTIONAL ADD-ONS
– Mega Group Hotel Booking if your event needs 50+ rooms held directly (rather than an attendee-facing block)
– Airport Transfer & Ground Logistics Coordination for attendee arrivals
– On-site liaison add-on for check-in day support

IMPORTANT NOTE
*Hotel and travel costs quoted separately after service booking.* This listing covers our coordination service fee only. Once your service is booked, your dedicated coordinator will source hotel availability and send an itemized hotel/travel cost quote in USD for your review and approval before any further payment is made.