Case Study: Corporate Hotel Account Management

How our expert corporate accommodation specialists helped

We’ve successfully worked for this company for several years, booking accommodation daily for numerous departments, from field sales through to business managers and company directors. This client benefits greatly from our bill-back service, where all accommodation invoices are settled by us on their behalf, and they receive a weekly invoice with copies of all relevant VAT invoices – all at no extra cost.

Each department has different parameters for budgets, meal allowances and hotel types; all of which we manage efficiently by securely storing individual profiles for all guests in our booking system.

We check numerous sources when booking individual accommodation; matching the best available rates with the needs of the guest. Where possible, Bookers receive a minimum of 3 accommodation options; presented clearly in our proposal documents which include location details, rate breakdowns and cancellation policies. Once they’ve selected their preferred accommodation, they receive instant email confirmation from us; as does the hotel.

Where volume bookings are made into specific locations such as London, Manchester and Birmingham, we’ve negotiated special corporate rates with our hotel contacts; these offer substantial savings on the ‘best available’ rates and often have added extras such as breakfast, parking and wi-fi.

Another key advantage of our service is that we contact all hotels on arrival day to check that the relevant payment authorisations have been received; ensuring smooth check-ins for all guests.

In addition to making individual reservations we also regularly source and book group accommodation and meeting rooms; assisting fully with the co-ordination and administration of events including reviewing venue contracts, producing rooming lists and arranging AV equipment and catering.

As part of our account management service we also provide our client with tailored monthly reports, which break down actualised hotel spend by department and individual guest; giving the client total visibility and control over their accommodation budgets.