For this client we frequently book accommodation for facilitators attending programmes throughout the UK and Europe. Office-based account administrators and the trainers themselves contact us to make their room bookings. With our bill-back service, all hotel invoices are settled by us on the clients’ behalf, and they receive a weekly invoice with copies of all relevant VAT invoices – all at no extra cost.
Guests have fixed accommodation budgets according to the locations for training; all of which are efficiently profiled in our system.
For volume bookings into specific locations such as London, Bristol and Leeds, 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 free room upgrades, breakfast and wi-fi.
We check numerous sources when booking individual accommodation; matching the best available rates with the needs of the guest. As last-minute changes can happen, we always book flexible rates which can be cancelled free of charge. 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 the hotel they’d like to book, they receive instant email confirmation.
In addition to making individual reservations, we’re regularly asked to source and book meeting and training rooms, which can be anything from a 1-day meeting room for 10, to a 3-day residential training course requiring numerous training and breakout rooms, plus accommodation. We work closely with the client to understand the needs of the trainer in terms of room specs, equipment and catering, and assist with the co-ordination and administration of events including reviewing venue contracts, producing rooming lists and arranging AV equipment and catering.
Our account management also includes tailored monthly reports for the client, which break down actualised hotel spend by department and individual guest; giving the client total visibility and control over their accommodation budgets.
Due to the large volume of their bookings, our bill-back service has proved an invaluable tool in saving the company time and money in streamlining their accommodation booking and payment processes – no more expenses claims or card statements to reconcile!