Tech-Driven Hotel Sourcing Best In The Industry
In the world of event tournament planning, securing the best hotel accommodations for attendees is essential. It is crucial to have enough inventory to accommodate teams and athlete families across a variety of brands and price points, all conveniently located near the venue. Our state-of-the-art, digitally driven hotel sourcing, RFP, and contract processes ensure unbeatable rates and extensive room options.
Book Your Block’s approach leverages the latest advancements in technology to streamline and enhance the hotel sourcing process. This ensures that every event benefits from our commitment to excellence. As Pete Townsend, Managing Director of Sports At The Beach, said, “When Book Your Block presented its communication initiatives to the hotel community, we saw a substantial increase in room inventory.”
Targeted Hotel Sourcing
Our mapping technology identifies and targets hotels near the event location that match specified brands, amenities, and price points. This approach ensures Book Your Block presents only options that meet the team's needs and preferences.
Leveraging our extensive industry knowledge and valuable relationships with hotels nationwide, we negotiate exceptional rates with hotel chains across the country. Our team includes local hotel market experts, with some members having experience as sports group leaders or hotel sales managers. This background provides us with detailed insights into which properties offer the flexibility to accommodate larger groups.
Efficient Communication with Hotels
Utilizing cutting-edge sourcing software, we send electronic RFPs with event details directly to hotel sales managers. This direct digital communication speeds up the process and ensures that all necessary information is conveyed accurately and efficiently.
All hotel bids are received and stored digitally, making it easy to recall, review, and compare options. Contracts are then executed digitally and contain all the terms and information detailed in the RFP. This tech-driven Book Your Block approach not only streamlines the contracting process but also ensures that all parties are on the same page.
Seamless Onboarding
The onboarding process couldn’t be more simple, thanks to our electronic data collection forms and machine intelligence. Event operators can quickly submit their event details, including, venue, event dates, anticipated team registrations, Stay-To-Play policy, preferred room types and lodging goals, using one easy link.
Our form is completely customizable to fit the specific needs of the event and housing requirements. This flexibility enables us to gather comprehensive data tailored to each event's unique circumstances, ensuring every sourcing experience is smooth and efficient. Receiving the information in a single, efficient process forms the foundation of our communication with hotels. This data is also crucial for reporting and assessing economic impact
Efficient Communication with Hotels
Utilizing cutting-edge sourcing software, we send electronic RFPs with event details directly to hotel sales managers. This direct digital communication speeds up the process and ensures that all necessary information is conveyed accurately and efficiently.
All hotel bids are received and stored digitally, making it easy to recall, review, and compare options. Contracts are then executed digitally and contain all the terms and information detailed in the RFP. This tech-driven Book Your Block approach not only streamlines the contracting process but also ensures that all parties are on the same page.
Guaranteed Lowest Rates
Book Your Block’s partner hotels offer Special Event Rates, which are discounted group rates based on the number of rooms booked for the event. These rates are locked in as the Lowest Available, so you won’t find a better flexible price online. We also negotiate for special perks like free parking, breakfast, and discounts at on-site restaurants, which might not be available if you book elsewhere!
All guest rooms in each hotel block are offered at the same rate, so athlete families pay the same amount regardless of when they book. The Book Your Block system is unique because it avoids the traditional hotel booking model, which raises room rates as more rooms are booked, inventory decreases, or booking prices spike in the area. By facilitating team lodging, you can also earn attractive rebate commissions on hotel bookings. Book Your Block and its hotel partners offer a rebate per guest for each room night booked, creating a fantastic supplemental revenue stream from cumulative reservations.
Need to house event staff? On request, we can negotiate for complimentary rooms to keep team members on-site. These rooms are unlocked as attendees book, helping to save on budgetBy ensuring that the appropriate staff can attend the event, Book Your Block supports the success of the current tournament and helps in growing future events.
And the best part? Book Your Block never works with attrition clauses, which allow hotels to charge a penalty if fewer rooms are used than originally booked. By avoiding these clauses, we offer our rights holders the flexibility and confidence they need when planning their events. Book Your Blocks attrition policy ensures that no one is penalized for any unsold rooms, making the planning process seamless and worry-free.
Inspection Program
We believe in the power of relationships.In most markets, the Book Your Block team meets personally with hotel sales managers to review lodging requirements and explain our communication initiatives in detail.
This personal touch builds strong relationships that benefit our rights holders and guests. To maintain high standards, we tour and inspect our hotel partners' properties. This personal knowledge of the hotel amenities ensures that we only recommend hotels that meet our strict quality criteria.
We excel at securing hotel partners in areas where other companies may struggle or during peak tourist seasons. Our established relationships and deep industry knowledge give us a unique advantage, allowing us to overcome common challenges and meet our clients' needs even in high-demand locations.
Perfectly Tailored Events Start with Book Your Block:
Unlike many in our industry, we don’t believe in a one-size-fits-all model. The Book Your Block process is custom-tailored for each of our event operators, regardless of the size of their project or their specific goals. We understand that every event is unique, and we pride ourselves on delivering solutions that are perfectly suited to each client's individual needs. Our commitment leads to more hotel partners and larger room blocks, ensuring that we consistently secure the necessary hotel inventory for our clients, even for large-scale events.
Our cutting-edge hotel sourcing, RFP, and contract processes, combined with our industry expertise and commitment to customized solutions, make us the ideal partner for your event planning needs. Let us handle the complexities of event housing so that you can focus on creating an unforgettable experience for attendees…