Are organisations getting the most from their hotel agreements, negotiated rates and preferred partnerships? As businesses look for greater value from their travel and Meetings & Events programmes, a more connected approach to hotel procurement could unlock opportunities that are currently being overlooked.
Hotel procurement has always been an important consideration for organisations looking to balance cost, quality and traveller experience. But as accommodation requirements become more complex and budgets face continued scrutiny, there is an opportunity to look beyond individual bookings and consider the bigger picture.
At the ITM Autumn Conference, the session “Check In or Check Out? Rethinking Hotel Strategy” explored a subject that deserves greater attention: how organisations manage hotel RFPs, negotiated rates and preferred partnerships, and whether transient accommodation and Meetings & Events should be considered more closely together.
For travel managers, procurement professionals and event teams, this raises an important question: are your existing hotel arrangements delivering the best possible value across your organisation?
The Opportunity to Connect Travel and Meetings & Events
In many organisations, corporate travel and Meetings & Events operate through different processes, budgets and teams. Transient hotel bookings may be managed through a travel management company and a preferred hotel programme, while accommodation for conferences, training sessions, internal meetings and events is sourced separately.
There are often good reasons for these arrangements. The requirements, booking patterns and contractual considerations can differ considerably. However, when the two areas are viewed in isolation, opportunities to share insight, improve visibility and strengthen supplier negotiations may be missed.
Taking a more connected approach does not necessarily mean combining every process or supplier agreement. Instead, it means understanding the wider accommodation picture, identifying where requirements overlap and using that knowledge to make better-informed procurement decisions.
For example, greater visibility of hotel demand across an organisation may help identify frequently used destinations, recurring meeting locations and opportunities to develop more effective supplier relationships. Where booking patterns and commercial arrangements allow, this insight can support more informed negotiations and a clearer understanding of overall value.
Are negotiated hotel rates still competitive?
Negotiated rates and preferred hotel partnerships can play an important role in controlling accommodation costs. But securing an agreement is only part of the process.
Hotel pricing varies according to location, seasonality, availability, demand and the specific requirements of a booking. A rate negotiated for transient business may not always be the most competitive option for a conference or group accommodation booking, particularly when meeting space, catering and other event requirements are involved.
Equally, the lowest headline rate does not automatically represent the best commercial outcome.
A meaningful review should consider the wider agreement, including cancellation and attrition provisions, flexibility, complimentary rooms, upgrades, added-value concessions and other contractual terms. These details can materially influence the overall cost and risk associated with an event.
Regularly reviewing rates and agreements against current requirements helps organisations understand whether their arrangements remain fit for purpose. It also creates an opportunity to challenge assumptions, explore alternatives and ensure that preferred partnerships continue to deliver value.
Preferred Partnerships Should Create Value, not Limit Choice
Hotel partnerships can provide consistency, established relationships and commercial benefits. However, a preferred supplier list should support an organisation’s objectives rather than become a restriction on choice.
The most suitable venue or hotel will depend on the individual brief. Location, accessibility, capacity, accommodation requirements, delegate experience, sustainability credentials and budget all play a part in determining the right solution.
An independent approach to venue sourcing can help organisations assess the wider market rather than defaulting to familiar suppliers. This is particularly valuable for Meetings & Events, where requirements can vary significantly from one event to the next.
By considering national hotel groups alongside regional properties and independent venues, organisations can explore a broader range of options and make decisions based on suitability, availability and overall value.
The objective is not to move away from preferred partnerships, but to ensure they remain competitive and relevant while preserving the flexibility to look elsewhere when the brief demands it.
Looking beyond the room rate
Effective hotel procurement is about more than negotiating a discount. It requires a clear understanding of the total cost, the contractual commitments and the experience being delivered.
For Meetings & Events, this means looking at the complete package. Room rates and meeting room hire are important, but so too are catering, audiovisual requirements, service charges, cancellation exposure and the flexibility to accommodate changes in delegate numbers.
Strong negotiation should challenge more than the initial price. It should seek to secure appropriate terms, minimise unnecessary risk and identify added value wherever possible.
Transparency is equally important. Procurement teams need to understand what has been negotiated, what has been achieved and where further opportunities may exist. Reliable reporting can help turn individual booking decisions into a more informed, strategic approach to supplier management.
Data and visibility: the foundations of better decisions
Without a clear view of accommodation and Meetings & Events activity, it can be difficult to identify patterns, measure performance or demonstrate the value of existing arrangements.
Useful management information can highlight where spend is concentrated, which venues and destinations are used most frequently, how negotiated options compare with alternatives, and where savings or cost avoidance opportunities may exist.
For Meetings & Events, this visibility can also support budget management, supplier reviews and future planning. It enables procurement and event teams to move beyond individual transactions and build a clearer picture of what their programmes are delivering.
Technology can play an important role, provided it supports meaningful reporting and informed decision-making rather than simply adding another layer to the booking process.
Where an independent venue-finding partner can help
For organisations reviewing their hotel strategy, an independent venue-finding and event management partner can provide an additional perspective on the market and support internal teams with the practical work involved in sourcing and negotiating accommodation.
At Conference Care, we work with organisations to source venues and accommodation, negotiate competitive rates, scrutinise contractual terms and provide greater visibility of Meetings & Events activity.
Our independence means we are not affiliated with a particular hotel group. We can consider a broad range of suitable venues, from established international brands to regional and independent properties, according to each client’s requirements.
Through our MeetingsHub portal and reporting, clients can also gain greater insight into their Meetings & Events activity, helping them understand spend, savings and opportunities to improve value.
Importantly, our role is not simply to present a list of venues. It is to understand the brief, challenge the options where appropriate and support clients in making commercially informed decisions.
For organisations whose travel and event accommodation requirements are managed separately, we can also help explore where greater coordination may be beneficial, working alongside existing internal teams and travel partners where appropriate.
Five questions to ask about your current hotel strategy
Whether an organisation is preparing for a formal hotel RFP or simply reviewing its existing arrangements, there are several useful questions to consider:
- Do we have sufficient visibility of our accommodation spend? Can we understand how hotel expenditure is distributed across transient travel and Meetings & Events?
- Are our negotiated rates still competitive? How regularly are rates and contractual terms reviewed against the current market and our changing requirements?
- Are our preferred partnerships delivering measurable value? Do they offer the right combination of price, availability, flexibility and service?
- Are we negotiating the complete package? Do our agreements address cancellation, attrition, concessions, added value and the risks associated with changing event requirements?
- Are Travel, Procurement and Meetings & Events sharing insight? Could better communication help us identify opportunities, improve planning or strengthen our commercial position?
The answers will vary by organisation, but asking these questions can help identify where a review may be worthwhile and where existing arrangements are already working well.
Rethinking hotel strategy starts with a conversation
Hotel procurement is not a choice between maintaining established partnerships and starting again. For many organisations, the greatest opportunity lies in understanding what is already in place, identifying where additional insight is needed and making targeted improvements.
Connecting transient accommodation with Meetings & Events where appropriate, regularly challenging rates and contractual terms, and maintaining visibility of spend can help organisations make more informed decisions about an important area of supplier expenditure.
As organisations plan future travel and event programmes, now is a good opportunity to ask whether their hotel strategy is keeping pace with their needs.
At Conference Care, we believe better outcomes start with the right questions, an independent perspective and a clear understanding of what value means to each client.
If you are reviewing your hotel agreements, planning an upcoming RFP or looking for ways to improve visibility and value across your Meetings & Events programme, we’d welcome a conversation about how we could support you.
