Personalized Services

A first-class accommodation service for your event

Providing an accommodation service for your event has a real value. All participant types will see the benefit of having guaranteed rooms at one or more hotel with competitive rates, which are instantly comparable and quickly booked in one place. RoomTrust can help you deliver just that.
To ensure your event has a first-class accommodation service for attendees, speakers, VIPs and staff alike, we like to know as much as possible about your event objectives and how you work. Briefed with this knowledge we will work with you to manage the complete accommodation needs for your event or series of events. Our team of experts will set up accommodation services for any event type and in any location and then work with you every step of the way to ensure success. This leaves you to concentrate on managing your event whilst providing an added-value service to your participants.

Sourcing, negotiating and contracting hotels

The RoomTrust team will help you to source the hotels you need for your event worldwide. Based on your event brief we will recommend the number of rooms you will need and the styles and types of hotels. We will then source the appropriate hotels in the best locations and send out an RFP. After collating all responses we will shortlist the most appropriate hotels and negotiate the best deal for your event. Rates are important, of course, but more than this we will work to get the most flexible terms and conditions and the maximum added-value. To complete the process we can finalize the contracts with you, or on your behalf.

Room block management and maintaining room availability

Once contracted, effective room block management is essential to ensure that release and attrition date agreements are observed. Our objective is to ensure no financial penalties through missed deadlines or the holding of unwanted rooms. Equally importantly, we will ensure that you have sufficient rooms for all participant types. We will work with the selected hotels right to the end of your event to make sure that things go smoothly.

Customized online booking tools for all participant types

The provision of an accommodation service for your event with guaranteed rates and availability is a valuable service. It will provide participants with a quick and easy way to find and book accommodation without having to visit several different websites. This service will be branded under the name of your event so it really is an added-value service to your attendees. A direct link to book a hotel will be made from your event website - showing where hotels are in relation to the venue, hotel details, amenities, rates and availability. Participants can search according to price, proximity or quality and select the most suitable hotel. The booking process is simple and on completion participants get an instant detailed confirmation.
We can create separate pathways for different types of participants to display different hotels or room types and, where appropriate, different guarantee and payment requirements. We also have a module to collect travel details if you want to offer transfers.

Ongoing support

This is essential but not just for your participants but you, the organiser and the contracted hotels. In addition to providing the bookings system we can also offer a support centre for participants. This is especially important if you have VIPs or others needing specialized support.