Organising a large event comes with countless moving parts and managing group accommodation can often be one of the most time-consuming elements.
At HotelRes, we act as an extension of your team, taking care of the detail so you can stay focused on delivering a successful event. Whether you want to manage costs centrally or allow delegates to book accommodation individually, we offer flexible solutions tailored to your needs.
Option 1: You Pay for the Accommodation
If you prefer to manage accommodation costs centrally, we support you at every stage:
- We negotiate the best possible rates and terms using our trusted hotel partnerships
- You contract directly with the hotel, while we guide you through key dates and commitments
- We manage the rooming list, including ongoing changes and updates
For a more streamlined approach, we can also create a dedicated event booking platform:
- Delegates book their own rooms within your contracted block
- Each guest receives an instant confirmation
- We handle all amendments and communications
- We build and maintain the full rooming list for both you and the hotel
- We can collect additional details such as cost centres and payment details for extras
- Regular reporting keeps you fully up to date
This approach significantly reduces admin while keeping you in control of the overall booking.
Option 2: Delegates Pay for Their Own Rooms
If you’d prefer delegates to cover their own accommodation costs, we set up a managed allocation:
- We secure a block of rooms with agreed rates for your event dates
- A release date (typically 4-6 weeks prior) ensures flexibility and minimises risk
- We avoid hotels with high minimum commitments where appropriate
To maximise availability and choice:
- Our system connects to live hotel availability, allowing continued bookings beyond initial allocations
- We can offer preferential rates at key destinations, including Cambridge
- Where suitable, we can arrange dynamic discounts – giving your delegates reduced rates off the hotel’s best available price
This option offers flexibility for both you and your attendees, without the need for central payment or administration.
Why Work with HotelRes?
We take care of the complex, time-consuming elements of group accommodation – so you don’t have to. From sourcing and contracting to delegate management and reporting, we ensure everything runs smoothly behind the scenes.
And if you’re still in the planning stages, our free venue finding service is here to help you secure the perfect location for your event.
Let us handle the accommodation, so you can focus on delivering an exceptional event.
