Frequently Asked Questions

How do you make your money?

The venues pay us commission after your booking has taken place. This does not affect the rate you pay as venues see agents as a very cost effective means of sales and marketing.

How do you offer a specialist service?

We have an on going training programme that all staff follow, which amongst other things includes: visiting venues, attending presentations given by hotels and venues, reading all relevant press releases and publications. We have an excellent reputation in the industry and work very closely with our hotel and venue colleagues ensuring that we are the first to know about news and special offers. Perhaps more importantly, we deal directly with the venues. We have developed very beneficial relations with the reservations and conference staff, helping ensure that we get the best available rates and last room availability.

What are my obligations after I have contacted you with an enquiry?

We offer a free service based on us being the only people looking at the enquiry. All we ask is that you ring us only when a booking has approval; remember we do not make any money if a booking does not go a head. Once a venue has received an enquiry they will not offer lower rates for the same enquiry to another source.

Venue Finding v Event Management, which Services are free?

This service includes: searching for the “perfect” venue, arranging site inspections, negotiating rates and the terms and conditions and managing the allocations and rooming lists. The client is responsible for signing the contract and ensuring that the terms and conditions are adhered to. Our Event Management Service will involve an additional cost: we get more involved in the detail, take responsibility for ensuring that the terms and conditions are adhered to, liaise with the hotel about final detail and handle delegate registration. It can also involve onsite support ensuring the event runs smoothly.

Corporate Rates, Market Rates and Rack Rates, what are they?

Corporate Rates: These are rates that are specially negotiated for a specific client at a specific hotel where they have high volume. We constantly monitor our clients business and will pro-actively negotiate corporate rates on their behalf. Best Available Rates - (BAR): Most major hotel chains now operate market rates (BAR). These rates fluctuate on a daily basis based on occupancy levels. It may well mean that if a client books two rooms for the same night at the same hotel but makes the bookings at different times, the rates may differ. Market rates are often called "fair rates" as you are assured of getting the best available rate. We find this system to be more cost effective for our clients, low occupancy rates are often set at a much lower rate than the old preferred corporate rates previously offered by the hotels. Rack Rates: This is the bench mark rate and is generally the maximum that a venue will sell a room or meeting space for. The only time that you will actually pay the rack rate is when the hotel is nearly full, or when they know that there will be high demand ie London 2012!

Do you use third party websites to make bookings?

We know from experience that hotels tend to only sell rooms cheaply on third party sites for dates when they are experiencing low occupancy levels. If the hotel fills it is usual to “out book” guests booked through third party websites at low rates. The sites were initially designed for leisure travel, hotels therefore tend to allocate rooms reserved for the leisure market. We deal purely with the corporate market place and would always ensure our clients are allocated rooms suited to the business traveller.

What do you need from me to proceed?

The basic information needed is: dates, budget, location, numbers of guests. For a conference enquiry we need: room layout, number of syndicate rooms, equipment and catering requirements. If you specify a particular venue and it is unavailable we will automatically offer suitable alternatives.

What is your cancellation policy?

Each venue has its own cancellation policy details of which are included on your confirmation or are included in the contract and terms and conditions.

Why a Hotel Booking Agent?

As hybrids of the sector, hotel booking agents are specialists in the sourcing and procurement of accommodation, meetings and events.