SITE SELECTION
At Conference Planning Resources, we make it simple to find your perfect event destination, hotel or resort venue. We will research a distinctive array of three, four, and five-diamond hotels to identify the properties that best suit your needs and budget. We have strong relationships with the major brands and other unique independent hotels and resorts throughout North America, Mexico, the Caribbean, and Globally.
For more than 25 years, we’ve helped companies and associations arrange hotels and services for their destination events, including sales meetings, conferences, product launches, incentive programs, seminars, executive retreats, board meetings, and more.
We help our clients find the right destinations and hotels negotiating the best possible hotel contracts based upon their needs and preferences.
Transparency is one of our core principles. And we pledge to share communications we have and actions we take on your behalf. You will have complete control of the entire process.
At CPR, we’re dedicated to ensuring our clients receive the best service possible. We will work with you throughout the entire process with that belief in mind, from hotel RFP development and distribution to the site inspection, all the way through to the final hotel contract negotiation.
RFP Development and Distribution
We’ll hand-craft your RFP to make your event significantly more attractive to hotels.
We create requests for proposals (RFPs) which exceed hotel industry standards and are often used as models by other companies. Some organizations submit their RFPs through online databases that can strip the RFPs of many details that show an event’s value to a hotel.
If you already have specs for your program, allow us to transform them into a stellar RFP that will set the hotel sales representative up for success when presenting your opportunity to the hotel’s internal sales team. When hotels have a greater understanding of all of your needs and overall revenue value, your organization will be in a better position to obtain more competitive responses from the bidding hotel(s).
By delivering your RFP directly to the right individuals, we ensure that it receives special attention and prompt service.
Once we have evaluated and strengthened your RFP, we ensure it is seen by the right people in the right places who will be evaluating your RFP.
Property and Destination Research
We’ll identify your best destination options, and find options that you my may never have known existed.
We work with Three, Four and Five Diamond hotels and resorts in destinations all over the world. Whether they are boutique hotels or large convention properties, we know the products in the industry.
Stop spending endless hours or days trying to find viable hotel options in various destinations that can accommodate your meeting specifications. CPR’s access to state-of-the-art software coupled with our broad knowledge of destinations and hotels can reduce this time-consuming exercise down to a matter of minutes! We will provide you with a thorough report of our findings, married with formal proposals and appropriate hotel sales collateral.
Site Inspection Support
We’ll handle all the details of scheduling site visits to make your travel easy, enjoyable and successful.
Once you short-list the hotels, we’ll coordinate with you and the hotel to create a comprehensive itinerary that suits your schedule, ensuring you maximize your time when inspecting the hotels. From the moment you arrive into a city or destination until the moment you leave, we can assist with planning every detail. We work with the hotels, the convention and visitors bureaus (CVBs) and destination management companies (DMCs) to coordinate site inspection trip itineraries, getting sponsorship from hotels and CVBs to handle travel expense reimbursement, airport transfers and transfers to each hotel site, meals, overnight stays, etc. all designed to save you money when traveling to inspect hotels
We can also accompany you on the site inspections to ensure that every detail is handled and to see the program and space needs through your eyes.
Property Selection Support
Having completed the site inspection(s), we’ll ensure you have everything needed prior to making the final decision or prior to presenting to a superior. Whether you need menus, floor plans, A/V price lists, we’ll make sure that there are no hidden costs and you are aware of all the fine print so there are no surprises during contract negotiations.
“I have had the great pleasure in working Conference Planning Resources. In my capacity as Senior Event Manager of a global pharmaceutical company, my department was responsible for thousands of events each year. Jeff’s service, expertise, and reliability are invaluable. In addition, he always works with the client’s best interest in mind and always with a speedy turnaround time. Jeff has an innate ability to think outside the box on every event (and there have been many events since 2003). Jeff’s industry knowledge is instrumental in bringing our meetings to the highest possible level. He makes certain that we look good.
I would highly recommend Jeff and his team to any conference/meeting planner!”
Susan Bartlett
Bronze Level CTSM