We are an online group travel agency. After a group coordinator submits their request with us, we send it out to our registered member base of hotels and any hotels specifically requested by the client. When you receive our email and are not registered, you may follow the link to our site which has the details of the group. On the left you will see a link to register your hotel and place an offer. There is no fee to register and no membership fees. We are a commission based agency. Commission is due for actualized rooms after the group checks out.
No, there is no charge to be a hotel member and place offers on our groups. We are a commissioned based agency, so when you place your offer you will be asked to provide a commissionable group rate (typically 10%).
Once you have registered, you can set up your account to only send you exactly the type of group requests you'd like in the Account Settings section. You can filter out group leads by rooms per night, budget, group type, minimum nights stay and more. These filters will allow each sales manager to only receive leads and manage groups within their market segment. Each sales manager at the hotel may have their own accounts and lead filters.
No, we do not mark up your rates. The group rate you offer to the group is the group rate they ultimately get. Groups ultimately pay the hotel directly for the group's rooms; we do not collect payment from the client.
In the event one of your offers is referred for consideration by the client, you will be notified via e-mail with the client's contact information and instructions on how to contact them for contracting. At this point, the client has been instructed to contact you at the phone number provided for your account. Most hotels at this stage send over contract documents or call for credit card confirmation. You may also need to answer any remaining questions for the group coordinator.
First, please make sure you have read through our Help section. There are a number of things to consider when placing an offer. You must take into account the clients' budget, the desired star rating and any specifications the client may ask for (i.e. banquet space or proximity to locals). In the event that you are paying attention to all of these things and you are still not receiving group business, you should take a look at the My Stats section. This section will give you feedback as to why groups have not been selecting your hotel.
You can either leave the offer as is since it's a space available rate or you can take the extra step to follow up on the group with a No Availability offer to let the group know that you have sold out. The client must make final arrangements with you ultimately, so in this event you can let them know you have sold out in the meantime.
You can always delete an offer using the Delete button found on every offer in your Account Summary. In addition, you can always place a new offer on any group request and the new offer will replace the previous offer.
The offer expiration is where you can specify the length of time that your offer is valid for after the client receives it for the first time. The client may still contact you regarding their stay, but you are no longer obligated to extend your offer after the expiration (IE. The rate may change after the expiration). This is an effective sales technique to entice the client to contact you sooner rather than later.
When a client contacts your hotel directly after submitting a group request via HotelPlanner the hotel will pay HotelPlanner the commission on actual funds collected for sleeping rooms as compensation for referring the group even in the event the rate changes.
Yes, Click here to download our W9 Request for Taxpayer ID in .pdf format.
No, you will only have to pay 10% to us and we will make sure the travel agent commission is paid promptly. All commissions are always paid to us.
Yes, please email us for our number.
Attrition is the minimum amount of the blocked rooms that must be used and/or ultimately paid for.
Ex: If 100 rooms are blocked and the client uses only 50 rooms, a 60% attrition agreement would mean the client is still responsible to pay for the 60 rooms (60%).
No, only the group coordinator will see your group rate. We never publish your group rates submitted via our company.
In addition, other hotels will not be able to see your group offers and you will not be able to see theirs.
When placing offers, the cancellation field is the cancellation policy for each individual room reservation once they are booked into the group block. The overall group block cancellation would be covered by your attrition and deposit policies.
You can specify the deposit you require on a case by case basis each time you place an offer on a group. You can enter the deposit you require as a percentage of the rooms booked or as a flat dollar amount.
Please enter the sum of all mandatory federal/state/local tax percentages on rooms.
Ex. If your hotel has a 7% State Tax and a 3% City Tax, then you would enter 10% as your total tax value.
The rate you quote is without taxes, so this will give our clients insight into their tax exposure in your destination.
This field is for any miscellaneous mandatory flat room fees such as a "Resort Fee" or "Cleaning Fee" or "Bed Tax." They are usually relatively small amounts such as $3 per room per night.
You may leave this field blank or enter 0.00 if you do not have such additional flat rate fees or taxes.
Please enter the sum of all mandatory federal/state/local tax flat amounts per room night.
Ex. If your hotel has a $2 flat city tax on all room nights in addition to any tax percentage amounts, then you would enter $2