Site sourcing made simple
We've got this.
Site sourcing made simple. Reduce Risk. Maximize ROI.
JW is an associate of HPN Global with the goal to generate savings for our customers and create long lasting partnerships.
Whether this is your first conference or your 40th, you know that meeting planning is hard. Our goal is to make site sourcing simple and ROI driven.
If your program is 10 or 10,000 people, we take the time out of finding the perfect destination and venue, writing a responsive RFP, analyzing the results, mitigating risks and negotiating a “win-win” for you and the venue. Partnering with HPN will immediately expand your resources and increase your staff – just when you need it and at no cost to you.
No-cost consulting services for meeting and event RFPs, site selection, negotiations, contract review and more.
All HPN Global contracts include multiple client-friendly clauses and concessions from the start. We further review every line to keep our clients protected and assure all negotiated details are in writing.
We tap our extensive industry network to assist with options for Destination Management Companies (DMC), transportation and audio-visual companies, entertainment and more.
These services never cost the client a penny, and ultimately save the organization both time and money.
SITE SELECTION & ANALYSIS
Any country, any city, even at sea, our global network sources markets based on the client's specific needs to find a custom fit for each program.
We drive the request for proposal process, generating a comprehensive review of options in less than 48 hours, and offering our insight as to which proposals hold the best value.
We leverage our hospitality experience and relationships to attain our client maximum value for each program, including best rates and concessions, and to help protect them both legally and financially.
How Many Hotel Partners Do You Work With?
Are your services really free?
Yes. Our compensation comes in the form of a placement fee paid by the selected hotels and does not cost our clients anything.
Since the hotel has to pay a placement fee, won't they just increase my rates?
No. We have buying power with our volume of business and your rates are never increased due to HPN’s involvement.
Why work with you?
We save you time. Our RFP process is streamlined. You only have to review and explain the details of your event once. Our relationships within the hospitality are established. Our proprietary RFP system allows us to reach the right people at any property fast and efficiently.
We save your organization money. We leverage the volume of business HPN Global conducts around the world to get the absolute best rates and highest value contracts for our clients.
We minimize your organization’s liability. From attrition to force majeure, we negotiate and review every contract to minimize your organization's exposure.
What are the benefits of having you submit my RFP?
When a hotel receives a RFP from us, the group's name is kept confidential.
If we are sourcing a hotel you’ve done business with in the past, the property is unable to quote rates based on your group history, leading to lower rates and overall cost savings.
Since hotel sales teams don’t have your direct contact information, you won’t be inundated with emails and calls, allowing you to focus on the internal aspects of your meeting and other obligations.
How long does it take to get a response on an RFP?
The RFPs we submit have a response rate of more than 90% in the first 24 hours, and virtually all are ready for client review within 48 hours.
How do I recieve proposals for review?
We compile a two-page availability report with basic details about each property that fits your needs in each location you’ve requested to search.
There is no limit to how many cities/destinations that we can source for your event.
These client reports are typically available for review with 48 hours.
Once you have decided on a location, we then refine the list to your top choices and reach out to those properties to negotiate the best rates and concessions.
Are there limits to what countries and hotel brands you work with?
No. We work with independent properties and hotels of every brand all around the world. Our focus is on finding the right fit for our client's program.
I've been a meeting professional for years. Why would I need your help?
Seasoned meeting professionals typically appreciate our services most of all.
• Our established industry partnerships and business volume help you secure lower rates than negotiating directly with hotels.
• We take on many of the time-consuming tasks that occupy your time.
• We act as a sounding board, offering guidance and feedback based on our years of working within the hotel sphere.
• We are an advocate for our clients, always working in partnership to find the best value for their specific needs.
The event is always in the hands of the meeting professional. You are in charge and sign the contract. We are there to assist with the legwork and leverage our relationships to get you the best value possible.
The client always dictates our level of involvement. We can be involved in as much or as little of the process as the client wishes.
Do I have to sign a contract with HPN Global?
There are no contracts or agreements for you to sign. We operate in good faith with our clients. They can discontinue using our services at any time.
Do you assist with arrangements for site tours?
If you plan to visit properties prior to making a decision, we can make all the necessary arrangements and prepare your itinerary. All you have to do is share your arrival and departure details, and I can coordinate everything between.
Can you show me how your RFP system works?
I can easily conduct a one-on-one webinar to showcase how our RFP system works, what the reports look like, and answer questions about our process. Contact me to schedule a time.
I am interested in using your services. What are the next steps?
Just call or email us today. We can review your needs and even set up a demo!