Booking Lodging and Transportation
Part of a corporate event planner's responsibility may include arranging for lodging and transportation for guests attending the event. This may include purchasing airplane tickets, securing transportation to and from the airport, booking hotel rooms, reserving rental cars, and organizing the guests to ensure everyone attends the event on time with no delays.
Hotel
A corporate event planner may have to book just one room for an employee or several hundred rooms for an entire company. Your company may already have a preferred membership with a local or chain hotel. Preferred members usually receive a flat rate for rooms as well as complimentary upgrades. Some hotels employ a car service or shuttle for airport pickup.
Alert
Many corporate planners use hotels close to the airport for company employees. Resist the urge to book clients and employees at a hotel airport. True, the hotel will be convenient on days of travel, but hotel airports are usually miles from anything else. Opt for a hotel close to the event venue instead.
If your company has not established itself as a preferred member, visit local hotels in your area for the best rate. Corporate event planners are often invited to hotel functions a few times a year to view the hotel's services. A member of the hotel sales team can discuss rate options, billing options, and amenities for your company.
Airlines
More often than not, corporate employees book individual airline tickets themselves and are later reimbursed. Occasionally the task will befall the corporate planner, especially for conferences. Booking airline tickets can be tricky for a large group of employees. You should be considerate of busy schedules and prior commitments. Send a preliminary itinerary via e-mail months before the event. An employee may look at the flight plans and decide to book his own flight.
ssential
In winter months, allow employees an extra travel day in case of storms. If the news reports a storm alert, reserve rooms at a hotel airport for employees that may become stranded. Check the hotel's cancellation policy before booking. Usually the cancellation fee is minimal, especially if the hotel can resell the room.
Car Service
To keep employees on schedule and prevent them from getting lost, it is wise to arrange a private car service for transportation to and from the airport. A car service is also advised for travel to and from any scheduled events or conferences. For large groups, a chartered shuttle is recommended. For groups expected to do a bit of traveling, you may suggest rental cars.
