Event Tools
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      I would like to do an RFP for blocked space for my event

      Yes, we can manage room blocks for you.

      First, using the Solutionz portal, set up an Event Tool for your event, with the desired venue for the event.    In the CUSTOMIZE Trip Options tab, you may set the type of group and insert the name of the person that is the contact for the event.

      Once the tool is setup, using the PREVIEW function, display the tool and on the STAYING tab, select 9 rooms.  

       

       

       

      You will then see the popup below.

      Click on 10 Rooms or More.  This will take you to the private label TravelingToGive portal on the HotelPlanner site. 

      This information will be pre-filled from the Event tool.   You may add in another possible location and also alternative dates.  

      You may further filter the results by star rating and nightly budget.  After you complete this basic information, the system will ask further details about your event.

      The site will then request the following information:

      1. Event & Organizer Details

      • Event Name: (e.g., "ABC Annual Conference 2025")

      • Event Organizer Name: Your name and/or organization

      • Contact Information: Phone number & email

      • Company or Group Name: (if applicable)

      2. Event Location & Dates

      • City & State / Venue Name: The location where the event is happening

      • Check-in & Check-out Dates: Dates when attendees will need hotel rooms

      • Preferred Hotel Proximity: (e.g., "Within 5 miles of the venue" or "walking distance")

      3. Room Block Details

      • Number of Rooms Needed per Night: Break it down by night if demand varies

      • Room Type Preferences: (e.g., Standard King, Double Queen, Suites)

      • Total Expected Attendees: Helps hotels gauge demand

      • Special Needs: ADA rooms, pet-friendly, specific amenities

      4. Budget & Rate Preferences

      • Desired Price Range per Night: (e.g., "$120-$180 per room")

      • Who Pays for Rooms?:
        ✅ Individual attendees pay their own way
        ✅ Master-billed (event pays for all rooms)
        ✅ Split billing (some covered by event, some by attendees)

      5. Concessions & Special Requests (if applicable)

      • Meeting Space Needs?: Do you also need conference/meeting rooms?

      • Breakfast Included?: Complimentary breakfast preference

      • Parking Requirements?: Free parking or discounted rates

      • Wi-Fi & Business Services?: Free Wi-Fi, printing access, etc.

      • Early Check-in / Late Checkout?: If needed for attendees

      • Complimentary Rooms for Staff?: If requesting 1 free room per X booked

      6. Booking & Contract Preferences

      • Cancellation Policy Flexibility: Preferred terms for changes

      • Cutoff Date for Room Block: (e.g., "Attendees must book by 30 days before event")

      • Attrition Clause Preference: If you want flexibility on minimum room commitments

      How to Submit the RFP?

      • You can submit the RFP via the online TravelingToGive HotelPlanner portal or if you need special assistance, you may contact their group sales department directly, but it is important to tell them that you are a TravelingToGive client.

      • Once submitted, HotelPlanner will send your request to hotels that match your criteria.

      • Hotels will bid on your business, and you’ll receive proposals to review and negotiate, which will be sent to the email provided.

      • The event organizer then works with HotelPlanner to secure a room block at one or more hotels.
      • The contract typically includes negotiated rates, booking terms, and cutoff dates.

      When you have secured the Block, then you are ready to add the link to the EVENT CONCIERGE tab on the Event Tool in TravelingToGive's Portal.

      1.  Create a graphic 640 x 350 that shows the CONFERENCE HOTEL.  You may put just a picture, or you may list the name and any details that you wish.   


      2. Link the graphic to the Booking Link provided by TravelingToGive/HotelPlanner.

      Once the hotel contract is finalized, HotelPlanner provides a custom booking link (microsite) where attendees can book their rooms within the group block.

      This link may also be sent via email, embedded on the event website, or shared in event materials.

      Here is an example of how this graphic would appear on the Event Concierge tool.  When you click on the link, it takes you to the custom booking link.

      3. Attendees Select and Book Their Rooms using the microsite.

      • Using the link, attendees can:

      ✅ View available hotels and room types

      ✅ Compare pricing and amenities

      ✅ Book their own reservation within the block

      • The system ensures that all reservations are made under the event’s negotiated terms and rates.

      4. Confirmation and Management

      • After booking, attendees receive an email confirmation.
      • Some events allow modifications or cancellations via the same booking link, while others may require contacting the event organizer or hotel directly.

      5. Rooming List & Reporting

      • Organizers can access a real-time rooming list through HotelPlanner’s platform to track who has booked, remaining availability, and booking trends.
      • The hotel receives the final rooming list before the event.

      Alternative Booking Methods

      • If the event allows, attendees can call HotelPlanner’s support line to book by phone.
      • Some groups may require attendees to book through a designated planner instead of self-booking.  In that case, the planner would still use the link from the tool to do the bookings.