Hospitality

Room Block & Hotel Negotiation Services for Event Professionals

Planning an exceptional event means ensuring your guests have a seamless experience from the moment they arrive. Through our Hospitality Services, we partner with fellow planners, designers, and event professionals to manage the often time-consuming process of researching, securing, and negotiating hotel room blocks.

Whether you're planning a wedding weekend, corporate retreat, social celebration, or multi-day event, our team can serve as an extension of yours, allowing you to focus on your clients while we handle the hotel logistics.

How we can help

Hotel Research & Recommendations

Identify the best hotel options based on your client's location, budget, and guest needs. Present a curated list of properties with detailed comparisons. Provide recommendations for luxury, boutique, and value-driven accommodations.

Room Block Negotiation

Negotiate competitive group rates. Secure favorable contract terms whenever possible. Minimize attrition and financial risk. Advocate for complimentary upgrades and added amenities.

Contract Review

Review room block agreements before signing. Identify potential concerns and areas for negotiation. Ensure terms align with your client's goals. Ongoing Management. Serve as the primary liaison with hotel sales teams. Track pickup and room block performance. Assist with modifications, extensions, and communication throughout the planning process.

Why Partner With Us?

With years of experience planning luxury weddings and multi-day events, we understand both the planner's perspective and the hotel's process. Our established industry relationships and hospitality expertise allow us to efficiently navigate negotiations while helping secure the best possible experience for your clients and their guests.

As planners ourselves, we know how valuable your time is. Our goal is to simplify the room block process so you can focus on design, production, and client care.

How It Works

Step 1: Submit Your Event Details

Share your event date, location, estimated guest count, room night needs, and any preferred hotel brands or properties.

Step 2: We Research & Negotiate

Our team will research available hotels, gather proposals, compare rates and concessions, and negotiate on your behalf to secure the strongest possible room block options for your client.

Step 3: Review Recommendations

We'll present a curated list of hotel options, outlining rates, amenities, contract terms, and our recommendations so you can confidently guide your client through the decision-making process.

Step 4: Hotel Selection & Contracting

Once your client selects a property, we will coordinate directly with the hotel to finalize the room block agreement and ensure all necessary details are secured.

Step 5: Ongoing Support

We remain available throughout the planning process to assist with room block management, pickup monitoring, and hotel communication as needed.

Why Planners Love This Service

✔ Save hours of research and negotiation time

✔ Offer an elevated guest experience without adding to your workload

✔ Benefit from our hospitality industry relationships and expertise

✔ Receive a referral bonus when a commissionable room block is secured

✔ Focus on planning and design while we handle the accommodations

FAQ’s

What is the cost?

We collect a $350 Hospitality Research Retainer to begin the hotel sourcing and negotiation process.

Is the retainer refundable?

Yes. The $350 retainer is fully refundable when the client moves forward with a qualifying commissionable room block that generates hotel commission through our IATA affiliation and includes a minimum of 20 contracted room nights.

Are there requirements for the hotels we can work with?

Yes. To qualify for our commission-based program, the selected hotel must accept our IATA accreditation and commission structure. We will only present hotel options that meet these requirements.

Do planners receive a referral bonus?

Absolutely. We believe in supporting our planner partners. When a commissionable room block is secured through our services, the referring planner receives 10% of the commission earned by Jane Alexandra Events.

What types of events do you support?

We assist with weddings, wedding weekends, corporate events, retreats, social celebrations, and other group accommodation needs.

Can you help if the client already has a preferred hotel?

Yes. If the hotel accepts our IATA accreditation and is willing to work within our program, we can often assist with negotiations and room block management.