Strategic partnership –
cost reduction in seminar room booking

The starting position
Currently there are framework contracts for seminar packages and overnight stays between company X and many seminar hotels in Switzerland. These many contracts are to be minimised in order to improve transparency within the company towards the employees and to have only one contact person for the whole segment.
Actual state
On the intranet of company X, all seminar hotels are listed according to region, scope/type of event, price range and city/country in order to give employees a rough overview. The employees then select the desired hotel and contact it directly to make the reservation. Although many hotels are predefined, this search causes enormous process costs. In addition, all contracts must be checked at certain control points and possibly renegotiated.
Target state
Objectives
Requirements
The implementation
We provide Company X with an ordering tool with direct access to an extensive hotel partner network. Over 1300 hotels are listed. Company X enters the order directly via the online tool. We organise at least three hotel offers for company X and store the originals in the tool. A telephone hotline is available during normal office hours.

After the employees of company X have checked the offers, they give us the OK to sign the contract. We make a binding booking for Company X for the seminar rooms, hotel rooms and F&B services in accordance with the original offer.

After the event, we request the invoice for the booked event from the hotel and deposit it in the online tool for company X. Company X gives the OK for payment. The latter gives the go-ahead for payment. As the hotel's contractual partner, we take over the payment and then invoice Company X for the amount in digitalised form via SAP.
For full transparency, we always send you the original seminar hotel statement with our invoice.
Reporting
To ensure that your accounting department and your buyers have seminar costs under control at all times, you have the option of accessing a wide range of information with our reporting:

Orders placed

  • Transparent reporting of all previous years and the current year
  • Breakdown of all figures for individual seminar houses, clients and departments, e.g. number of orders, bookings, booking quota and the average number of participants.

Figures on invoiced bookings

  • Per seminar house
  • Number of bookings
  • Total turnover
  • average turnover
  • Average number of participants per seminar house
  • Per client
  • Number of total participants
  • Number average number of participants
  • total seminar costs generated
  • average seminar costs per participant

Standard

free


We organise the suitable locations. Invoicing then directly to you!

  • Personal consultation
  • Making proposals
  • Cancellation handling
  • Booking
  • Accounting
  • Use booking engine
  • Complete control

Pro

free


We organise the suitable locations for you. Billing runs via us!

  • Personal consultation
  • Making proposals
  • Cancellation handling
  • Booking
  • Accounting
  • Use booking engine
  • Complete control

Enterprise

on demand


You organise the suitable locations yourself via our booking engine.

  • Personal consultation
  • Making proposals
  • Cancellation handling
  • Booking
  • Accounting
  • Use booking engine
  • Complete control

Our mediation process

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