With over 19 years’ experience, Preferred Convention Services (PCS) has provided solutions for events of every size and type, from meetings involving only one hotel to major conventions involving multiple hotels utilizing over 7,000 rooms on peak night.
How do we do it? With an inventory control and management system unparalleled in the industry. It’s the key to a comprehensive process that gathers, compiles and delivers pertinent information to everyone who needs it, when they need it. This, combined with the personalized expertise of a service oriented staff, adds up to the best possible experience for clients, hotels, attendees and exhibitors.
Contact Us today to see how we can help you with your next event.
- Have established partnerships with hotels on national and local levels.
- Work with clients to ensure interests are protected in all hotel contracts.
- Have developed contract clauses specific to our services and enable us to:
- Guarantee group rate is lowest rate available over the event dates.
- Provide maximum control of room blocks
- Discourage around-the-block bookings
- Eliminate exposure to any potential attrition situations.
- Ensure that every occupied hotel room associated with the event is counted.
- A dedicated Show Manager is the client’s main point of contact.
- A Reservation Team that consists of highly experienced personnel that provide the best possible service.
- Our staff is available to set up and process reservations for pre-conference/post conference meetings.
- Reservations are processed via website, toll-free phone number, email or fax.
- Website offers a quick and simple way to check current availability, hotel amenities and make/ modify reservations.
- Confirmations sent to all delegates include actual hotel confirmation numbers.
- Automated Duplicate Check runs continuously to prevent double bookings.
- Delegates not confirmed in their preferred hotels are automatically placed on wait lists for original choice(s)
- Manage hospitality and suite requests
- Conduct test calls and automated on-line searches to ensure conference rates are always the lowest available
- Email/fax blasts sent out to contact and educate conference delegates.
- As IATAN certified, can accommodate special requests outside the conference block to be counted in the final city-wide pickup report.
- Proactively manage and reallocate inventory to ensure full block utilization.
- Reservation system manages an unlimited number of room types and price structures per hotel.
- Constant monitoring of room blocks ensures accurate availability.
- Efficiently manage multiple sub-groups and delegate affiliations.
- Cancel/replace process provides ability to re-sell cancellations at group rate to keep all room blocks full.
- Extended Final Cut-off Dates with hotels:
- Allow for maximum control of hotel inventory through the entire event.
- Enable us to process last minute reservations, changes and cancellations.
- Pre/post hotel audits ensure that every occupied hotel room associated with event is counted.
Standard and customized reports are available 24 hours a day which include:
- Activity Reports
- Arrival/Departure Reports
- Geographic analysis of reservations
- Master Account Reports
- No-Show/Cancellation Reports
- Pre/Post Event Pick-Up Reports
- Rebate Collection and Reporting
- Reservation method tracking
- Staff/VIP Reports
- Sub-Block Reports
- Suite Usage Reports
- Housing staff available 24/7 for the duration of the event.
- Booth set up in the registration area so that our staff is accessible to all delegates.
- Hotels are provided with on-site booth telephone number(s) and on-site cell phones for 24-hour access.
- Process last minute reservation requests (new, changes or cancellations)
- Track daily pickup, cancellations and no-shows.
- Review show guides in order to answer as many general conference questions as possible
- Hotel Contracting
- RFP
- Site Selection
- Special Events
- Corporate Events / Meetings
- Golf Tournaments
- Parties / Reunions / Graduations
- Weddings / Banquets