Room Search is a small, friendly independent hotel booking agency offering a totally free of charge worldwide venue booking service for the corporate market. By allowing Room Search to handle your accommodation and meeting requirements, we are confident that by using our vast personal knowledge and experience of the hotel and venue industry, we can assist you in reducing your company’s expenditure.
We aim to develop a personal and professional working relationship with all our clients. By taking time to understand and getting to know each individual employees needs we believe we also save valuable time by not needing to ask the same questions on each phone call.
Unlike internet and ‘app’ based agencies Room Search still strongly believe in offering a personal professional service, we understand that plans do change and we believe that our clients should not be punished with charges when having to apply these amendments by getting charged management fees and / or administration charges. One of our reservations team will be on hand to implement these changes ensuring your booking, whether it be a one night accommodation stay or a large conference, runs as smooth as possible, something you would not receive from internet or application based agencies.
Room Search have and are currently working with a wide variety of clients from large blue chip companies to small independent traders. We take pride in the fact that we provide a personalised service to the highest standard for all these clients.
Room Search’s reservation staff have many years of combined experience and knowledge of the hospitality sector and they will open the door to a vast array of hotels worldwide from small independent hotels to regional, national and international chains. We are not contracted to any hotel and therefore can offer totally impartial options, opinions and advice on any venue that you request or we feel would suit your needs. We will provide you with a number of suggestions allowing you to make the final choice. Room Search negotiate on each and every booking, often enabling us to secure rates lower than corporate or internet rates.
Room Search have and are also securing rates for our clients at hotels that may be situated near certain offices or depots, these rates can be set for anything from three months to twelve months without having to sign contracts or guarantee room nights as some other agencies require. We can also arrange account facilities with these hotels to help our clients who have customer / clients visiting their premises, or to ensure a better cash flow or accounting system. We will monitor these rates regularly and re-negotiate depending on volumes. Once in place we will constantly keep in touch with the hotels and our clients to ensure that each individual guest, whether it being an employee or a valued customer, are receiving the best possible treatment hence giving them a totally relaxing stay which helps prepare the guest for the events of the following day.
Once a hotel has been chosen, Room Search will send written confirmation of your reservation to yourself and your chosen venue. Confirmation can either be emailed, faxed or sent via text to both you, the booker, and your guest. The confirmation will detail any relevant tariffs and hotel policies, we will also detail to the hotel any restaurant reservations or guest requirements or allergies, again ensuring the stay is as comfortable and relaxing as possible. All reservations are guaranteed in case your guest may be a late arrival. To further assist in the smooth running of the reservation process Room Search will carry out any amendments or cancellations on your behalf on a free of charge basis.
Our events team are highly experienced in this market and offer worldwide event sourcing, they have organised recent events from 500 delegates on a week long management and training course in Dubai to smaller conferences in Barcelona, Germany, Turkey and throughout the UK
Based on your requirements, our event management team will locate venues to your specific requests, from small one on one meetings to training courses and large conferences. As with accommodation bookings we will provide you with a number of venues, complete with a brief description of each one. The event organiser will also recommend the best pricing strategy for each meeting or conference ensuring you are paying the best possible rate and the most cost effective for your event. We will also request brochures and arrange inspection visits on your behalf, one of our team can even accompany you on these visits to give help and advice and be there to answer any questions you may have.
Once a venue has been chosen Room Search will constantly liaise with yourself and the hotel on all aspects of the event from timings of refreshment breaks to all or any equipment needed we will also arrange for any specialised equipment or products that may need to be brought in from a third party.
Room Search offer a number of ways in which to help our clients reduce their administration and processing costs. Complete cost management information will help you monitor company purchasing and assist in setting pricing limits.
On a monthly basis Room Search can provide you with comprehensive management reports detailing hotel expenditure to suit your requirements. The management information gives you the ability to review your previous bookings along with details of when the reservation was made and by whom.
The administration process can be labour intensive , time consuming and costly. We offer a bill back facility where Room Search can obtain all invoices from hotels for accommodation and meeting rooms and pay these on your behalf. We would then issue our client with one consolidated weekly / monthly invoice. These invoices can be individually structured to suit our clients current finance policies.
Fire away. Please do not hesitate to get in touch if you have any questions. One of our team will be more than happy to help.