What We Do

Fan Experiences can assist with securing affordable hotel rooms through our relationships and buying power that we have with the different hotel chains. Having relationships with all the hotel brands in the industry takes a unique approach to assist your organization with cost savings for all your hotel needs. We develop and acquire hotel rooms based on carefully researched locations, working with our National hotel sales contacts and siting all hotel properties that come into the program.

From site selection to website “content” design to management of the reservation process, we do it all in house, and it shows through our timeliness of achieving our goals. Passkey is utilized as our booking engine and can integrate with many different registration software products. We will be able to assist with the reporting through audits to see who has registered and not reserved a room. We can assist with sending email reminders to attendees to register and/or reserve their hotel accommodations. We are able to report on the daily pick up, modifications, cancellations, etc.

We are driven to help your organization succeed. Our staff has experience with acquiring, developing, managing and growing the housing side of any event into a successful program for your organization.

At Fan Experiences we provide a multitude of services to all of our clients. Our scope of work includes:

  • Assisting with hotels that are held for contractual affiliates which includes managing rooming lists for these hotels, i.e. delegates, media, VIP guests
  • Assist with site inspections, negotiations of hotels, i.e. rates, Meeting Space management, Food & Beverage, Attrition, complimentary room nights and additional concessions.
  • Manage hotel inventory in Passkey with building and overseeing sub-blocks with a wait list tracking mechanism
  • Building website portals for requests on hotel accommodations
  • Mobile booking capacities
  • Assisting with social media
  • Assisting with managing payments and/or refunds for hotels and subgroups within these hotels. (I.e. direct bill, credit card payments)
  • Assisting with a rebate program
  • Managing budgets for other outlets
  • Contracting up an 800+ hotels for a single event
  • Call Center with multi-lingual capability
  • Paying and managing within an agreed upon budget
  • Reconciling all hotels within a 60 day time-frame
  • Assisting with requests that come in for hotel accommodations and/or meeting space
  • Travel to meeting location upon request for meetings, etc.
  • Assisting with supplying help/information desks per hotel
  • Attending pre/ post-con to give analysis, final summary of hotel participation and recommendations of event
  • Bi-Weekly hotel report pickups
  • Assisting with any pre-planning needs through assigned personnel from Fan Experience’s staff

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