Groups360

Groups360 is changing the status quo of how and where groups come together. Check out the video to learn a little more about us and our mission of making group travel simpler. And explore GroupSync to discover how easy booking hotels for groups can be: https://bit.ly/3LE0abf #GroupSync #meetingsandevents

Sending RFPs to a generic list of contacts without tailoring your request is like making cold calls to strangers. The chances of success are minimal, and this approach often leads to frustration. To ensure your RFP stands out and receives the attention it deserves, avoid these common missteps: FAILING TO PERSONALIZE Hotels and venues receive countless RFPs daily. A generic request that feels impersonal will fail to capture attention or show that you value their unique offerings. BEING TOO VAGUE Providing clear, detailed information about your event and your needs will eliminate confusion and reduce guesswork. IGNORING DEADLINES Always include a specific response deadline to encourage timely replies and keep the process on track. FAILING TO PROOFREAD Spelling or grammatical errors can make your RFP appear unprofessional. Take the time to review your request carefully. NEGLECTING RELATIONSHIP BUILDING Establishing connections with venue representatives fosters trust and can lead to smoother negotiations and better outcomes in the future. By steering clear of these potential pitfalls, you will set the stage for a more effective and productive RFP process. Rather than feeling lost in the crowd, your request can set the stage for confident planning and a flawlessly executed group event! For more tips, read our guide: HOW TO AVOID THE COLD SHOULDER: BEST PRACTICES FOR CRAFTING EFFECTIVE RFPS ???bit.ly/4gvH2vm ?#GroupTravel???#meetingplanners??#HotelBooking??#hotelgroups??#bookingplatforms?#meetingsandevents

NYC is filled with versatile event spaces that can accommodate groups of all sizes, making it an ideal location for meetings, conventions and gatherings. Here are some top venues: The New York Public Library The?New York Public Library?offers a unique and immersive experience for events. Its grand architecture and rich literary history provide a stunning backdrop for weddings, fundraising galas, and themed parties. The venue offers several event spaces ideal for any size party, accommodating up to 750 guests. InterContinental New York Barclay Conveniently located near Grand Central Station, Rockefeller Center and Park Avenue, the?InterContinental New York Barclay?offers 20,000 sq.ft. of meeting space including three ballrooms and five breakout rooms for groups of all sizes. Perfect for weddings, award ceremonies, gala dinners, smaller corporate meetings and more. American Museum of Natural History The museum offers a variety of event spaces that blend history and education with the excitement of gathering for a special occasion. It’s an ideal setting for wedding receptions, fundraising galas, or themed parties, with the capacity to accommodate up to 1,000 guests. New York Hilton Midtown As one of NYC’s largest hotels, the?New York Hilton Midtown?has nearly 150,000 square feet of meeting space, making it a top choice for groups needing extensive conference facilities. It’s also close to Times Square, the Theater District, and Central Park. New York Marriott Marquis In the heart of Times Square, the?Marriott Marquis?offers breathtaking views and over 100,000 square feet of event space. This location is particularly popular for large gatherings that want to experience the vibrancy of NYC. For more recommendations, check out our ULTIMATE GUIDE TO NEW YORK CITY FOR YOUR NEXT GROUP TRIP: https://bit.ly/3ViCkti #newyorkcity?#onlinebooking?#eventplanners?#HotelBookings??#hotelgroups?#bookingplatforms?#grouptravel

Overlooking food safety can lead to serious consequences. By proactively addressing food safety concerns, you’ll allow attendees to focus on the event rather than worrying about what’s on their plate. Here’s how to meet and exceed expectations when it comes to food safety at your events. COLLECT ATTENDEE DIETARY DATA IN ADVANCE? In your registration form, capture dietary needs and make it mandatory to ensure all attendees provide the necessary details. Ask for specifics regarding allergies, intolerances, and dietary preferences to avoid ambiguity. DISCUSS FOOD SAFETY PROTOCOLS IN DETAIL Before finalizing the menu, have a meeting with the catering and venue team to go over food safety policies, allergen management, and emergency response procedures. REQUEST A DEDICATED POINT OF CONTACT Having a designated catering manager or chef available throughout the event ensures that last-minute questions or concerns can be addressed promptly. ENSURE EMERGENCY MEASURES ARE IN PLACE Work with staff to identify where medical aid is located, ensure EpiPens are accessible if needed, and establish a protocol for handling severe allergic reactions. DESIGN A DIVERSE AND FLAVORFUL MENU Work with chefs to ensure allergen-free meals are just as delicious and appealing as the main menu. Consider offering a mix of classic favorites and creative dishes that cater to all dietary needs without making restricted meals feel different or inferior. CREATE ALLERGEN-FREE DINING SECTIONS Having designated tables or food stations for allergen-free meals reduces the risk of cross-contamination. Ensure these areas are clearly marked and easily accessible so guests feel comfortable choosing these options. For more guidance, read our latest article:?FOOD ALLERGY-FRIENDLY EVENTS: A MEETING PLANNER’S GUIDE TO ENSURE FOOD SAFETY ?? https://bit.ly/4ieBwiz #FandB #foodallergies #onlinebooking #eventplanners #meetingsandevents #eventcatering?#hotelBooking?#hotelgroups??#bookingplatforms?#grouptravel

Groups360 is proud to extend its membership of beam, the UK-based trade association that represents the interests of the business events, accommodation, and meetings industry. Dan Humby, Groups360 vice president of sales, Europe, says: “We are delighted to share best practice and come together with our agency and supplier partners across the groups and meetings ecosystem.” Beam membership?offers numerous benefits, from networking opportunities and building relationships with industry peers to engaging with a supportive community of like-minded professionals. Humby adds: “beam gives us a voice and a platform to contribute to industry dialogue and collaborate with those who are joining us on our journey to make group travel simple and efficient.” ? Beam is a corporate member of the UK All-Party Parliamentary Group for Events, providing the UK business events sector with a direct voice in government. ?#GroupTravel???#meetingplanners??#HotelBooking??#hotelgroups??#bookingplatforms?#meetingsandevents

Event planners are under increasing pressure to deliver more personalized and memorable experiences for their clients. They are also expected to prove the ROI of each event, writes?Groups360's Chief Customer Officer?Tim Flors?in?Hospitality Technology Magazine. ? "Whether it's a corporate meeting, association gathering, or large conference, planners are seeking more efficiency and accountability in their workflows.? ? Data-driven insights are empowering planners to deliver on these expectations, but they also need tools that help them manage increased complexity. ? Collaboration tools, for instance, are playing a central role in simplifying workflows. These tools enable planners to coordinate seamlessly with hotel staff, other team members and even external vendors, improving communication and reducing the likelihood of miscommunication or errors.? ? According to?Carla Bond at?Prestige | Global Meeting Source: “As an agency partner for our planner clients, I’m focused on technology that creates efficiencies, drives value and most importantly, delivers data that proves ROI and the value of events for our clients as well.” ? Bond’s statement underscores an essential aspect of modern event planning: efficiency is paramount, but the ability to demonstrate the impact of an event is even more critical.? ? As planners work to meet this demand, they’re turning to digital tools that not only save time, but also help to justify event costs and assess their overall value to stakeholders." Read the article here: https://bit.ly/4hrbvew ?#GroupTravel???#meetingplanners??#HotelBooking??#hotelgroups??#bookingplatforms?#meetingsandevents #roi

Many venues impose F&B minimums, requiring planners?to spend a minimum amount on catering services. To avoid unexpected costs, it’s essential to thoroughly review your contract before signing.?Ask the venue about hidden fees associated with F&B minimums, such as gratuities, service charges or additional taxes. Some venues bundle these costs into the minimum, while others charge them separately. If the minimum is before taxes, you’ll need to account for the additional costs. If the minimum is after taxes, you might need to spend even more on food and beverages to reach it. Planning the F&B for your event is much easier with a few handy tips to keep costs within budget: GET CREATIVE WITH YOUR MENU To get the most bang for your buck, consider options like: ?? Customizing Ingredients:?Opt for locally sourced and seasonal ingredients, which are often more affordable and fresher. ??Buffet-Style Meals:?These can be more economical while offering variety. ??Brunch or Lunch Events:?Morning and midday menus are often lighter on the wallet but just as satisfying. ??House Beverages:?Serving house wines or standard drinks keeps costs down. ??Family-Style Dining:?This encourages sharing, reduces waste and costs less than plated meals. Another option is to request a hybrid meal format, such as serving a plated main course with a buffet-style appetizer and dessert station. This approach reduces staff costs while still offering a high-end experience. REVIEW THE FINAL BILL After the event, take time to carefully review the final bill. This step is crucial to ensure that all charges align with what was agreed upon in your contract and that there are no unexpected costs. For full guidance, read our latest article:?FOOD AND BEVERAGE MINIMUMS: HOW TO MAXIMIZE YOUR EVENT’S FOOD BUDGET ?? https://bit.ly/3QXNH79 #FandB #onlinebooking #eventplanners #meetingsandevents #eventcatering?#HotelBooking?#hotelgroups #bookingplatforms?#grouptravel

When securing a hotel room block for your event, you’ll likely need to sign a contract with the hotel.?Understanding the key elements of this agreement is essential to avoid surprises and ensure the contract terms align with your event’s needs. Here’s what to review: ATTRITION CLAUSES These clauses specify the minimum number of rooms that must be booked within your block. Falling short of this minimum could result in financial penalties. To avoid this, carefully estimate your group’s needs and consider a slightly conservative approach when determining the number of rooms. CUT-OFF DATES Hotels often set a deadline for attendees to book their rooms within the block. After this date, any unbooked rooms are released back into the hotel’s general inventory. Ensure this date aligns with your event timeline and clearly communicate it to your attendees. ROOM RATES Confirm whether the room rates are fixed or if they could change. Some contracts include sliding-scale discounts that adjust based on the number of rooms booked, so understanding these details is critical. CANCELLATION POLICIES Review the hotel’s cancellation terms to ensure they align with your event’s flexibility. Pay attention to deadlines for cancellations and any penalties that may apply. ADDITIONAL FEES Be on the lookout for extra charges, such as service fees, taxes, or penalties for early check-outs. These hidden costs can add up and impact your budget, so clarify them upfront. By carefully reviewing these contract elements, you can protect your budget, manage expectations, and ensure a smoother planning process for your event. Find more guidance here ?? https://bit.ly/3F8k1ln ?#onlinebooking?#hotelroomblocks?#eventplanners?#HotelBooking?#hotelgroups?#bookingplatforms?#instantbooking?#travel?#grouptravel

Meeting spaces are not merely rooms; they should be a blend of flexible infrastructure, technology, and thoughtful design. Writing in Hotel Business Review, Chintan Dadhich, General Manager of Conrad New York Downtown, a Hilton Hotels & Resorts property, describes how adaptive meeting spaces allow event planners and venues to deliver exceptional experiences, ensuring every meeting, celebration, or workshop feels personalized and impactful. Here's how different clients define adaptability: CORPORATE CLIENTS Corporate meetings demand seamless technology, privacy, and scalability. Hosting hybrid board meetings, for example, requires high-speed connectivity, integrated video conferencing tools, and flexible layouts that transition from plenary sessions to breakouts effortlessly. Video streaming is no longer a luxury but a necessity. We also recommend the use of video walls that can amplify messaging and showcase key insights. SOCIAL EVENTS For family reunions and weddings, ambiance takes precedence. Guests appreciate customizable decor and flexible spaces that allow for intimate ceremonies alongside large-scale celebrations. Think about how you can leverage (or adapt) other spaces around the hotel; does the lobby make for a great welcome reception? Does the breakfast restaurant serve as a solution for a goodbye brunch? Be creative and think through how to adapt spaces beyond the dedicated meeting locations. CREATIVE INDUSTRIES For brainstorming sessions or photoshoots, adaptive spaces equipped with movable furniture, customizable lighting, and a clean aesthetic offer a blank canvas for creatives. For film crews, think about any internal or back of house areas, as well, which may pose as potential shooting locations. For example, we just used the HVAC room in a film shoot. EDUCATION AND NON-PROFIT GROUPS Sometimes budget-conscious yet impactful, these groups value cost-effective solutions paired with robust AV support and versatile layouts. Hosting workshops or fundraising events requires spaces that maximize functionality without compromising comfort. Thanks Chintan Dadhich and Hilton for your smart insights on adaptive spaces! #adaptivemeetingspaces #GroupTravel #meetingplanners #HotelBooking #hotelgroups #bookingplatforms #meetingsandevents

Denver has a well-earned reputation as a premier destination for group travel. Here are five standout properties perfect for groups and events in the Mile High City. Gaylord Rockies Resort & Convention Center: Extensive meeting spaces and group amenities, with beautiful mountain views and indoor/outdoor spring activities. A dedicated group booking team specializes in handling large parties and corporate events. The resort's 1,501 rooms and 500,000+ square feet of flexible meeting space make it Colorado's largest combined resort and convention center. Grand Hyatt Denver: A recent renovation upgraded rooms with modern amenities and enhanced technology for business travelers. 52,600 square feet of meeting space includes the Colorado Ballroom which can accommodate up to 700 guests. A rooftop track and tennis court is perfect for those wanting to maintain their exercise routines while adjusting to the altitude. The Source Hotel : Industrial-chic spaces ideal for modern corporate events or social gatherings, complete with on-site catering options and a rooftop terrace overlooking the city and mountains. The venue's integration with local artisanal food vendors and breweries provides distinctive catering possibilities. The Oxford Hotel: For groups seeking a more intimate setting with modern comfort in Denver's Lower Downtown (LoDo) district. This historic boutique hotel offers six unique meeting spaces, in addition to customized on-site event experiences, like private dining at Urban Farmer Steakhouse or a craft cocktail reception at the iconic Cruise Room. The Crawford Hotel - Denver Union Station: A unique historic setting with excellent group rates and easy access to transportation. Spring packages often include special group dining options at the station's numerous restaurants. The Great Hall Central serves as an impressive 10,000-square-foot event venue that can host up to 350 people. For more, check out our article: THE ULTIMATE GUIDE TO DENVER FOR YOUR NEXT GROUP TRIP: https://bit.ly/3QH7hVc #denver #colorado #onlinebooking #eventplanners #HotelBooking #hotelgroups #bookingplatforms #instantbooking #travel #grouptravel