Rethinking the hotel booking process for groups

by | Mar 9, 2023 | For Organizers

As published by BTN

The rapid evolution of business meetings and events has motivated planners to seek out technology to help them adapt to the changes.

For decades, meeting planners have expressed frustration with the longstanding hotel RFP process for booking groups. And the earliest digital RFPs simply sped up an already cumbersome process, rather than rethinking it altogether.

As hospitality industry veterans, the Groups360 team has been both behind and in front of the hotel check-in desk. We created GroupSync™ to provide a better, faster, more targeted way for meeting organizers to search, source and book hotel rooms and meeting space.

Create a Standout RFP

One of the primary advantages of the GroupSync Marketplace is its proprietary algorithm, designed to match you with destinations and properties that align with your specific needs and preferences. Your search starts by inputting your ideal destination, event dates, room count, average daily room rate, meeting space requirements and distance from airports, as well as preferred hotel brands and amenities.

From among more than 200,000 properties around the world, GroupSync search results include only properties that can accommodate your group. Destinations and hotels are also scored according to how well they align with your needs and preferences. And unlike legacy systems, there are no paid placements—only properties that can accommodate your group based on your criteria.

GroupSync search results also highlight properties with incentives that align with your program, as well as those with need dates that might give you a price advantage on room rates. The detailed, well-informed RFPs you produce on GroupSync can lead to faster, better responses from hotels and frees you to focus on what matters most—your event.


Book Rooms and Space Instantly Online

Instant Booking allows planners to book room blocks, meeting space or both, as well as A/V, F&B and more, in a single online purchase on GroupSync.

Ideal for the smaller, simpler meetings currently driving the industry’s recovery, GroupSync Instant Booking connects meeting organizers to 1 million available rooms—soon to be 3 million—at 20,000 leading hotels. In 2023, meeting space will be available for booking at thousands of properties.

Customized search results display which of the preselected hotels offer Instant Booking, and planner login credentials reflect group rates previously negotiated with your preferred hotels.

GroupSync’s live hotel room inventory—from Hilton, IHG, Marriott and Omni, as well as a growing number of other leading brands—can also inform your sourcing process so you can know before submitting an RFP if a hotel can accommodate your room block.

The most innovative technology companies don’t simply digitize existing processes—they reimagine a better way to do business. 

Get Ready to Hit the Road

According to recent surveys, 80% of planners intend to prioritize in-person events once it’s safe to do so, and 72% of hybrid meeting attendees believe they’ll get more value from the in-person experience. And 68% of planners for B2B marketing events say face-to-face interaction generates more leads.

Professionals agree that conventions, conferences and client meetings are best experienced face-to-face. Nothing can replace the enthusiasm, interpersonal connections, new business opportunities or increased ROI of an in-person gathering.

That’s why Groups360 is dedicated to empowering meeting planners to bring people together more easily, more effectively and more often.


Marriott International is giving away 1 million Bonvoy points—get started with a free GroupSync account >