Hotel Accommodation Services

The success of an event depends on much more than what happens at the venue. Event organisers are also expected to provide a full range of services, and accommodation is a vital element.

Providing hotel accommodation is an integral part of our core PCO services. Our specialised accommodation booking and management service helps provide a seamless experience that adds to the value of every event and underlines the professionalism and prestige of the organiser.

We take care of hotel procurement

We have a team of hotel accommodation consultants with wide-ranging expertise in identifying and handling the most suitable accommodation options for any conference. No matter the size, our accommodation management team has the knowledge about available venues and the skills needed to book and manage accommodation for conferences with up to twenty-five thousand delegates.

Over the years, our experts have built an extensive network of contacts with leading hotel chains that allows us to secure the most competitive room rates and favourable conditions for our clients. This frees event organisers to focus on other aspects of the event and provides a seamless experience for event participants and speakers.

A state-of-the-art booking system

In the current environment of online channels, people book their rooms through hotel booking-engines with real-time room rates. Congrex Switzerland has integrated a worldwide leading online booking engine into its own accommodation sales system. Therefore, the participants benefit from best available room rates, up to date hotel descriptions and can access the latest pictures of the hotels.

Our hotel accommodation solutions cover the following areas:

Accommodation Sourcing

  • Locating and negotiating the best rates for accommodation worldwide
  • Coordinating requirements and other details with hotels

Booking Processing

  • Setting up an online booking system
  • Coordinating and managing bookings and any changes (for both individual and group bookings)
  • Providing on-site support when required

Legal and Financial

  • Organising deposit payments to guarantee bookings
  • Setting up hotel accounts as required
  • Post-event reporting and financial consolidation
  • Consulting to ensure compliance with local regulations/ pharmaceutical codes of practices, where applicable

Our References for Hotel Accommodation Services

Please read more about the projects we have supported and the challenges we had to master.

With over 150 participants contributing expertise in different areas of stroke research, 2019 has seen another successful year for the European Stroke Science Workshop. During slightly over 2 days, participants discussed a wide range of topics from basic science, translational research to clinical trials.

The Conference of the Academy of Laser Dentistry and the British Academy of Implant and Restorative Dentistry strives to offer plenty of networking opportunities to meet and interact with world experts, clinicians, scientists, researchers and colleagues as well as exhibitors.

The 21st European Gynaecological Oncology Congress of the European Society of Gynaecological Oncology, took place from November 2-5, 2019 in Athens, Greece.

Our Clients for Hotel Accommodation Services

We are very happy to have formed excellent partnerships with many of our clients.
Please find below an overview of associations and companies that trust in our work.

Related News & Industry Information

Do not forget to follow our regular blogs unveiling best practices for your daily business.

In-person events like conferences, conventions, and trade shows remain crucial to associations and organisations who want to attract new members and draw people to understand the value of their products or services. These events require reliable sources of funding, which means organisers must be willing to work side-by-side with sponsors, who can benefit from enhanced […]

A successful conference requires a lot of planning. You have to pick a venue, create an agenda for the day, and find keynote speakers. After nailing down all the details, you need to figure out how to fill up the empty seats. While many people who attended your previous event will likely participate in the […]

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