One of our clients is a rapidly growing company focused on sustainable footwear for women, and they have a cornerstone business retreat each year. The location for the event changes each year, but their goal remains constant: provide the entire team with a few days of rest, relaxation, and team bonding as a thank you for all the hard work they do.
Constant Roadblocks
Before they began working with Luxpitality, one team member—alone—was tasked with handling all logistics for the company of 520 total employees. The process was overwhelming, as this individual spent months trying to locate a suitable hotel, get quotes, and choose a property.
There were also times when nuanced details like food and beverage logistics, VIP upgrades, fitness services, and more would sneak up and push them over budget. To top it off, the retreat typically takes place near Memorial Day Weekend, which is a busy and expensive weekend in the hospitality world.
Finding the Clear Path Forward
Luxpitality immediately set out to understand their vision, budget, timeline, and other factors necessary to plan the retreat. From there, our team sourced hotels and presented them to the client.
In total, we researched four of our most ideal destinations, 20 of our partner properties, and gave our top two suggestions. Additionally, we put together a cost analysis for both locations that included average flight prices, rideshare costs, hotel bids, and inclusions.
From the client’s perspective, all they had to worry about was which event hotel they like more: Palm Springs or Napa Valley. In the end, they chose Palm Springs and opted to do a full property buyout of Parker Palm Springs.
Time and Cost Savings
Luxpitality saved the client over 50 hours of work as we tapped into our network of over 160 hotel partners to source options. We were also able to come in under budget while providing the red-carpet treatment they deserved. Here are the savings we negotiated with The Parker Hotel:
- Discounted room rate, from $549 to $275 (Savings: $78,912)
- Discounted resort fee, $10 per room (Savings: $7,800)
- Free welcome cocktail for all guests (Savings: $1,872)
- 13 free VIP welcome amenities (Savings: $325)
- 10% off spa treatments for all guests (Savings: $3,600)
- Discounted yoga classes (Savings: $780)
- Reduced food and beverage minimum at $50,000 (Savings: $10,000)
- Buyout fee waived (Savings: $22,400)
Total Savings: $125,689.00
Now, It’s Your Turn
It doesn’t matter what size company or group you have, Luxpitality will handle your next incentive trip, program, or event with expertise, professionalism, and incredible savings. For more information about how we can work together, reach out today.