How to Reach Luxury Planners for Hotel Events

Luxury planners are a group of highly-sought after people with the power to influence hotels in their decisions. They have high standards, but they also know that luxury comes at a price—and they're willing to pay it. In order for you to get their business, you need to be able to show them why your hotel is worth every penny.

Personalize your approach.

Personalize your approach.

The luxury hotel event planner is a busy, on-the-go professional who is responsible for creating and executing fantastic events at luxury hotels. They are a combination of marketing, operations and sales all rolled into one. As such, they have many demands on their time. Make it easy for them to respond to your request by using their name when contacting them. Also use their title (if applicable), company name and location (if applicable), as well as their industry or role within the organization (if applicable). If you can find out their contact information and include that in any communication with them as well – even better!

Understand the importance of customer relationships.

Customer relationship management (CRM) is the process of managing relationships with customers, while simultaneously improving their enjoyment and loyalty. It's a critical aspect of business growth and success, but it isn't as simple as it sounds.

If you want to build strong customer relationships, you need to communicate with those customers on a regular basis. You also need to be able to listen closely when they talk back—as well as react quickly when they have an issue or concern. In order for this process to work smoothly, it's important that all your employees are trained in effective communication techniques like active listening and empathy-based problem solving skills (EBS).

Show off your unique selling proposition.

Every good business has a unique selling proposition (USP). It's the one thing that makes your company stand out from the competition. A USP can be something as simple as a product feature or price point, but it can also be something more intangible, like your brand identity and personality. If you want to reach luxury planners for hotel events, you need to develop an attention-grabbing USP—and then convey it in every email and conversation you have with potential clients.

The best way to create a compelling USP is through research into your target audience's needs and desires. Think about what they're looking for in their ideal event planner: how much experience do they have? What kind of service do they expect? What are their budget limitations? Once you've identified these factors, think about how they affect what kinds of events you offer—and why those events will resonate with this particular clientele.

Once you've got this figured out, it's time for the fun part: sharing your findings with potential clients! You'll want to find ways of communicating this information that reflect both who your target audience is (i.e., affluent) and what makes them unique (their desire for high-quality products).

Give them something to talk about.

Give them something to talk about.

The best and most effective way to attract luxury planners is by giving them a reason to talk about your hotel, your event, and/or your brand. If they have something interesting to share with their followers and their clients, they'll be happy that you provided it for them.

Emphasize the value of face-to-face communications.

We live in a world where we think we can do everything online. But events are not an easy task to plan. If you want to get the best results from your event, there are some things that work better in person than over email or chat. Let's look at some of them:

  • A creative process requires creative thinking and a lot of communication. Planning an event is often a collaborative process between different departments within the organization and external vendors. You need all these people to brainstorm together in order for your idea to come alive for your attendees. In other words, it requires face-to-face communications or video calls so everyone can see each other's ideas at once, rather than just reading them on a screen or having one person send emails back and forth with another person who might not be available right away due to time zone differences (or just because they don't check their emails every second).

Direct engagement with planners is the key to winning their business.

It's important to understand that planners are often working on tight deadlines, with multiple clients and competing demands. They need to know that you can deliver what they need—and that it will be worth their while. Show them how your company can set them apart from the competition by providing personalized service and top-notch food and beverage.

Make sure that you can answer questions about your own unique approach, highlight its value in a clear way, and show how it will benefit the planner's clients. For example: “My winemaking philosophy emphasizes terroir, which means that each vintage is unique because it reflects its environment. In addition to having an established reputation for selecting excellent grapes from vineyards around the world (which makes my wines special), we also have our own production facility here in Napa Valley where we craft our wines with care every step of the way."


To sum up, we've covered a lot of ground in this post. We've looked at the ways that luxury planners can be reached, and how you should approach them. We hope that you've found some useful tips here to help guide your plans for meeting with luxury planners. The bottom line is that there are many different types of planners out there, so it's important that you understand what makes each group tick in order to reach them effectively

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Key points to consider for travel in 2022

We have gone through two years of uncertainty, measures, restrictions and many changes in our personal and working lives, but we can say that in 2022 corporate travel is back.

Our whole environment has been affected, from corporate decisions, to company travel policy. Therefore, it is necessary to study and restructure all aspects that affect travel.

Fortunately, vaccinations and prevention have allowed us to return to travel of all kinds, but not everything is back to normal.

If you are afraid of getting lost among so many restrictions and limitations or you are not sure how you should organize your company's next corporate travel.

Here is a selection of important points to consider for corporate travel in 2022.

Choose a travel agency

First of all, you must choose a travel agency that suits your tastes. Today there are thousands of virtual agencies, however, Avenasea has trained and updated personnel in the area of corporate travel to carry out the trip of your dreams.

Depending on each company's travel policy and guidelines, we can advise you in the best way for your trips to be carried out in the most optimal way possible.

We can help you plan everything from booking accommodation to the most comfortable transportation option or the one that best fits your budget. Whatever trip we plan, we will be choosing the best options available for you.

Safety and comfort

Each country, region and even organization has a specific security protocol to prevent mass Covid infection. It is important to take this into account when selecting both accommodation and transportation, as we do not want to expose your workers to possible contagions or uncontrolled environments.

Comfort is a key consideration before planning travel so that workers can enjoy a relaxed and calm environment while conducting meetings.

The balance between safety and comfort is the key to an excellent business trip.

Study travel schedules

When planning corporate travel in this post-pandemic era, the company's calendar should be well studied in order to be able to space out travel dates and avoid any type of mishap that may exist.

In this sense, it is not necessary to extend the trips more than necessary. This means that two meetings could be grouped on the same day to expedite travel, shortening the time that workers are exposed away from home.

Minimize bureaucracy

One of the most common complaints of workers is the work they have to do when it comes to submitting the expense control after each trip, since for many of them this exhausting task is perceived as a great waste of time.

To streamline this activity you can acquire a travel management software that will help make life easier for your employees. This tool is sure to be appreciated.

Steps to manage corporate travel

A corporate travel manager must find harmony in a travel management approach that is functional and helps you control your company's expenses to save as much as possible.

A well-implemented travel system results in productive, cost-effective and well-organized business travel - and satisfied travelers!

Here are some essential steps to choose the best travel management proposal to match your company's travel policy.

1. Identify the advantages and disadvantages of your current approach

The first thing to consider is to check which categories are met to make it an optimal proposal and which problems you need to solve. Once you have done this review, you will have a clearer idea of the solution you should choose.

The most common categories in business travel management methods are:

-Manage the booking directly on leisure travel management websites (, Expedia, Kayak, Trivago...).

-Manage the booking in travel agencies or travel management companies.

-Use specialized tools such as virtual travel assistance chatbots.

-Use specific travel management tools for companies.

-Use travel management platforms.

2. Planning and booking business travel shouldn't take forever.

Our tools allow executives to book policy-compliant travel in minutes through our online platform, transforming time spent booking travel into time spent getting work done.

3. Determine the criteria for choosing a business trip for your company.

Once you have established the specific issues your company has, it will be easier to determine which criteria are important to your company when choosing a travel management option. In addition to the criteria, you need to define the specific features your company should look for such as: Equipping a particular executive's options for accessing low-cost flights and hotels. Obtain a simple, easy and fast procedure for managers. Achieve a customer service that is available 24 hours a day, without surcharges or commissions. Unify the actions and procedures in the same web site without having to jump to other pages or redirections.

4. Execute the travel plan of each staff member

Execute your travel plan by faces, paying attention, first of all, to the director of the corporate travel department, who will start the booking process of all company trips, inviting some employees who will carry out their business trip.

5. A solid expense accounting makes future business travel easier

Business travelers need to know how to record their expenses and the process needs to be quick and easy. The best solution to achieve this is to use a travel booking platform or expense/accounting software like the one we offer at Avenasea.

By following these steps, you can ensure a smooth implementation of the best travel management platform for your company.

  1. Get a head start by adding the details of the executives in your company who will use the new tool the most so that they can start using it right away.
  2. Define the limits of your company's travel policy and set up approval procedures before sending invitations to employees.
  3. Spread the name of the platform throughout the company so that employees know as soon as possible what they will need for their business travel.
  4. Set up a financial reporting procedure for the financial reporting department.
  5. Plan and write an introductory message that clarifies instructions to the employees you will invite to join.

Know the benefits of corporates travels

Organizing a business trip is an enriching experience for your company. Corporate travels are essential for the development of any company, either to establish direct contact with employees or to strengthen relationships with other companies.

Corporate travel has the following benefits

  • Establish new partnerships with other companies.
  • Discover new countries and business opportunities.
  • Expand a company's customer base by increasing revenue.
  • Broaden the distribution and promotion channels of a product, good or service.
  • Learn about other products for new projections in products, goods and services.
  • Your employees can learn new languages, to establish new links.

Business trips do not always have the same objective, there is always something that differentiates them, since each one of them is carried out looking for different purposes according to the interests of your company.

Here are some typologies that will stand out in your business area

1. Business travel

One of the positive aspects of this type of business trip is that it allows the company to know which could be its potential clients, as well as the distribution and promotion channels of its products, goods or services, allowing it to negotiate new contracts or carry out new renewals.

2. Executive travel

Executive trips are usually made by senior executives of the company with the purpose of establishing and strengthening relationships with other companies. These trips are used to conquer new alliances with suppliers, adjust pending collaborations, concession of facilities, or also to inform about a project they are carrying out together.

The links through digital channels are dispensable for business relationships where there is a direct and personal contact, as they are executed with greater seriousness, speed and strength.

3. Internal meetings

As a recommendation for this type of travel, the logistics must be perfect, also you have to know how to use automation tools that allow you to carry out the planning optimally, since in this type of internal meetings gather all the most important executives of the company.

4. Events, congresses or conventions

These types of events are held throughout the year, bringing together a large number of people, and are mandatory attendance due to the advantages they can bring to your company.

These events serve to expand your network of contacts, as well as to learn from other companies, allowing you to study your competition and your area of activity.

5. Technical trips

Technical trips can be given individually, by department or include all members of a team. The main purpose of this trip is to review the operation of your company's offices, an inauguration or to study new working methods in their respective new headquarters.

6. Incentive trips

This is one of the business trips that will please your staff the most, because it seeks to create and strengthen interpersonal and working relationships. The main objective of this trip is to motivate the work team after the execution of a good project, so that the leisure time and the time dedicated to work will keep your executives happy.

7. Training travels

In this type of trip, employees receive some kind of training to better perform their work in a certain area or to learn about a new work method or industry trend, generally they are short trips, one or two days.