MEETINGMAX AND ARES TRAVEL

Exploring the Full Potential of the Partnership

When Meetingmax partnered with aRes Travel, it wasn’t just about solving the post-cutoff booking dilemma. While ensuring attendees have a place to stay after contracted room blocks close is an essential benefit, this collaboration offers much more. It empowers housing managers with tools to address a wide range of challenges, catering to diverse event needs and attendee behaviors.
 
Let’s explore all of the powerful use cases that make this partnership a game-changer for event housing management.
 
Number 1

Seamless Post-Cutoff Bookings

When contracted room blocks close at the hotel cutoff date—typically 30 days before the event—housing managers often face the challenge of accommodating late registrants. With aRes, planners can provide attendees with a branded booking site that offers real-time availability at open-sell rates. This solution ensures no attendee is left without accommodations while capturing valuable booking data to inform future negotiations and event planning. It’s a simple, effective way to extend housing options beyond traditional room blocks.
 
Number 2

Managing Limited Room Blocks for General Attendees

When hotels don’t want to play and provide only small room blocks, meeting the needs of exhibitors and VIPs can leave little to no inventory for general attendees. To address this, housing managers can use aRes alongside Meetingmax. While contracted blocks cover key stakeholders, aRes offers open-sell rates to general attendees, ensuring everyone has access to accommodations. This approach maintains flexibility while enhancing the attendee experience by accommodating all groups.
 
Number 3

Supporting Dual Housing Approaches

Similarly to the point above, strategically, housing managers may only wish to contract room blocks for specific groups and use aRes for general attendees. Some events require a flexible combination of contracted and non-contracted housing solutions. For example, one client leverages Meetingmax for managing contracted blocks for media, VIPs, and participants, while using aRes to provide spectators with access to open-sell rates. This dual approach satisfies varying attendee needs and helps organizers deliver a comprehensive housing strategy.
 
Number 4

Maximizing City Incentives Through Flexible Housing Options

In cities where rebates, comp space, or other incentives are tied to promoting specific hotels, aRes becomes a critical tool for housing managers. By using Meetingmax for contracted room blocks and aRes for open-sell rates, event planners can broaden their hotel offerings, satisfying city requirements while maximizing concessions. This dual strategy builds stronger relationships with city stakeholders and ensures housing managers can deliver value to attendees and event sponsors alike.
 
Number 5

Zero-Risk Housing Solutions

For events or groups unwilling to take on liability risks, such as attrition or cancellation fees, aRes provides a worry-free option. Housing managers can offer attendees access to hotel booking options without committing to contracted room blocks. This is ideal for:

  • Hobby groups or associations that want a “nice to have” housing option but don’t require tracking.
  • Events with a history of attrition penalties, making organizers hesitant to risk future housing commitments.

By offering aRes as a solution, housing managers ensure that attendees still have access to accommodations without burdening event organizers with financial liabilities.
 
Number 6

Testing Housing Feasibility for Unproven Groups

Not every event is ready for full housing services. For smaller or new groups, aRes allows housing managers to monitor booking patterns without contractual obligations. This approach helps evaluate whether housing services could be a good fit for the group in the future. Use cases include:

  • Small sports tournaments or regional events with unpredictable attendance.
  • Events in early planning stages where organizers want to gauge interest before committing to room blocks.

This data-driven method provides actionable insights, helping housing managers make informed decisions about future housing strategies.
 
Number 7

Evergreen Booking Solutions

aRes also supports “evergreen” booking solutions—permanent, branded hotel booking links that housing managers can provide to smaller or last-minute groups. These links are versatile and can be used for:

  • Year-round accommodations for events that lack defined dates or large-scale planning.
  • Groups that frequently need housing options but don’t meet the threshold for traditional room block services.

Evergreen solutions ensure that housing managers always have an option available, no matter the group size or timing.
 
Number 8

Data Insights for Future Planning

One of the most valuable aspects of the Meetingmax and aRes partnership is the data it provides. Housing managers can access reports on:

  • Attendee zip codes, helping inform targeted marketing efforts.
  • Booking patterns, including lead times and peak reservation dates.
  • Economic impact, showing the total value of reservations made through each system.

These insights empower housing managers to negotiate stronger future contracts with hotels, refine marketing strategies, and plan more effectively for future events.
 
Number 9

Enhancing Attendee Satisfaction

At its core, this partnership is about improving the attendee experience. With Meetingmax and aRes, guests enjoy:

  • Branded booking sites that feel like an extension of the event.
  • Access to real-time hotel availability, ensuring they can book with confidence.
  • Easy-to-use platforms that simplify the booking process.

By meeting attendees’ needs at every stage of the event timeline, housing managers can build trust and loyalty, ensuring repeat participation.

Conclusion: A Comprehensive Solution for Housing Managers

The Meetingmax and aRes Travel partnership offers housing managers more than just a tool for post-cutoff bookings. It provides flexible, data-driven solutions that address a variety of event housing challenges. Whether it’s accommodating risk-averse groups, testing housing feasibility, or enhancing the attendee experience, this collaboration equips housing managers with the tools they need to succeed.
 
Ready to explore how Meetingmax and aRes can elevate your housing management strategy?

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