Client Services
Contract Negotiations
J. Spargo's experienced housing professionals negotiate hotel contracts that result in the best possible rates for your event without sacrificing association benefits or exposing the organization to potentially costly attrition situations. J. Spargo turns the housing process into a partnership between the hotel community and the association. J. Spargo acts as a steward of this relationship, understanding the goals of both parties and taking proactive steps for a win-win result for all involved.
J. Spargo monitors and enforces hotel compliance with terms and conditions outlined in all hotel contracts.
J. Spargo's Featured Hotel Partners
J. Spargo partners with most major hotel and resort providers in the U.S. market.
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
Room Block Management and Inventory Control
J. Spargo effectively manages room blocks ranging in size from 50-100,000 rooms on peak night. Activity is closely monitored by Account Managers who evaluate booking patterns to identify trends or potential problems that could affect your block.
Creation and Management of Sub-Blocks
J. Spargo provides guidance and suggestions on how to best distribute hotel inventory among special interest groups including:
- Attendees
- Exhibitors
- Groups
- VIP's
- Staff
- Speakers
- Vendors
Continuous Monitoring of Inventory Availability
J. Spargo's Housing Account Managers continually monitor room availability to prevent sold out situations and shoulder night issues. The continuous monitoring of inventory guarantees that the maximum number of comp nights are earned and used in a fashion that best benefits the sponsor organization.
Special VIP Handling
J. Spargo guarantees priority treatment for your VIP's:
- Pre-Keyed Rooms
- Early Check-in and Late Departures
- Upgrades
- Amenities
- Special Requests
- Meet & Greet Service
- Arrival and Departure Transportation
- Dedicated Access to Housing Staff During Their Stay
Integrated Registration Processes
By integrating housing and registration, J. Spargo creates a seamless, simplified one-step process for attendees and exhibitors. As the registration process is completed, the housing process is integrated to make it as easy as possible for attendees and exhibitors to stay within the room block.
Even when not utilizing J. Spargo's registration services, the housing process can be seamlessly integrated. Web-services and asp.net technologies allow for the exchange of information from 3rd party registration providers resulting in auto-populated housing reservation profile screens. Database comparisons executed on a regular basis identify registrants without hotel reservations. Push marketing to that segment of the registration database increases room block utilization and overall block pick-up.
Onsite Services
J. Spargo operates an Onsite Housing Assistance Office and/or Desk to serve attendees requiring housing assistance. J. Spargo's housing staff members are available to you 24/7 for the duration of your meeting.
J. Spargo conducts "pre-convention" meetings with each hotel prior to the event to:
- Establish strong onsite communication with each property;
- Provide hotels with phone numbers for key onsite J. Spargo staff to communicate with should situations arise that require our intervention;
- Brief each hotel on client-approved onsite housing procedures.
J. Spargo's full-time housing staff works to keep potential housing situations to an absolute minimum and resolve all housing situations as expeditiously as possible.
J. Spargo implements "Daily Quality Control Procedures" to ensure the highest level of service is provided by the hotels. These procedures provide valuable information to J. Spargo and our clients to ensure accurate billing, follow-up and future planning.
Reporting
Our online 24/7 reporting module produces reports for the duration of the housing process.
- Weeks-Out Reports
- Pre-Event and Post Event Pick-Up Reports
- Sub-Block Reports
- Arrival/Departure Patterns
- Complete Rooming Lists
- Rooming Lists by Category
- VIP Reports
- Master Account Reports
- Comp Room Utilization Reports
- Amenity Allocations
- Upgrades
- Special Requests
- No-Show Reports by Day
- Quantity of Room Types Utilized
- Suite Usage
- Hospitality Suite Usage
- Meeting Room Usage
- Shuttle Commission Calculation and Reporting
- Rebate Calculation and Reporting
Additional custom reports are designed based on client requirements. All data is live and accessible 24 hours a day, 7 days a week. Reports are exportable in six different formats: HTML, MS Word, MS Excel, PDF, ASCII, and XML.
Online Housing Management Tools
Room reservations, changes, cancellations and waitlists are managed online by Attendees, Exhibitors and Groups. Sub-blocks are also managed effortlessly via web-based interfaces that give customers management level access to their inventory. Our clients enjoy unlimited access to VIP, speaker, and other special sub-block management tools. Clients can enter, edit and cancel their own reservations, monitor pick-up and sub-blocks, and create custom ad-hoc reports 24/7.
Interactive Booking Features:
- Sort and display available hotel inventory by:
- Distance to Meeting Facility
- Price
- Hotel Name
- Detailed hotel information and ratings
- Room availability displayed based on arrival/departure dates
- Waitlist for one or multiple properties
- View detailed interactive city-wide maps
- Access host city information
- Connect to airline and rental car partners
- Book one or multiple rooms during one Internet session
- Enter special requests
- Provide account numbers for hotel and airline customer loyalty programs
Rate Protection with RateRx™
J. Spargo negotiated contracts guarantee your attendees the lowest possible room rates during your event. J. Spargo's RateRx™ shops the Internet for room liquidators offering lower rates, hotel specials or other offerings that undermine the rate structure of your meeting.
Target Marketing with TargetRes™
TargetRes™, J. Spargo's custom software program, searches for registrants who have not made reservations. Targeted marketing messages to attendees without hotel reservations boost room block utilization.
Shuttle Bus and Hotel Rebate Calculations, Invoicing and Collections
J. Spargo works rapidly post show to collect rebates, commissions and other financial incentives for our clients.
- Automated creation and distribution of hotel invoices
- Dedicated staff track hotel payments
- Weekly collection reports are provided to clients
Hotel Audits
Don't wait until your event is over! J. Spargo's audit processes begin during the event:
- Daily pick-up, no show and cancellation reports are requested from all properties in the block
- Onsite staff facilitate collection of audit information
- Activity reports are available to the client onsite and post show
- Registration database cross-referenced with hotel reservation databases to find "around-the-block" rooms
- Reduced exposure to attrition
- Accurate and timely final pick-up reports