If you have ever hired an event planning firm to find and book a hotel, you probably noticed they don't send you an invoice for their time and expertise. Typically, hotel pays the third-party planner a commission directly, so this service shouldn't cost you. That applies to site selection and contract negotiation. Other services, such as registration and onsite support, are typically priced separately. That model is standard across the industry.
So price is rarely the deciding factor when deciding who to partner with to book your next property. The better question is who your partner works for, how much attention your event gets, and what results they can show.
This guide covers the questions to ask before you sign with any sourcing partner, including us.
Why Choose Junapr for Corporate Events and Incentives
Junapr's event team, led by Antonia Hinge, President, handles hotel sourcing, contract negotiation, registration, onsite logistics and support, and attendee communications for corporate meetings and incentive programs. We work with major hotel brands and independent properties, with no allegiance to either, so your priorities are our only guiding path.
Corporate Meetings and Conferences
We shortlist properties for your review and negotiate room blocks, attrition, food and beverage minimums, concessions, and cancellation terms to ensure the property level and budget meet your expectations.
Incentive Programs
Where in the world should you go? We select destinations, then the properties, and negotiate group terms, manage qualifier communication, then handle registration and onsite logistics.
Sales Kickoffs and Leadership Retreats
We handle shorter lead times and tighter budgets with a single point of contact from brief to final reconciliation. [Add outcome.]
Seven Questions to Ask Any Hotel Sourcing Partner
1. How do you get paid?
Expect the answer to be hotel commission for site selection and contract negotiation. Ask whether any other fees apply for services such as registration, housing, onsite support, or post-event reporting. Get the answer in writing.
At Junapr, hotel site selection and contract negotiation are paid through the hotel agreement, so there is no fee to your team. Other services, including registration, onsite logistics and support, and post-event reporting, carry a separate fee. We quote those fees up front, before you sign.
2. Does commission affect my rate?
It shouldn't. Commission is built into the hotel's standard group pricing structure. Ask your partner to show you the proposal terms from each property, so you can compare them side by side.
3. Do you have preferred hotel partners?
Some firms have preferred-supplier programs. Ask whether those arrangements affect which hotels appear on your shortlist. Ask how many properties they compare for each event.
Our approach: we compare at least three properties against your goals, across brands and independents.
4. Can commission be returned to my organization?
Sometimes. This commission fee covers the time and expertise that the planning firm invests in finding you the right property. If the firm is returning the commission to you, they may be baking that cost into their planning fee. Be sure to ask how their time is being compensated if you ask to have the fee returned.
Our approach: Junapr is transparent in our pricing. We work with the hotel on the commission to ensure that our time and fee are not passed on to the client.
5. Who will I work with day to day?
A large firm can serve thousands of customers. Ask whether you get a named contact, and whether that person stays on the event from the first RFP through the final bill.
Our approach: You will work with Antonia and Ashley from kickoff to post-event reconciliation.
6. What registration platform do you use, and who owns the data?
We use RegFox to set up registration, collect payments and report on attendance. Junapr manages setup, support and reporting. Our clients own the data and payments run through a client-owned payment portal.
7. What will I receive after the event?
Ask for a written summary of what was contracted versus what was used, concessions secured, attrition outcomes, and registration results. Junapr provides a full event summary after the dust settles. You receive all registrant details, no-show lists, survey results, and a detailed budget breakdown with each expense detailed.
Featured Work
Corporate Conference, Medical Association Conference
Challenge: Grow a flagship annual conference for 350+ dental professionals, with exhibitors and sponsors.
Action: Using two years of venue experience with the client, Junapr negotiated contracts over a 10-month planning process.
Result:
Rates 41% below initial proposals
361 attendees managed
100% sponsorship revenue growth
36% exhibitor growth
19 earned media placements
Incentive Program, CPG Manufacturing Sales Incentive
Challenge: Reward 80 top sales managers and their guests with a luxury four-day international trip, within budget.
Action: Junapr picked Virgin Gorda for travel access, per-person cost, and amenities. It then negotiated contracts across a 13-month planning process.
Result:
Rates 48% below standard pricing
Program 12.13% under budget
80 guests accommodated despite flooding at a hub city
Zero service interruptions
Frequently Asked Questions
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DescHotels pay a commission to the event firm after the event is complete. The client typically pays nothing for sourcing and contract negotiation.ription text goes here
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No. Hotel site selection and contract negotiation are paid through the hotel agreement, and we don't pass any fees on to the client for that service. Our other services, such as registration, onsite logistics, and post-event reporting, carry a separate fee that we outline in your proposal.
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Typically 30 days, depending on event size and number of properties.
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Junapr works with groups ranging from 20 people up to 3,000.
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Yes. We manage registration through RegFox and coordinate room blocks with the hotel. Registration and onsite services carry a separate fee.
