Hotel Planner | Torchora

🎯 Role Definition

The Hotel Planner is a strategic linchpin in the world of corporate events and travel. This role goes far beyond simple booking; it involves architecting the entire accommodation experience for meetings, conferences, and incentive trips. As a Hotel Planner, you are the expert liaison between the organization's needs and the hospitality industry's offerings. You are a skilled negotiator, a meticulous project manager, and a relationship builder, dedicated to securing the best possible value, terms, and experiences. Your work directly impacts the budget, attendee satisfaction, and overall success of an event, making you an indispensable partner in creating memorable and effective corporate gatherings.

📈 Career Progression

Typical Career Path

Entry Point From:

Event Coordinator
Hotel Sales or Catering Coordinator
Corporate Travel Agent
Senior Executive Assistant with meeting planning duties

Advancement To:

Senior Hotel/Venue Sourcing Manager
Director of Events or Meetings
Global Strategic Meetings Manager
Head of Travel & Entertainment Procurement

Lateral Moves:

Procurement Manager (Travel Category)
Hotel National/Global Sales Manager
Destination Management Company (DMC) Account Manager

Core Responsibilities

Primary Functions

Manage the complete, end-to-end hotel sourcing lifecycle, from initial needs assessment and destination research to final contract execution for a diverse portfolio of corporate meetings and events.
Develop and distribute comprehensive Requests for Proposals (RFPs) to qualified hotel properties and venues using industry-standard platforms like Cvent.
Conduct in-depth and critical analysis of all incoming hotel proposals, creating detailed comparative spreadsheets and presentations to facilitate stakeholder decision-making.
Lead complex contract negotiations with hotel sales and convention services departments, focusing on securing favorable rates, concessions, and risk-mitigating clauses (e.g., attrition, cancellation).
Cultivate and maintain strong, strategic relationships with a global network of hotel partners, national sales offices, and destination management companies to leverage buying power and gain industry insights.
Organize and lead both virtual and in-person site inspections for key stakeholders, providing expert guidance on property suitability, logistics, and overall experience.
Assume primary responsibility for the creation and diligent management of event accommodation budgets, ensuring all costs are tracked, reported, and aligned with financial targets.
Oversee the entire room block management process, including monitoring pickup, managing cutoff dates, and executing rooming lists with a high degree of accuracy.
Serve as the main point of contact for all hotel-related logistics, communicating directly with hotel staff to confirm arrangements for meeting spaces, food and beverage, and billing.
Proactively identify and secure a wide range of value-add concessions, such as complimentary room upgrades, Wi-Fi, staff rooms, and reduced resort fees, to enhance the event and maximize budget.
Expertly review, redline, and process hotel and venue contracts, collaborating with legal and finance departments to ensure compliance with corporate policies and risk-management protocols.
Provide strategic recommendations to internal clients on destination and property selection, based on event objectives, budget, airlift, and attendee demographics.
Develop and maintain a comprehensive database of preferred hotel partners, negotiation history, and performance metrics to inform future sourcing strategies.

Secondary Functions

Conduct post-event reconciliation of hotel master accounts, meticulously auditing all charges and managing the final payment and close-out process.
Create and deliver insightful post-event reports detailing final accommodation costs, savings achieved through negotiation, and overall value delivered to the organization.
Stay consistently informed of hospitality industry trends, new hotel openings, destination news, and shifts in the meetings market to maintain a competitive edge.
Collaborate closely with internal teams, including event marketers, executive assistants, and department heads, to fully understand program requirements and attendee needs.
Manage and fulfill special accommodation requests, ensuring ADA compliance and tending to VIP needs with discretion and professionalism.
Assist in the development of the organization's Strategic Meetings Management Program (SMMP) by providing data and insights on hotel sourcing activities.
Provide support for ancillary event needs connected to the hotel, such as ground transportation logistics, off-site dinner venue sourcing, and activity planning.
Participate in industry trade shows, conferences, and supplier events to expand professional network and knowledge base.

Required Skills & Competencies

Hard Skills (Technical)

Venue Sourcing Software Proficiency: Deep expertise in using tools such as Cvent, Groups360, or similar RFP and venue-sourcing platforms.
Contract Negotiation & Redlining: Demonstrable ability to dissect, negotiate, and redline complex hotel contracts, with a strong understanding of legal and financial clauses.
Budgeting & Financial Acumen: Skill in creating, managing, and reconciling multi-faceted event budgets, with a keen eye for cost-saving opportunities.
Advanced MS Excel: Proficiency in Excel for managing complex rooming lists, creating budget trackers, and building data-comparison models.
Hotel Operations Knowledge: A solid understanding of how hotels operate, particularly their sales, catering, and convention services departments.
Project Management Methodologies: Ability to manage multiple projects simultaneously, using project management principles to track timelines, deliverables, and milestones.

Soft Skills

Relationship Management: An exceptional ability to build and nurture long-term, mutually beneficial relationships with hotel partners and internal stakeholders.
Negotiation & Influence: Superior influencing and persuasive negotiation skills, capable of achieving favorable outcomes in high-stakes discussions.
Meticulous Attention to Detail: An unwavering commitment to accuracy in all aspects of the job, from contract clauses to rooming list data entry.
Critical Thinking & Problem-Solving: The capacity to analyze complex situations, anticipate potential issues, and develop creative and effective solutions under pressure.
Exceptional Communication: Articulate, professional, and clear communication skills, both written (for RFPs, emails, and reports) and verbal (for negotiations and presentations).
Grace Under Pressure: The ability to remain calm, organized, and decisive in a fast-paced environment with tight deadlines and changing priorities.

Education & Experience

Educational Background

Minimum Education:

A Bachelor's Degree in a relevant field or an equivalent combination of education and direct, hands-on industry experience.

Preferred Education:

Bachelor's Degree

Relevant Fields of Study:

Hospitality Management or Administration
Business Administration
Marketing & Communications

Experience Requirements

Typical Experience Range:

3-7 years of direct experience in hotel sourcing, meeting planning, or a closely related field.

Preferred:

Experience working within a corporate meeting/event department, a third-party meeting planning agency, or in a hotel sales/convention services role with a focus on group business. Professional certifications such as Certified Meeting Professional (CMP), Certificate in Meeting Management (CMM), or Certified Meeting Strategist (CMS) are highly valued.