IBG Travel provides B2B hotel and venue sourcing in Europe for travel agencies, tour operators, corporate travel teams and event planners. We identify suitable accommodation and event spaces, request availability and commercial terms, compare the operational details and connect the selected property with transport, programme and delegate requirements.
Hotel sourcing for groups, series and tailor-made programmes
The right hotel is not always the property with the lowest quoted room rate. Location, room mix, release dates, coach access, breakfast timing, luggage handling, meeting space, cancellation conditions and the daily itinerary all affect the final operating result.
For an incoming European programme, we can source one hotel or build an accommodation plan across several cities and countries. Requests may cover private groups, repeated series, FIT allocations, educational travel, corporate movements or special-interest journeys.
Venue sourcing for meetings, dinners and events
We search for meeting rooms, conference facilities, private dining spaces, cultural venues and event locations according to capacity, format, location, accessibility, catering, technical requirements, supplier access and brand expectations.
Venue selection is coordinated with the wider MICE or incentive programme. A visually impressive space is not useful if delegate transfers, setup time, sound restrictions, catering flow or weather contingency make the event impractical.
Availability, rates and contract conditions
We prepare a focused request containing the actual dates, room or venue requirements, passenger profile and decision timeline. Supplier replies are compared on the same basis: rate structure, taxes, meals, supplements, release periods, deposits, cancellation terms, minimum spend and included equipment.
IBG Travel does not present an indicative web price as a confirmed group contract. Availability and commercial conditions remain subject to the property offer and final confirmation. The proposal identifies assumptions, deadlines and any services that require a separate agreement.
Room blocks, rooming lists and group logistics
For groups and series, accommodation management continues beyond the initial quotation. Room types, single supplements, complimentary places, early arrivals, late departures, names, dietary needs, accessibility and final passenger numbers must follow the agreed deadlines.
Where the programme involves several hotels, ferries, coaches or arrival waves, our group travel logistics team aligns rooming lists, luggage, vehicles, guides, meals and daily timing with the accommodation plan.
Site inspections and operational review
When appropriate, we can coordinate a site inspection or structured venue review before final commitment. The review focuses on the actual guest and supplier journey: arrival area, coach stop, reception, lifts, room categories, meeting access, catering route, loading, storage and departure flow.
A site inspection is not automatically included and may involve property, transport or coordination charges. Scope and costs are confirmed in advance. For confirmed programmes, our ground handling service can continue with local supplier coordination.
Information needed for a hotel or venue request
Send the destination, dates, number of rooms or delegates, room configuration, hotel category, meal basis, meeting format, venue capacity, technical needs, transport plan and target budget. Include any fixed property, district, accessibility, sustainability, VIP or brand requirements.
Also provide the decision date and acceptable flexibility. Alternative dates, nearby districts or a different room mix may materially improve availability, but we will not change essential programme conditions without the partner’s approval.
Frequently asked questions about hotel and venue sourcing
Can IBG Travel source hotels for groups in several European cities?
Yes. We can request and compare accommodation for one destination or coordinate hotel requirements across a multi-city or multi-country route.
Do you work only with hotels?
No. We can also source meeting rooms, conference venues, private dining spaces and suitable event locations.
Are quoted rates immediately guaranteed?
No. Rates and availability are confirmed only through the property offer and booking confirmation. The proposal states validity, release and payment deadlines.
Can you coordinate site inspections?
Yes, when the project requires one. The inspection scope, appointments, transport and any related charges are agreed in advance.
Can hotel sourcing be combined with transport and activities?
Yes. It can form part of a wider incoming, group, MICE or ground handling programme with clearly defined inclusions.