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THE PROCESS
How our free hotel site selection works
Three steps from "I need a venue" to signed contract — and you never pay us a dime.
STEP 1
Tell us about your meeting
Submit a brief RFP — your dates, destination, group size, and any must-haves. Takes less than 5 minutes. We'll follow up to make sure we have everything we need.
STEP 2
We source, compare, and negotiate
Powered by HPN Global's purchasing network, we send RFPs to vetted hotels, collect proposals, and negotiate rates, attrition terms, and concessions on your behalf.
STEP 3
You choose, we finalize the contract
We present a clear comparison of your best options. Once you decide, we manage the contracting process through to signature — and stay available if anything comes up before your event.
WHY IT'S FREE
No cost to you doesn't
mean no value to you
We're compensated by an industry-standard fee paid by the hotel you ultimately select — the same commission structure that has been standard in hospitality for decades. You pay nothing extra.
What you do get: our buying power through HPN Global's global network means we negotiate rates and concessions you couldn't access independently. Our clients routinely end up with better rates than they'd find on their own — even after the hotel's commission to us.
No contracts. No retainers. No obligations. If you don't select a hotel through us, you owe us nothing.
RFP Creation & Distribution
We write and send your RFP to the
right properties
Proposal collection & comparison
We gather, organize, and present all the hotel responses in a very easy-to-read format
Rate Negotiation
We write and send your RFP to the
right properties
Attrition Clause Protection
Negotiating favorable terms to reduce your financial risk
F&B credits, complimentary rooms, A/V perks, and more
Concession Packages
Site Visit Assistance
We'll plan your agenda with multiple hotels and even come along to support you
Cancellation & Force Majeure
Protective clauses built into every contract
Contract Review & Execution
End-to-end management from draft to signature
Post Signing Support
We're there or you after the contract is signed through the event and beyond
What Clients Say
Meeting Planners Who'll Never Go Back to Doing it Alone
Share the amazing things customers are saying about your business. Double click, or click Edit Text to make it yours.
"I will never shop for a meeting venue by myself again. HotelLynk has spoiled me. Their ability to help navigate the selection and contract process is outstanding — and they don't disappear when the venue is booked."
Leslie L.
"The parameters for what we were looking for were so specific, I really didn't think we'd find anything. Not only did HotelLynk find us a beautiful place that exactly met our needs, they found us more than one."
Claudette S.
"Their partnerships with various venues and knowledge of the industry give us confidence we'll receive excellent service at a competitive rate. In the rare case of issues, HotelLynk has helped us navigate to a resolution."
Janice N