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“Managing accommodation for 10 guests can be tricky. Managing it for 1,000? That’s where we come in”
At ATPI, we pride ourselves on turning travel challenges into smooth, hassle-free experiences, especially when it comes to group accommodation for events. We sat down with Megan Kuipers, Project Manager Hotel & Venue Sourcing at ATPI. One of the specialists behind the ATPI Hotel Desk. Read on to discover how this team empowers event organisers with precision, passion, expert knowledge, and access to a global network.
What exactly does the ATPI Hotel Desk do for event organisers?
“When you’re booking for hundreds of guests, every detail matters, and that’s where we excel,” says Megan. “Our Hotel Desk and Events team support organisers from start to finish. We manage hotel and venue sourcing, negotiate contracts, and ensure that all terms are mutually beneficial. Once the contracts are signed, our project managers take over, coordinating rooming lists and managing those inevitable last-minute requests.” But it’s not just about logistics. “We’re here to make life easier for organisers, whether it’s a small leisure group or a large corporate or sports event,” she adds. “One point of contact, one streamlined process, and a lot less stress.”
How to secure hotels near event venues?
“Planning ahead is everything,” Megan says. “The earlier we know our clients’ needs, the better we can secure top hotels near the venue, often at exclusive rates.” Thanks to long-standing partnerships with major hotel chains and independent gems alike, the ATPI Hotel desk can negotiate flexible policies and added extras, from free upgrades to late check-outs. “We also keep sustainability in mind,” she adds. “We prioritize properties with eco-certifications, but it’s always the client’s choice.” The Hotel Desk collaborates closely with project managers to map out distances to airports, logistics, key attractions, and venue locations. “We don’t just book hotels, we help build the entire guest experience around them.”
Group bookings can be expensive. How does the Hotel Desk help manage costs?
“Volume is our advantage,” Megan explains. “We have access to commissionable rates, volume discounts, and added benefits thanks to our global hotel network.” The Hotel Desk takes a tailored approach to every brief, managing budgets effectively while still ensuring a top-tier experience. “Our goal is to deliver value without compromising on quality, and that’s where our experience comes in.”
Any standout stories where the Hotel Desk and the Events team saved the day?
“Oh, definitely,” said Megan. “One of our biggest challenges in recent years was the 2022 Champions League Final. It was supposed to take place in St. Petersburg, but due to the war in Ukraine, UEFA moved it to Paris, just three months before the event.” The switch meant all previously contracted hotels had to be replaced…fast. “It was a puzzle, but we pulled it off. Our project managers rebooked everything, navigated the chaos, and made sure our clients had a seamless stay in Paris. It’s a story that perfectly captures the ATPI Events approach: stay calm, move fast, and deliver results.”
Final thoughts?
“We do more than just book rooms, we bring peace of mind,” Megan says with a smile.
“Whether it’s last-minute changes, complex allotments and contracts, or when the scale feels overwhelming, our team steps in and takes that weight off your shoulders. We’re in it together.”
From major sporting events to corporate gatherings and everything in between, the ATPI Hotel Desk team is ready to support your next event.
Find out what we can do for you. Get in touch today!
