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A leading UK equipment rental provider was preparing to host its first major national conference in five years. The large-scale two-day event would bring together customers, employees, partners and industry experts to explore how innovation, technology and collaboration are shaping the future of the sector.
Hosted at Liverpool Experience Campus (formerly known as The ACC Liverpool) the event programme included a large-scale Innovation Expo, with plenary sessions, breakout meetings, networking, a drinks reception and gala awards dinner. With more than 1,000 delegates, accommodation management would play a critical role in ensuring the event’s success.
The client appointed Inntel to source, secure and manage accommodation for attendees, creating a seamless booking experience while reducing the administrative burden on their internal team.
The project wasn’t without its complexities. With the brief received in January and the event taking place in early May, our team had a relatively short lead time to source and secure accommodation for a large number of delegates.
Adding to the challenge was the possibility of Liverpool hosting the UEFA Champions League Final on the same dates as the event. This created significant pressure on hotel availability across the city, limiting accommodation inventory and reducing opportunities to negotiate the level of discounted room rates typically achievable for an event of this scale.
The client also required a carefully balanced accommodation programme to cater for different attendee needs and budgets. VIP guests and senior leadership required premium accommodation within walking distance of the venue, while the wider delegate group needed access to a range of quality accommodation options located as close to the venue as possible.
Drawing on our extensive supplier network and accommodation expertise, Inntel sourced and managed room allocations across 13 hotels throughout Liverpool, creating a carefully balanced accommodation programme that met the needs of all attendee groups. Inntel’s team managed all hotel liaison, rooming lists, amendments, cancellations, special requests and reporting behind the scenes.
Recognising the challenges presented by a constrained hotel market, Inntel focused on delivering value beyond room rate negotiations. The team successfully secured favourable attrition clauses, aligned payment terms across participating hotels and negotiated the ability to release unused rooms closer to the event date without penalty, significantly reducing financial risk for the client.
Premium accommodation was arranged for VIP attendees and senior leaders at properties closest to the venue, helping to enhance the overall delegate experience.
To ensure smooth delivery, Inntel also provided dedicated on-site support throughout the event, working closely with the client and hotel partners to manage accommodation operations and respond quickly to any requirements.
13
hotels managed across Liverpool
645
rooms booked
£105k
accommodation spend managed
1
consolidated invoice through Inntel's billback solution
Despite challenging market conditions and limited city-wide availability, Inntel delivered a successful accommodation programme that supported one of the client’s largest internal events in recent years.
By securing favourable contractual terms, flexible cancellation conditions and aligned payment schedules across participating hotels, Inntel helped minimise financial risk while maintaining control of accommodation costs. The programme was ultimately delivered under budget, despite the constrained hotel market.
Inntel’s billback solution also streamlined the financial management of the event, consolidating accommodation costs into a single invoicing process and significantly reducing the administrative burden on the client’s event team.
Supported by dedicated on-site account management, the accommodation programme was delivered on time and without issue, providing a seamless experience for delegates.
The success of the event reinforced Inntel’s value as a trusted accommodation partner, with post-event feedback highlighting the team’s expertise, responsiveness and attention to detail.
“Inntel’s presence on the day was invaluable, and together with the wider team, their work meant that the entire event couldn’t have gone any smoother.”
Digital Transformation Manager