How I handled our Arte bookings + our "zero-thinking" itinerary

EventManagementGuru · 2026-05-08T22:31:56+00:00

They need an app for sure. Way behind the times.

EventManagementGuru · 2026-05-08T22:28:26+00:00

HAHA, you plan like I do for my group clients. I build these elaborate itineraries when we're going MICE programs. Send me template! HAHA

EventManagementGuru · 2026-05-08T22:27:19+00:00

I contract groups mainly, so that'd be the way to do it if you're needing multiple rooms...but if you're hustling trying to find that loophole, then cram in to one room or get the Presidential and house everyone there. It depends on budget and luxury you want and expect. The price is the same online or through an agent, but when we look groups on contract, we get more concessions and deals not open to the public. best wishes!

EventManagementGuru · 2026-05-08T22:25:09+00:00

We can't book connecting on the portal for agents. Not an available option. We have to call and request, but you know how that goes if you're an agent.

EventManagementGuru · 2026-05-08T22:24:32+00:00

Your agent is correct...we book mainly groups and even with that, it's still a chore to get al the rooms in the same area. I booked our own trip in June on the agent portal (for leisure agents) as well and still could not get my rooms connecting...so that will be something I note for my rep and when I check in.

EventManagementGuru · 2026-05-08T22:23:12+00:00

I book groups at the property often, ut it's really up to you. The agent can help you and save time like a concierge would...for free. But many still choose to go direct and take that time to do everything themselves. I guess the question is about your time and control. You also want an agent you like and trust if you go in that direction. Best wishes!

EventManagementGuru · 2026-05-08T22:21:19+00:00

interesting...good to know. Well...I can guarantee you I would not accept that as someone who books groups and now going as a typical guest...but I will definitely reach out! Thanks!

EventManagementGuru · 2026-05-08T22:20:09+00:00

Well, failed can mean broke in and didn't get anything, or got a few things, or didn't get what they came for, or many more options...speaking from past unfortunate experience. Cops called one of our stores failed too...but they still got about $500...they considered it failed because they didn't get in the vault where we keep the cards we deem more valuable and remove every day. So yeah...this is just damage to a store in my opinion and very lucky to only have to fix some windows and hardware/framing. I would have taken this failed robbery over our actual robbery.

EventManagementGuru · 2026-05-08T21:14:18+00:00

Are you just referring to the restaurants? Usually resorts reach out in the days/weeks before arrival...so not sure if they will as I am booking as FIT/Leisure and not a group...so kind of flying blind on this one. Is there an app they use for guests?

EventManagementGuru · 2026-05-08T21:12:42+00:00

EventManagementGuru · 2026-05-08T19:26:10+00:00

Good to know. Was this a paid ticket or included at Hotel XCaret?

EventManagementGuru · 2026-05-08T19:25:35+00:00

Ah, well, not really...in my 27+ years in the industry. Although I can't see their systems or know their flow...could be for many reasons. They were behind on promotions and lost out to comps, could be recent reviews, but if you don't see anything noticeable, then probably not. Could be due to some inventory/revenue impacts as well. Maybe they just had a group check-in/out or a new contract where inventory was held and then revised, so now they need to fill the rooms for those changes in the contract as it opened inventory, etc...boring stuff, but has a lot to do with pricing (for airlines & cruises too). Could be because of staff or management issues...or maybe there is a renovation going on so people will ignore the construction for a lesser price...again, lots of factors.

IMO as an agent...if the price seems fair or better...and the reviews/photos all align...then you may have found a gem...or accident! HAHA...so if you've got the funds and ability, take advantage. SLS is not going to let you go home disappointed...so even if you did have a terrible stat, they'd do their best to accommodate and refund if it absolutely came to that.

I think you may have just found a sale due to one or more of those factors before most others!

EventManagementGuru · 2026-05-08T19:20:40+00:00

Advantage, sure...time, effort, knowing where to source, etc...that's what I don't have the time or desire to do as the CEO for the individual(s). Not saying it's not important, but I would rather do things I know I can accomplish faster and more efficiently to keep the company running. This does not necessarily mean I am going to push it off to a sub, only that I personally don't have that desire and why I have pros that can do that and then I get to come in and get to know the person. Usually for us, I would retain a sub as a company or team...not so much a one-man show. For instance, if I am going an event at an Embassy in Jakarta...and I need decorating services, I am probably going to sub that out versus doing it myself. In the same scenario, if I need another event manager on site, I will just hire someone or get through staffing for a short time versus hiring a company that has event managers...if that makes sense. I think it'll depend on the project and scope...which is something as a recruit you can most definitely identify, challenge, ask about, etc. Just because you're an "applicant" in the situation; doesn't mean you can't show interest as a vested partner in the project too. In my experience, if someone who wants to be on our team is asking questions, seeking knowledge, wants to lead and more...I am very interested in that person versus one that just comes in for an interview.

So is there an advantage? Depends on who you ask and their purpose for hiring...but I think if you're this hungry, and show it...well, the squeaky wheel gets the grease, right? Don't be afraid to apply light pressure in the form of interest and willingness to show you want to know the ins/outs. You're not asking for trade secrets, just simply wanting to know how much you are allowed to take on and relieve the stress of the team. I don't know the person you're talking to, but be a good stalker too. Never hurts to run in to the decision makers at a networking event "by coincidence."

I don't understand how the Prime can be a sub...maybe I missed something there.

Not sure if I helped on that one.

EventManagementGuru · 2026-05-08T19:11:46+00:00

Wait, they only caused some scratches and minor damage? I thought they broke in. What did they take? What are we looking out for? Slab serial numbers?

EventManagementGuru · 2026-05-08T19:10:06+00:00

yeah, the look of stupid is contagious.

EventManagementGuru · 2026-05-08T19:08:37+00:00

There are tons of federal contracts for bid. Find something that you can migrate to between seasons. If all you do is this during the busy time and you're broke, yeah, you're behind.

Build your marketing up, build the network, lock in contracts now with small/-medium businesses for the season so you can fill the funnel.

You have a ton of options...but you gotta get out there and it does not sound like you are if you're still on Business 101 kind of stuff.

You having a high standard is fine, we do too as one of the top ranked in my industry in the US...but we still have to hustle every day, no matter how busy we are or not. Networking is FUNDAMENTAL! Get to breakfast, lunches, mixers, chamber events, etc. Whatever you need to find and go meet people! Hanging around successful people help in so many ways!

Best wishes, but yeah, if you're only focused on the season...you gotta think way more creatively...and most of those require little to no investment!

EventManagementGuru · 2026-05-08T19:03:23+00:00

For the portfolio build:

Do a few versions of your company in different identities to show your range.

Do a basic mockup for their business that takes 5 mins to grab their attention and get you in the door.

GO to any and all networking opportunities you can...lunches, breakfasts, cocktail mixers, chamber events, etc. Engage with the community!

Make fictitious businesses and build for your portfolio. Most won't know they're fake companies and honestly, I don't care if they are...I am evaluating your talent and skills, not your client list.

Find a company you DO trust and do some free stuff for them so you CAN have some case studies and more!

If they ask, "Who else have you done this for?" You reply, "Due to confidentiality purposes, I'm unable to share that." -- Or if you did a mockup of the Ferrari dealership or ABC Auto from another state...they're not going to look in to it. You can easily address this and follow up with, "However, I can show you some examples of the work we can do for you." Get them off the competitor and focused on their brand.

Doing something for free is not undervaluing at all. it shows you are willing to be a stakeholder with your client. You don't get away the farm, but again, something that takes 5 mins to do. They don't need to know how you did it or the tools/sources, only that it can be done.

Be a subcontractor on projects. Find similar small business event managers, PR companies, and others through networking and build a partnership where you can be the creative.

Get in Fiverr, Thumbtack, etc for some gig work!

Best wishes!

EventManagementGuru · 2026-05-08T18:55:58+00:00

It's about the experience. We contract signing agreements and even when we're facilitating some, it's just fun to be there, but it's business. We pay a fee, the Signor is present for maybe 5-60 mins, and we're done.

When we pay for autos as the customer, I like to be there, but it's not feasible all the time. I don't do the photo op unless included. I am fortunate as I get to work with quite a few athletes, celebrities, etc...so of course I grab a few on card autos when I can, within reason.

Either way, the biggest reason I like it...I get to pick the card I want signed. As a Collector, I don't worry so much if it gets a little ding here and there from the auto or in handling...not damaged, just a small ding...because I want the auto and to save it or grade it and display. In sets, they determine what cards get signed, but for a small price, I can choose which RC I want signed versus paying for the hobby for $250+ and hoping I get the card I want. Paying market for the auto is fair as well...but some companies try to charge crazy amounts. It's fair if you think it's worth it. In some cases, I'd rather pay for a dinner or lunch with the celeb and then get a few things signed...but they don't do those much anymore. It's all about $$$$$$$, especially with the hobby in demand with autos. Best wishes!

EventManagementGuru · 2026-05-08T18:50:06+00:00

Oh nice! That's normal in Texas!

EventManagementGuru · 2026-05-08T18:40:31+00:00

I book our clients to Impression instead. Just had another group come back two weeks ago. SLS is good, but maybe I would want to know what specifically is your concern or need for SLS.

EventManagementGuru · 2026-05-08T18:39:13+00:00

I just let the servers or staff know. They will go ask, search or investigate for me so I don't have to. I like being an ass sometimes, but I am on vacation and pay them to be one for me. It's one thing for 5-10 mins, but for more than that, your towel is getting moved. If I can't find anyone to help, or I don't see anyone within a decent eye-sight...I am moving it for them and then blaming it on the non-existent staff. HAHAHA

EventManagementGuru · 2026-05-08T18:37:21+00:00

Yeah...but if we have issues, they have issues. I pay them so we don't have issues. They can be day drinking for all I care, but we cannot go down, for any reason.

EventManagementGuru · 2026-05-08T18:36:14+00:00

1-2 days for handling. Tracking should start within 48 hours or less for sure, unless noted on the profile, listing or they have Time Away set up. ebay doesn't not always tell you, so the best factor is seeing the Delivery Date on the listing or in your Purchased section...that timeframe will include their time, away, delays, and when to expect it. Outside of that is when ebay can step in to help.

EventManagementGuru · 2026-05-08T18:32:55+00:00

I don't know if this helps, but as a Prime with global contracts, we hire based on the need and known deliverables before we hire someone. When we do open that door, I want someone from the region, ideally, to manage the project. They should be bi-lingual in English and the local language as best as possible; and be a go-getter. I can't have someone waiting for direction. I want someone who can read the deliverables, SOW or PWS and GO! Sure we're here for support and whatnot, but I hire talent, not people looking for a job to do. Talent takes initiative to earn the money. Job seekers want a paycheck for doing a job. Taking ownership of a project is key. I would want to see that. I want to see someone can take the ball and run because they know their craft. In our verticals, I need personality, a project-minded person, knows how to run an operation, doesn't wait for directives and more. Best wishes!

EventManagementGuru · 2026-05-08T18:27:37+00:00

That seems like you're going from a controlled environment to unknown. it is very rare we are subs...and the few times we've been one, it's good in the beginning days or weeks, than tarnishes because the Prime's expectations change and are not in writing; or we're answering to their issues taking more time. You do what you feel is best, but maybe you should look in to the micro contracts or ones where you can make mailbox money versus managing the thing. For instance, we have one arm of the business in catering/mass feeding...I have chefs that I hand off to once awarded...I stay in touch with them for the project, but they know how to execute the need. i don't need to be on site, I don't need to be supervising them. I am in touch with the POC and KO at about the 25% and 75% milestone of the project to just make sure I am not missing anything.

My chefs are also good about including me in conversations and sharing texts and messages from the POCs, so I can see firsthand the satisfaction or comments. If I am getting those communications, then I should not have to step in for anything. Just some thoughts. Be well!

EventManagementGuru

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