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Healthcare
Hotel Sourcing

At A Glance

400
Hotels
190000
Room Nights
U.S. States

Introduction

In response to a client’s urgent need for extended lodging and logistical support, Cain Travel coordinated accommodations in 18 states across the U.S. to assist with hospital staffing and vaccination efforts during the COVID-19 pandemic. Between January 2021 and March 2023, Cain Travel sourced and contracted rooms over 400 hotels, providing over 200,000 room nights across locations like California, Florida, and Alaska, with stays often ranging from 30 to 90 days.

The client required immediate lodging support to ensure a smooth operation in unpredictable conditions. Requests for accommodations were often submitted within 24-72 hours of the needed stay, with some of the largest room blocks requiring lodging for months. Additionally, many hotels needed to offer both sleeping rooms and meeting space for essential briefings, making the selection process more complex. Cain Travel also managed extensive tracking and reconciliation of hotel spend and processed all hotel payments on behalf of the client.

Execution

To meet the demands of this large-scale project, Cain Travel deployed a comprehensive hotel sourcing strategy, leveraging its expertise in group contracts and extended-stay accommodations. The team swiftly negotiated favorable contracts with each property while securing flexible terms suited for the evolving nature of the project. They also managed rooming lists for major hubs in high-demand states and provided around-the-clock support to ensure that accommodations were secure, comfortable, and ready for the client’s teams.

Identify Whereabouts

Hotel Sourcing and Contract Negotiation

Coordinated contracts with 477 hotels, securing rooms and necessary meeting spaces to support operational needs.

Leverage Spend

Hotel Payment and Spend Reconciliation

Streamlined billing & reconciled costs for each hotel, handling financials directly with properties on the client’s behalf.

Dedicated Agents

24/7 Cain Travel Support

Provided on-call support with extended hours to handle any needs or challenges. Assisted with air ticketing for travel logistics.

Program Management

Rooming List Management

Managed extensive rooming lists at major hub locations in California, Florida, and Alaska. 

Outcome

Cain Travel’s team delivered consistent and dependable lodging solutions that supported the client’s mission, even as needs shifted throughout the pandemic. Their ability to respond within short timelines, secure flexible contracts, and manage complex financial reconciliations ensured seamless lodging logistics for the client, allowing them to focus on their crucial staffing and vaccination efforts.