The Behind-the-Scenes Partner You Deserve

Short on staff or time? Borrow ours. We shape the story, take the meetings, and turn interest into holds, funding, and room nights representing you to destinations, venues, sponsors, and hotel networks. Great events are built, not born; we bring the strategy and ops that make them work across sports, conventions, meetings, and expos.

How We Partner 

Tournament Directors & Operators

  • Build your RFPs; target right-fit CVBs/DMOs, venues, and hotel networks
  • Source sites (fields + hotels), manage compression/seasonality, negotiate value-adds
  • Stand in at tradeshows and conventions; capture RFPs, track holds, and move to decision

Clubs & Leagues

  • Create seasonal event roadmaps with travel/housing strategies
  • Pre-qualify destinations, align field/time blocks for indoor/outdoor facilities, and standardize contracting & rebates
  • Provide pacing/room-night reporting and post-event playbacks

Facilities & Venues

  • Align with CVB/DMO incentives, define black-out windows, and reduce soft-hold churn
  • Sourcing events & groups/teams for your venue 

Associations, Conventions & Meeting Planners

  • City/venue sourcing (convention centers, ballrooms, meeting space) with hotel block strategy
  • RFP creation & distribution, budget modeling, and funding/incentive pursuit
  • Agenda design support (off-sites, welcome receptions), registration/housing ops, and post-event reporting

 

Core Services (sports + meetings)

RFP Creation & Distribution
Your RFP is your go-to-market plan, not a checklist.

  • Scope, dates, space/field needs, room-night targets, service standards, housing model, evaluation criteria, deadlines
  • Distribution to CVBs/DMOs, venues, hotel networks, and municipal partners for apples-to-apples proposals
    Result: better proposals, cleaner comparisons, faster decisions.

Site Selection & Sourcing
The “right” site is fit, not just square footage or bed count.

  • Evaluate surfaces/backup plans and meeting space flow, hotel mix, distance, traffic, compression, guest experience
    Result: confident selection with fewer surprises.

Grants, Funding & In-Kind Support
Economic impact is real, capture it.

  • Identify tourism grants, hospitality tax programs, incentive matches, community funds
  • Prepare applications, budgets, letters of support, and timelines
    Result: more dollars and services behind your event without adding headcount.

Representation at Conventions and Tradeshows
Can’t be everywhere at once? We’ll be in the room for you, introducing your brand, fielding questions, and advancing with destinations, venues, hotels, and sponsors.

  • Recent example: We represented two businesses at Connect Marketplace: pre-booked meetings, delivered the pitch, captured RFPs, and left with follow-ups and holds scheduled.

Housing & Operations Backbone

  • Stay-to-play strategy, block management, parent comms, pace reporting, attrition mitigation
  • Run-of-show, staffing matrices, wayfinding, and year-two improvement playbooks

Why Pellucid Travel 

No bandwidth? No problem. We plug in as your external team, focusing on orgs that need credible representation and a proven process. If you don’t have the staff, time, or system to take your event to the next level, use ours! Reach out to our team to get started with consulting.