What You’re Missing Out On If Your Events Aren’t Collecting Reports (or Using Them Properly)
When you host an event, whether it’s a youth sports tournament, corporate conference, or festival; it’s easy to get caught up in logistics: hotels, registration, transportation, schedules, vendors. But the real value often comes after the event, in the numbers you collect and what you do with them.
At Pellucid Travel, we see this all the time, organizers running great events but leaving valuable insights untouched simply because their reporting systems aren’t set up or their data isn’t being used strategically.
Here’s what you might be missing out on.
1. Missed Funding and Grant Opportunities
Many local CVBs and sports commissions use room night reports to determine how much funding, sponsorship, or grant money your event can receive. If you aren’t collecting accurate data on how many attendees stayed, where they stayed, and for how long, you lose the ability to prove your event’s economic impact.
That means leaving real money on the table that could have gone toward marketing, better venues, or future expansion.
2. Limited Negotiating Power with Hotels and Partners
Hotels want to know what your event can deliver, and they base future rates and concessions on your past performance. Without reliable reporting, it’s impossible to show the value of your business.
When you have complete data, like actualized room nights, average daily rate, and pickup pace, you’re positioned to negotiate better rates, comp nights, and amenities for your next event.
3. No Proof of ROI for Sponsors or Vendors
Your sponsors and vendors are investing in your event for visibility, exposure, and measurable outcomes. Without reports showing attendance, travel trends, and engagement, you’re unable to demonstrate ROI.
Having structured reports lets you clearly communicate audience reach, travel patterns, and spending behavior, turning one-time sponsors into long-term partners.
4. Unclear Attendee Experience and Missed Improvements
Reports don’t just show numbers, they reveal behavior.
Tracking booking trends, length of stay, or booking windows can highlight attendee pain points and help you improve communication, event flow, and travel convenience next time.
Without this insight, you’re left guessing what worked and what didn’t.
5. Lost Opportunities for Growth and Credibility
Event reports are more than data, they’re proof of professionalism. When you can show year-over-year growth, community impact, and attendee satisfaction, you gain leverage with every stakeholder: venues, sponsors, city officials, and even participants.
Failing to collect and analyze these reports means you’re operating blind, without the metrics to back your success or support your expansion plans.
How Pellucid Travel Helps
Pellucid Travel takes the guesswork out of event reporting.
Our integrated system tracks room nights, booking patterns, and key economic data, all compiled into easy-to-read reports that you can share with partners, sponsors, and host cities. Beyond numbers, we help interpret the data to create a strategy for stronger negotiations, more funding, and smarter future planning.
Because when you can see the full picture, you can make better decisions, and ultimately, better events.
Don’t just host an event. Learn from it.
Start collecting, understanding, and using your event reports to their full potential, with the tools and team that make it simple.
Learn more about event reporting with Pellucid Travel
This year, our team had the privilege of traveling to Miami, Florida, for Connect Marketplace, and what unfolded was a whirlwind of connections, energy, and unforgettable memories. Shannon, Laura, Dave, Gretchen, Jason, and Sara represented our company alongside several of our client partners, making this trip not just about us, but about the businesses we proudly support.
From the moment we stepped onto the convention floor, the pace was fast and full of possibility. Most of our days were spent in back-to-back appointments, meeting with industry peers and exploring opportunities to grow both our own business and that of our clients. In between the scheduled sessions, there was always time to walk the floor, strike up conversations, and connect with others on the fly. Some of us ended up having meaningful conversations with more than thirty people in just a few hours, and the best part was the energy. Every conversation was filled with genuine interest and excitement about the opportunities in our industry.
Of course, Connect Marketplace isn’t just about meetings. The trade show itself was an experience in its own right. There were endless food tastings showcasing flavors from across the country, booths designed not just to impress but to welcome attendees with refreshments and workspaces, creative swag that sparked smiles, and, to everyone’s delight, puppies that added a dose of joy in between the busy schedules. It was a reminder that conventions can be both productive and enjoyable.
The evenings were just as memorable as the days. On the first night, the opening ceremony set the tone for the week with an incredible DJ paired with live musicians on bongos and saxophone, dancers on stilts, and food that kept everyone moving. The atmosphere was electric, and the Fillmore Theater was the perfect backdrop. The second night slowed down a little with a relaxed happy hour… the kind of gathering where business cards stay tucked away and conversations turn into friendships. Ironically, it’s often in these settings that some of the best business gets done while casually conversing. Then, on the final night, the week closed with a bang: a private Flo Rida concert. Singing and dancing shoulder-to-shoulder with colleagues and new friends was the perfect way to celebrate before heading home.
Between all the scheduled events, we also managed to squeeze in time for meals with partners who attended. Sharing lunch or dinner outside the convention gave us the chance to strengthen relationships and reflect on the opportunities ahead. Those quiet moments balanced the buzz of the convention and reminded us why we value these partnerships so much.
Looking back, Connect Marketplace in Miami was quite the experience; it combined business growth with community, fun, and inspiration. We left with new connections, stronger relationships, and memories that will carry us forward until we gather again at the next event.
If we missed you or did not get to spend time with you, connect with us here!
Experience Sports ETA With Us
Reflections from Pellucid Travel on a Week of Insight and Impact
This year’s Sports ETA Symposium in Tulsa brought together the best of the sports events and tourism industry—and Pellucid Travel was proud to be part of it. From exciting one-on-one conversations to inspiring panels and community impact, the week offered everything we hoped for and more.
The Power of Connection
For first-time attendee Alicia Gazda the event provided not only valuable exposure, but also a deeper sense of what makes this community so special.
“Having a dedicated booth and taking part in scheduled appointments with rights holders was incredibly beneficial.” – Alicia Gazda, Pellucid Travel
She emphasized how productive the one-on-one meetings were, with a focus on relationship-building and actionable next steps.
“It was great to be in a room of like-minded tourism professionals. I’m energized, I’m more informed, and I’m already looking forward to next year.”
Alicia also appreciated the chance to hear new perspectives from industry veterans, especially as someone coming from the conference planning side.
Insight, Education, and Industry Inspiration
Jason Puckett echoed similar sentiments after a week full of educational sessions, networking, and community building.
“Sports ETA delivered a great balance between education, networking, and business appointments.” – Jason Puckett, Pellucid Travel
Jason was particularly inspired by the tour of the USA BMX facility, calling it a standout experience.
“It really opened people’s eyes to what’s possible when a community invests in its sports infrastructure.”
As a member of the Legacy Fund Committee, Jason was also proud to be part of the most meaningful outcomes of the week.
“We raised $18,000 for the Center for Individuals with Physical Disabilities. Creating a lasting impact in Tulsa was awesome.”
Looking Ahead
The Pellucid Travel team returned home feeling energized and grateful for the experience, ready to put what they learned into practice and continue building strong industry partnerships.
“It gave me great tools I can use moving forward,” Alicia noted. “There’s so much value in connecting with people who share your goals.”
From all of us at Pellucid Travel—thank you to the organizers, attendees, and partners who made Sports ETA a memorable and meaningful event. We’ll see you at the next one.
If you attended and you missed getting to connect with our team you can reach Jason Puckett: Jason@pellucidtravel.com & Alicia Gazda: Alicia@pellucidtravel.com!
Summit Success: 2nd Annual Pellucid Travel Summit.
If you’ve noticed our team is more energized than usual, it’s because we’re fresh off our second annual summit, and the excitement is still in the air! In September, our entire team gathered in Buffalo, New York, for a few unforgettable days of bonding, inspiration, and collaboration.
We kicked off the trip by meeting fresh from the airport at the hotel, exchanging hugs and catching up before heading straight to Niagara Falls. Awaiting us was our cherished partner, Tim Ellis, who had tickets sponsored by Wyndham for the famous Maid of the Mist boat ride. Niagara Falls, one of the Seven Natural Wonders of the World, lived up to its legendary status. With blue ponchos on, we headed to the top deck and braved the splash zone—soaking in not just the water but the incredible views. Tim kept pace with our lively crew, and it was an experience we’re still talking about!
After parting with Tim, we toured the brand-new Cambria Hotel in Niagara Falls, hosted by the delightful Jillian from Choice Hotels. The tour was filled with engaging stories about the hotel’s art and history, followed by a meticulously curated dinner and wine pairing. A highlight of this 4 course dinner was the champagne with blue glitter—Jason’s favorite! The evening was simply perfect, made even better by Jillian’s infectious energy.
Day two began with early morning meetings, starting with Adam Ashton from Playbook365. It was inspiring to hear about the exciting directions their platform is heading, and contributing our ideas toward their growth was a fulfilling opportunity. Next, we met with Michael Cousins from Hilton, whose presentation was eye-opening. Seeing our year-over-year growth with Hilton as a newer company in the industry was incredibly motivating for the team. We enjoyed a classic Buffalo treat for lunch—buffalo wings and pizza logs (a must-try if you haven't yet).
The rest of the day was dedicated to internal meetings, where we reflected on our own growth and brainstormed strategies with each other to push our company forward. This session was particularly meaningful, as leadership genuinely took our ideas to heart, making everyone feel heard and valued. We wrapped up the evening with a rooftop happy hour hosted by several of our local Marriott partners, enjoying beautiful views and lively conversations with local hoteliers, followed by a dynamic dinner with Max from Best Western. The energy was electric, and the conversations flowed effortlessly in our group.
Our final day started early once again. After packing up, we gathered in the conference room for more partner presentations. It was great to reconnect with Max and hear about Best Western’s exciting initiatives. He even brought goodies for the team—such a thoughtful touch! We also enjoyed an engaging presentation from Jeremy at IHG, which kept the team captivated from start to finish. Seeing our continued growth across these partnerships left us on a high note.
Before heading to the airport, Aaron from our team led a seamless training session on our new registration system, ensuring we’re always improving. Of course, we couldn’t leave Buffalo without one last round of wings so we had to stop for lunch together one last time!
All in all, it was a fantastic few days, filled with invaluable time together as a team and with our partners. It’s always a joy to bond in person, and the summit left us feeling hopeful for what’s ahead.
Follow our socials to see memes and moments from our trip!
Pellucid Travel’s Energizing Experience at Connect Sports Marketplace 2024
Pellucid Travel recently participated in the Connect Sports Marketplace 2024 in Milwaukee, marking an exciting return to the city after nearly a decade for some. The event proved to be a memorable experience for the team, starting with the well-organized layout, which separated appointment areas, booths, and an impressive stage for education sessions. One of the first highlights for the team was the Reno Puppy Zone, a popular stop that offered a therapeutic break after a long day of travel.
Reuniting in person was a major highlight for the Pellucid Travel team. While remote work enables them to collaborate with destinations and events rights holders from across the country, nothing compares to the energy and connection of being together in person. The team enjoyed working side by side, strengthening their relationships with one another and their partners.
The first evening featured a dinner with long-standing partner, Alliance Reservation Network, followed by a fun-filled block party hosted by Visit Milwaukee at the Harley-Davidson Museum. The night was capped off with a lively band and an epic drone show, setting the tone for a productive and enjoyable week.
The next two days were packed with appointments, meetings, and conversations with suppliers, planners, and industry partners. Between formal meetings, the Pellucid Travel team embraced opportunities to strengthen current relationships and forge new ones. One memorable moment for the team was attending a Brewers game, hosted by the Utah Valley and Rocky Mountain Region. The home team’s win and the exceptionally clean stadium added to the excitement.
Throughout the week, the Pellucid Travel team’s camaraderie and dedication were on full display. Even while four members attended the trade show, the team back home continued managing operations smoothly, proving once again that their people are their strategic advantage. The event served as a reminder of the team’s strength and the value of connecting in person to drive the business forward.
As the week came to a close, Pellucid Travel left Milwaukee with new partnerships, exciting business opportunities, and a renewed sense of enthusiasm for what lies ahead. The team looks forward to following up on the connections made and is eager to attend future events that will help continue their growth in the industry.
In the realm of sports tourism, two recent events have gained significant traction: the Sports ETA Women’s Summit and the Sports ETA Symposium. While both focused on sports tourism, they've been notable for their emphasis on acknowledging women's contributions and facilitating networking and opportunities within the industry.
Sports ETA Women’s Summit: Cleveland's Electric Atmosphere
In the heart of Cleveland, amidst the excitement of the Women's Final Four, the Sports ETA Women’s Summit kicked off with a burst of energy and enthusiasm. The city was electric with anticipation as attendees gathered for a networking reception, forging connections and sharing stories in an atmosphere of women empowerment.
Throughout the summit, “we had incredible keynote speakers who not only shared their life experiences of downfalls and success but also inspired me through their push for better for women and girls in our communities and worldwide”- Gretchen Secky Director of Client Engagement. From discussions on breaking barriers to reflections on the legacy of past leadership, the summit served as a powerful reminder of the progress made and the work that lies ahead.
Legends of the Ball delved into the rich history of women in sports, encouraging those there to aim higher and work together for success. It was a powerful moment and a nod to the resilience and determination of women athletes and leaders, past and present.
As the summit drew to a close, the echoes of inspiration lingered, fueling a collective commitment to drive positive change in the sports industry and beyond. Being a women-run business, this event truly made us feel special and heard in the industry, amplifying our sense of belonging and significance. With girl boss Taylor Swift's anthem ringing in our ears, we left Cleveland with a renewed sense of purpose, ready to make our mark on the world.
Sports ETA Symposium: Portland's Gathering of Minds
In another world, in the city of Portland, the Sports ETA Symposium unfolded as a gathering of like-minded individuals and a celebration of community. Attendees came together for this annual week of meetings, education, and networking.
For many, the symposium was a chance to reconnect with old friends and colleagues while welcoming newcomers to the fold. As a member of the Mentor Committee, “I had the opportunity to meet and talk to several new members, and I'm happy to say that the future of the industry looks bright!” - Jason Puckett STS Director of Business Development. Getting to witness their passion and enthusiasm for the industry was truly rewarding.
Reflecting on the evolution of the symposium over the years, it was clear that the future of the sports industry is in good hands and growing rapidly. With over 800 attendees, including nearly 300 first-timers, the symposium showcased the growing diversity and talent within the community.
During this event, the Sports ETA State of Industry report showcased that sports travelers spent 52.5 billion dollars! It was then broken down into sections, with the top spenders. 13.9 billion spent on airfare, 10.9 billion on lodging, and 9.7 billion on food and beverage. In 2023 73.5 million room nights were reported, imagine what it would be like without discounted rates on lodging!
As the event came to a close, there was a sense of anticipation for what lay ahead. With the location set to Tulsa for next year's symposium, the momentum continues to build, fueled by a shared commitment to excellence and inclusivity. Everyone who attended the symposium was there to better the sports tourism industry, bringing together a diverse range of perspectives and expertise.
In the wake of these two remarkable events, the message is clear: women in sports are not just players on the field; they are leaders, innovators, and changemakers. As we celebrate their achievements and honor their contributions, let us continue to champion equality and empowerment in sports and beyond. With events like the Sports ETA Women’s Summit and the Sports ETA Symposium leading the way, the future looks brighter than ever.
More on Sports ETA: Discover groundbreaking insights from our president Laura Deromdy in the Sports ETA whitepaper! Click here to explore her invaluable contributions to the travel industry and gain knowledge to propel your organization forward.
Laura and Shannon, our leaders at Pellucid Travel, were treated to an unforgettable experience at the Hilton Grand Vacations Tournament of Champions in Lake Nona, Florida. From the moment we received the warm invitation from Hilton, we knew we were in for an incredible week of golf, entertainment, and empowerment.
The festivities kicked off with a bang as Hilton spared no expense in bringing together professional golfers, celebrities, travel agents, Hilton members, and more for a week-long celebration. The atmosphere was electric, with ceremonies, golf tournaments, concerts, dinners, and surprises around every corner.
One of the highlights of the week was the pairing party, where Laura was thrilled to discover that she would be teaming up with none other than Annika Sorenstam, a retired LPGA pro renowned for her skill and expertise on the course. She was considered the greatest of all time! Their team consisted of 5 determined players who all showcased their golfing skills and formed an unbeatable duo.
But the excitement didn't stop there. After a day of intense competition, our team had the opportunity to unwind and enjoy private concerts from some of our favorite artists, including Elle King, Styxs with REO Speedwagon, and the one and only Mr. Worldwide himself, Pitbull! The music was infectious, and despite the sore muscles from golfing, we couldn't resist dancing the night away.
Amidst all the entertainment and excitement, there were also valuable opportunities for professional development. Laura and Shannon were delighted to attend seminars and a Women in Leadership conference, where they felt empowered and inspired by the incredible women leading the way in the industry. As a women-founded and led business ourselves, it was particularly meaningful to see this focus on female leadership.
Throughout the week, Hilton went above and beyond to make us feel appreciated and welcomed. Every detail was carefully curated from the luxurious accommodations to the attentive staff to ensure a memorable experience for all attendees. We left feeling not only pampered and rejuvenated but also empowered and inspired to continue leading with confidence and strength.
We cannot thank the Hilton team enough for their hospitality and generosity. The Hilton Grand Vacations Tournament of Champions was a once-in-a-lifetime experience, and we are grateful to have been a part of it. Here's to many more unforgettable moments and empowering experiences in the future!
If you want to learn more about the Hilton Grand Vacations Tournament of Champions click here!
Last week, Pellucid Travel had the honor of attending the much-anticipated Denim and Diamonds Gala hosted by Best Buddies. This dazzling event, held in support of the organization's Western New York chapter, brought together a diverse community committed to fostering inclusion and friendship for individuals with intellectual and developmental disabilities.
A Night of Glitz and Giving Back
The gala was adorned in denim and diamonds! This was such a heartwarming event that resonated with our entire team. Pellucid Travel was delighted to be part of an evening dedicated to making a positive impact in the lives of individuals with special abilities.
Our Best Buddy, Shannon Salluzo
One of the highlights of the evening was the opportunity to celebrate our sponsored Best Buddy, Shannon Salluzo. Shannon, a shining example of determination and resilience, is currently interning with Matt Jones at Hoop Strength. Her journey and accomplishments serve as an inspiration to us all. It was so special to be able to spend the night with her and learn more about the goals of the best buddy program.
As part of our ongoing commitment to supporting Best Buddies participants in their personal and professional development, we are thrilled to see Shannon thriving in her internship with Matt Jones at Hoop Strength. This collaboration highlights the importance of creating inclusive workplaces and providing opportunities for individuals of all abilities to showcase their talents.
Supporting Best Buddies' Noble Cause
Best Buddies is an organization close to our hearts at Pellucid Travel. Their mission to create opportunities for one-to-one friendships, integrated employment, and leadership development for individuals with IDD aligns seamlessly with our values. The gala provided us with a platform to contribute to this noble cause and further strengthen our commitment to inclusivity.
Building Bridges through Friendship
Friendship is a powerful force, transcending barriers and creating connections that enrich lives. The Denim and Diamonds Gala exemplified the strength of friendship, bringing together people from various backgrounds and experiences. It was incredible to witness the joy and laughter shared by Best Buddies and their supporters.
Looking Forward
Pellucid Travel is honored to have been part of such a remarkable evening. The Denim and Diamonds Gala not only allowed us to support Best Buddies but also underscored the significance of fostering a community where everyone feels valued and included. We look forward to continuing our connection with Best Buddies and witnessing the positive impact of our collective efforts.
We extend our gratitude to this organization for hosting a memorable event and providing a platform for companies like ours to contribute to a more inclusive world.
We have an exclusive recap of our team's memorable journey at the 2023 IMEX Convention in Las Vegas. This event marked an important milestone for our team as we dove deeper into the dynamic world of sports travel and hotel relations. Let's take a closer look at a few team members who attended this week-long event:
Hear what some of our team members' biggest takeaways are!
Jason Puckett: Our Director Of Business Development, Jason, led the charge at IMEX. He immersed himself in a series of enlightening sessions and workshops, gaining insights into sports travel trends and event planning strategies. His networking skills came to light as he fostered valuable connections with industry peers. Jason's favorite part of the IMEX convention was getting to reconnect with our contacts and hotel brand partners while getting their feedback.
Aaron Maciejewski: As an Account Manager, Aaron was on the front lines of our engagement at IMEX. He navigated a packed schedule filled with client meetings and partner discussions. His dedication to nurturing existing relationships and exploring fresh opportunities is set to yield promising partnerships. Aaron enjoyed getting to meet our partners in person and learning more about how we can continue to help and improve. During off hours he got to experience Las Vegas and attended the Michael Jackson ONE show!
Kelsey Fisher: Another one of our fabulous Account Managers, Kelsey, seized the opportunity to learn and grow throughout the event. Her enthusiasm and readiness to take on tasks were such a value to the team. She played a crucial role in our overall success in Las Vegas. Kelsey’s favorite part of IMEX was getting to put faces to names and meeting our brand partners. During her off hours she also got to meet Dave Copperfeild!
The IMEX Sports Travel Convention left an indelible mark on our team, with valuable insights gained, connections forged, and enthusiasm ignited. As we move forward, we are eager to leverage this newfound knowledge and relationships to continue delivering outstanding sports travel solutions to our clients.
Our gratitude goes out to all our team members who proudly represented our organization at IMEX, and to our hotel partners and clients who created an unforgettable experience for our team.
Looking to partner with our organization? Reach out to our team for more information!
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In the heart of the picturesque Sarasota/Bradenton area, our company recently sponsored the highly anticipated Sports Sarasota Hotel Committee meeting. This event brought together a multitude of individuals deeply vested in the hospitality industry, including general managers, our local visitor bureau (CVB), and sports club leaders. This gathering was a blend of discussions, gourmet delights, refreshing drinks, and talks of exciting future plans for the Sarasota region.
The choice of venue can significantly influence the ambiance of an event, and the Sarasota Hotel Committee meeting found the perfect setting at Anna Maria Oyster Bar on Landslide. Nestled in the heart of Bradenton, this venue offered an ideal atmosphere for productive announcements and networking.
Anna Maria Oyster Bar's coastal charm, and nautical décor, created a relaxed and inviting backdrop for the event, setting the stage for an unforgettable evening.
No hospitality-focused event is complete without the delight of exceptional food and beverages. The culinary team at Anna Maria Oyster Bar did not disappoint.
Fresh seafood took center stage, with a mouthwatering ceviche, alongside a rib & coleslaw bowl. Of course, we can’t forget the amazing hushpuppy baskets as well! Attendees savored these culinary delights while mingling with each other.
Everyone was feeling excited and relaxed as we got into announcements.
One of the highlights of the evening was the impressive lineup of announcements. Representatives from our local CVB and sports clubs took the stage to share their insights and future plans, igniting excitement among attendees.
These speakers emphasized Sarasota's vast potential as a premier sports destination, discussing upcoming initiatives and events aimed at showcasing the region's stunning beaches, cultural attractions, and world-class sports facilities. Their presentations left a lasting impression, sparking discussions on collaborations that could elevate Sarasota's hospitality industry.
Beyond the gourmet delights, refreshing drinks, and insightful announcements, the Sarasota Hotel Committee meeting was used for networking and collaboration within the hospitality industry. With one of the largest turnouts for these meetings, attendees exchanged ideas, forged new connections, and laid the groundwork for exciting future projects.
The Sarasota Hotel Committee meeting at Anna Maria Oyster Bar sponsored by Pellucid Travel was a resounding success. Industry professionals converged to celebrate the past, discuss the present, and chart an exciting course for the future of hospitality in Sarasota. This gathering reaffirmed Sarasota's status as a dynamic and vibrant destination, with its eye on larger and more events.
Have an event or group you need housing for? Do not hesitate to ask about our free service that will benefit you. Connecting is what we do best… Housing too.