If you've worked with Pellucid before, the relationship probably started with a room block, a rate negotiation, a contract that needed someone who knew what to look for. That's real, and it's where most people's picture of us stops.

But that's one piece of the time we're already handing back to you. Here's the rest of it,  the hours you're getting back without necessarily knowing where they came from.

The weeks you don't spend picking a destination

Before a single hotel gets contacted, someone has to research destinations, evaluate venues, and run the RFP process to compare pricing and terms. That's usually days of work spread across weeks. Our Event RFP Creation & Management does that legwork, a consulting-led process that identifies the right destinations and handles the RFP end-to-end.

The funding you'd never have time to chase down

Through our relationships with local Convention & Visitors Bureaus, we source and help to manage grant funding, sponsorships, and destination support for events. Most organizers never pursue this, not because it isn't worth it, but because finding and applying for it eats a week nobody has. We already have the relationships, so that week comes off your plate entirely.

The hours you'd spend updating a spreadsheet by hand

Once a room block exists, someone has to manage it, lodging for attendees and staff, allocations, updates as rosters shift right up until check-in. That ongoing coordination is quiet, constant work. We do it in the background so it never lands back on your desk as a fire drill.

The reporting you'd otherwise build yourself

We oversee participant registration and deliver digital reporting so you can see how bookings are tracking in real time. Pulling that picture together yourself usually means exporting spreadsheets and building your own dashboard. We hand you the insight instead of the homework.

 

The trip-planning you don't have to own twice

When your team travels to an outside tournament, someone still has to coordinate transportation and lodging, the same work as hosting, just pointed in the other direction. We handle that too, so away trips don't turn into a second job on top of the one you already have.

The time you'd spend explaining the situation to someone new

Every client works with a real, consistent team,  not a phone tree, not a different rep every time you call. When something changes the night before check-in, you're talking to someone who already knows your event, which means you're not spending your own time bringing a stranger up to speed.

Add it up

Stack it together and a single event can mean 11–22+ hours a week handed back to you! That's real time you get to put back into the parts of your event  or your business that actually need you. Growing your program, tightening the logistics only you know how to run, following up with sponsors, or just staying ahead of the next deadline instead of reacting to it. If you've only ever used us for the hotel contract, there's a real chance we're already positioned to give you back a lot more time than that. Reach out today to get your time back: https://pellucidtravel.com/contact-us/

You're already working with us to manage your room block. That part's covered, and you know it. Here's the part most partners don't think about: if room blocks are the only thing we're doing for you, you're probably leaving money, time, or leverage on the table, and we don't want that for you!

Here's what that actually looks like, service by service.

1. Housing Policy Support

The cost of skipping it: every attendee who books outside your official block is a room night your hotel partner never sees. Hotels notice. That weakens your position at the negotiating table next year, and if any of your CVB support is tied to block performance, that's on the line too.

We handle support through custom booking links, real-time tracking, and direct outreach, so the numbers you promised your hotel partners are the numbers you deliver.

2. CVB Grants & Funding

The cost of skipping it: this is money that exists for your event whether you claim it or not. If nobody's asked your destination's CVB what's available, that doesn't mean there's nothing there,  it means it's going to someone else's event instead of yours.

We already have those relationships. A five-minute conversation with your account manager is usually all it takes to find out what's on the table.

3. Registration Management & Live Reporting

The cost of skipping it: running registration separately from housing means you're flying blind until it's too late to react. No real visibility into who's booked, who hasn't, or whether you're tracking to your pickup goal, until the week of, when there's nothing left to do about it.

Let us assist in the registration process and you get live reporting on the whole picture, early enough to actually act on it.

4. Outbound Team Travel

The cost of skipping it: someone on your staff is spending real hours hand-piecing ground transportation together, with none of the backup support your event housing already has. That's time you're not getting back, spent on the part of the trip nobody remembers fondly.

If you're managing outbound travel on your own, we can fold it into what we're already doing for you.

5. Your Account Manager

The cost of skipping it: you're solving problems solo that a five-minute call would fix. Every client has someone dedicated to their event, not a ticket queue, and most of what's above starts with just asking them what's possible.

None of this means changing how you work with us

It means using more of what's already part of the partnership. Reach out to your account manager or to our support team here: Info@pellucidtravel.com to see what more we can do for you! 





Are You Using Your Housing Dashboard to Its Full Advantage?

Most organizers open their client reporting dashboard once, right after onboarding, and don't look again until the post-event report lands in their inbox. That's understandable, you're running an event, not a spreadsheet. But it also means the dashboard is doing its best work while nobody's watching.

Your dashboard isn't a rearview mirror. It's a live view of rebates accruing in real time, possible comp rooms you've earned, and block health while there's still time to act on it. Here's what's actually sitting inside it, a look at why checking it matters, and a few habits that turn it from a report you glance at into a tool that pays for itself.

What's Actually in Your Dashboard

Every partner gets a login with real-time access to:

  • Block pick-up by property  not just a final number, but where things stand today
  • Rebates earned to date, updated as reservations come in rather than tallied only at close *note rebate numbers are not final until post event wrap ups* 
  • Comp rooms earned and available to assign, tracked automatically as production hits
  • Lifetime and year-over-year production across every event you've run with us
  • Reservation-level detail your team can pull without waiting on an email back from us

Most of this sits unused between check-ins. It doesn't have to.

The Block That Almost Slipped

Here's a scenario we see often enough that it's worth walking through. A mid-size tournament block looks healthy at the 90-day mark, solid early pickup, nothing flagged. By the 60-day check-in, though, one property has stalled while a nearby hotel is running ahead of pace. On paper, the group's total block still looks fine. Property by property, it isn't.

Because the account team is already watching the dashboard rather than waiting for the organizer to raise a flag, that stall gets caught at 60 days instead of at cutoff. From there, it's a quick fix: renegotiate a short extension on the slow property's cutoff date, shift a portion of the block to the property that's outperforming, and keep both hotels comfortable with where things stand. The organizer's part in all of this is answering one email.

That's the actual value of the 30/60/90-day check-in cadence tied to your dashboard,  it's not a formality. It's the mechanism that turns a live number into a decision made early enough to matter, instead of a surprise at cutoff that turns into an attrition conversation or a scramble for overflow rooms once nearby inventory is already gone.

Three Ways to Get More Out of It

A few habits make the difference between a dashboard that's just there and one that's actively working for you:

  1. Log in before your check-in call, not after. Coming in with the numbers already in front of you turns a status update into a real conversation about what to do next.
  2. Check your comp room balance before the event, not after. Checking before the event gives you time to assign earned comp rooms to staff and provides a clear budget for staff accommodations before the event, not after it's over.
  3. Keeping track of your event's impact: By using the dashboard, we can measure your event's impact on the local economy and leverage that data to help you secure grants, funding, and destination support from local CVBs.

What This Opens Up

Partners who get in the habit of checking real numbers instead of waiting for the post-event report tend to be the same ones who end up using more of what Pellucid offers. Outbound team travel booking, CVB grant and destination support sourcing, meeting and event planning beyond the room block, these aren't cold pitches. They run through the same account team and the same reporting infrastructure you're already logging into. If you're already comfortable pulling your own numbers, extending that relationship into the rest of what we do is a short conversation, not a new sales process.

The Takeaway

Your dashboard is already doing the work. The only question is whether you're checking it before decisions get made or after. Log in ahead of your next 30/60/90-day check-in, and ask your account specialist to walk you through your comp room balance and lifetime production while you're at it.

If it's been a while since you looked at what else is available through your account, that's worth fifteen minutes too, reply to this email or reach out to your account specialist directly to set up a quick review.



  Contact our team today!



The World Cup Is Here,  and It's Already Changing Travel

The 2026 FIFA World Cup kicked off on June 11th, and if you're in the travel industry,  or just paying attention to it,  the effects have been impossible to miss. With 48 teams, 104 matches, and 16 host cities spread across the United States, Canada, and Mexico, this is the largest World Cup in history, and the tourism data rolling in reflects exactly that.

North America is projected to welcome 1.24 million international visitors and generate $6.4 billion in tourist spending before it's all over. What makes those numbers even more remarkable is how these travelers are showing up. World Cup fans are spending over $5,000 per person on average,  roughly 1.7 times what a typical international traveler spends. More than three-quarters are staying between six and twelve nights. These aren't quick match-and-leave trips. People are using this tournament as a reason to truly explore.

Which Cities Are Winning

The tourism windfall isn't landing evenly, and that's one of the more honest stories coming out of the data.

Houston is leading the U.S. pack, projecting over $1.5 billion in economic activity from its seven matches and an estimated 500,000 visitors. Atlanta is close behind, with eight matches and projections north of $1 billion. New York/New Jersey,  which hosts the Final on July 19th,  is in a category of its own, with FIFA projecting $3.3 billion in impact for the region and 1.2 million visitors expected for the match window alone.

One of the more surprising stories has been Kansas City, which saw a 700% spike in international travel searches ahead of the tournament. For a city that rarely shows up on global tourism radars, that kind of visibility is genuinely significant,  and locals there will tell you the attention is well deserved. Great food, a strong arts scene, and a fraction of the accommodation pressure you'll find in coastal host cities.

Philadelphia and Miami are also outperforming on bookings, with Airbnb reporting that both cities are leading in confirmed reservations among all U.S. hosts. Canada is having a strong summer too, Vancouver and Toronto are both hosting matches, and bookings to Canada are up 119% year-over-year, with travelers combining Cup trips with broader explorations of British Columbia and Ontario.

The Hotel Reality

Despite the enormous ticket sale, over 5 million sold, 80% of hotels in host cities reported in April that bookings were falling short of initial projections. It sounds contradictory, but the explanation is fairly straightforward: short-term rentals are absorbing a large share of demand. Airbnb has seen an 80% increase in searches across host cities compared to the same period last year, and a meaningful number of fans, particularly those coming from Mexico and South America, are choosing to stay in nearby cities and travel in on match days to keep costs manageable.

What this means practically: if you're planning to travel for the knockout rounds, don't wait on accommodation in the major markets. New York in particular will be extremely tight in the week leading up to the Final. But if you have flexibility, cities just outside the host venues often offer solid options at significantly better prices, with good transit links to the stadiums.

The pressure on local businesses has been just as striking. Boston became the unlikely headline of the tournament's opening week when tens of thousands of Scottish fans descended on the city for Scotland's group stage matches, and promptly drank it dry. The Sam Adams Taproom ran out of Boston Lager after scheduling four emergency deliveries and pouring through nearly 90 kegs in a single weekend, selling four times its normal holiday volume. Hennessy's Bar sold out of beer altogether. At High Street Place, a downtown food hall, beverage supplies expected to last a week were gone in four days. One bar owner called it the busiest week in 31 years of business. It's a vivid, slightly chaotic illustration of what happens when international fan culture collides with a city that wasn't quite ready for the scale of it, and it's a reminder that the World Cup's impact reaches well beyond ticket sales and hotel occupancy rates. It hits the corner bar, the food hall, the restaurant that suddenly needs to reorder everything on a Tuesday morning.

 

The Trip Beyond the Match

Here's what the numbers keep pointing to: the World Cup is functioning as a gateway. Fans book for a match and end up staying for the city. Someone flying into Dallas for a group stage game spends three extra days in the Hill Country. A trip to Miami for a match turns into a long weekend in the Keys. Expedia's data shows that fans who extended their stays consistently rated the decision as one of the best parts of their trip.

The cities leaning into this, building fan experiences outside the stadium, activating neighborhoods, making their cultural identity part of the event, are the ones generating the strongest returns. The World Cup brings the people. The destination earns the stay.

What to Know If You're Still Planning a Trip

The tournament runs through July 19th. A few things worth keeping in mind as the knockout rounds approach:

Book accommodation now for anything near New York, as the Final approaches inventory will be almost nonexistent. Considering the Mexico leg,  Guadalajara and Monterrey are hosting matches with significantly less tourism saturation than the U.S. hosts, and both are outstanding cities to spend time in. Look at Canada if you haven't already; Vancouver, especially, is combining World Cup energy with a spectacular summer backdrop.

And whatever city you land in, build in time beyond the match. The data says you will;  the experience says you'll be glad you did.

If you have groups traveling during this time, reach out to our team to see what we can do to help with accommodations!

  Contact our team today!



You Didn’t Get Into Event Planning to Manage Hotel Spreadsheets…and yet, here we are.

If you run sporting events, tournaments, or multi-day gatherings, you know the drill. Months before your first whistle blows or opening session starts, you’re already buried in hotel contracts, rooming lists, room block deadlines, and a parade of emails from families asking why their booking confirmation hasn’t arrived. It’s not what you signed up for,  and it’s quietly one of the biggest drains on your team’s time and energy in the industry.

 

This is the problem we’ve spent years solving at Pellucid Travel. And for the partners we work with most closely, we want to make sure you’re taking full advantage of everything we offer,  because chances are, there’s more we could be doing together.

 

The Hidden Cost of DIY Housing Management

Talk to any event director and they’ll tell you the same thing: housing is a necessary evil. You know you need it. You know it matters to your attendees. But managing it in-house is a time sink that pulls your staff away from what actually grows your event.

Here’s what we see happening across the industry:

  • Event staff spending 10–20+ hours per event manually coordinating hotel room blocks
  • Organizers negotiating hotel contracts without the leverage or market data to get competitive rates
  • Missed CVB grant funding because no one had the bandwidth to manage those relationships
  • Attendee frustration from clunky, manual booking processes, which reflects back on the event brand
  • Last-minute scrambles when room blocks shift, hotels oversell, or rooming lists change

These aren’t edge cases. They’re the norm for events managing housing on their own,  and every hour spent on logistics is an hour not spent on programming, sponsorship, or growth.

 

What Full-Service Partnership Actually Looks Like

When we say full-service, we mean it. Here’s what our partners get access to,  and what some of you may not yet be using:

Hotel Sourcing & Negotiation

We handle the entire hotel sourcing process, identifying destinations, sending RFPs, negotiating rates, and locking in contract terms that protect you. You don’t have to know what a good hotel contract looks like. We do.

CVB Relations & Grant Funding

This one surprises a lot of partners. Through our established relationships with Convention & Visitors Bureaus, we can source grant funding, sponsorships, and destination support on your behalf. Many events leave significant money on the table here simply because they don’t have the bandwidth or relationships to pursue it.

Room Block Management for Attendees & Staff

We manage all lodging logistics,  room blocks, allocations, updates, and adjustments, so your team doesn’t have to. Attendees book through a custom link. You get real-time reporting. We handle everything in between.

Registration Management & Reporting

We streamline the participant registration process and deliver digital reporting insights so you can monitor bookings, track pick-up rates, and make decisions based on real data, not guesswork.

Outbound Team Travel

If your organization also sends teams to outside tournaments or competitions, we coordinate transportation and lodging logistics for those trips too. One partner, one relationship, full coverage.

Live Customer Support

Every attendee who has a question gets a real person on the other end. Not a chatbot. Not a ticketing queue. A dedicated team member who knows your event and is there to make sure every traveler feels taken care of.

Are You Getting Everything From Our Partnership?

We work with a lot of great organizations, and we’ve noticed a pattern: the partners who lean on us most fully, who bring us in early, loop us into planning decisions, and use the full suite of our services, run smoother events, recapture staff time, and often generate new revenue streams they didn’t have before.

The partners who primarily use us just for room block management are leaving real value behind.

If any of the following sounds familiar, it’s worth a conversation:

  • You’re still handling hotel negotiations in-house
  • You haven’t explored CVB grant funding for your events
  • Your attendees are booking through a generic hotel link rather than a custom event link
  • Your outbound team travel is being managed separately from your event housing
  • You’re not getting regular reporting on booking pace and room block pick-up
  • You’re spending too much time managing your own customer support for travel

Let’s Talk About What’s Possible

If there are parts of your event planning process that still feel harder than they should be, we want to hear about it. Chances are, we can help.

  Contact our team today to maximize our partnership!



If you’re running a tournament or large-scale event, you already know how many moving parts there are.

Schedules. Teams. Facilities. Vendors.

But there’s one piece that quietly determines whether your event runs smoothly or becomes a constant headache…

Housing.

And most event organizers are underestimating it.

 

The Reality: Housing Will Either Work For You… Or Against You

When housing isn’t structured, here’s what happens:

  • Teams book wherever they want
  • Hotels overbook or don’t honor rates
  • You lose track of who’s staying where
  • You field nonstop questions and issues
  • And worst of all, you lose room nights and revenue

It becomes reactive, messy, and time-consuming.

Sound familiar?

 

The Shift: Turn Housing Into an Organized System

The most successful tournament directors don’t “deal with housing.”

They strategize it.

With the right structure in place, housing becomes:

  • Organized and predictable
  • Easy for teams to navigate
  • Fully supported by a dedicated partner
  • A tool to improve operations, not complicate them

Instead of chasing problems, you prevent them.

This Is Where Revenue Changes

Every event has room nights.

The difference is whether you’re capturing them… or losing them.

A structured housing strategy allows you to:

  • Keep bookings within your event block
  • Increase total room night production
  • Strengthen your leverage with hotel partners
  • Unlock better rates, perks, and long-term value
  • Access to additional grants & funding through data

More structure = more revenue.

It’s that simple.

Your Event Experience Depends On It

Housing isn’t just your problem; it’s your attendees’ experience.

If teams struggle to book, stay far from venues, or deal with unreliable hotels, that frustration is directly tied to your event.

But when is housing seamless?

  • Booking is quick and clear
  • Hotels are vetted and convenient
  • Support is available when needed

 

Stop Managing Housing. Start Using It.

The goal isn’t to “handle” housing better.

The goal is to turn it into an advantage.

At Pellucid Travel, we don’t just place teams in hotels; we build a system around your event that:

  • Simplifies operations
  • Captures more revenue
  • Improves the overall experience

So you can focus on growing your event instead of managing logistics.

If housing still feels like a headache, it’s time to change the way it’s being done. Contact our team today!



How The Right Tournament Housing Partner Can Generate More Revenue for Your Organization

At Pellucid Travel, we focus on delivering measurable outcomes for our partners by increasing hotel participation and maximizing the value of tournament housing programs. Through strategic hotel partnerships, centralized booking technology, and proactive communication with teams, we help events grow their room-night production year after year.

The following examples highlight performance improvements for two youth soccer tournaments in the Northeast.

 

Midwest Soccer Tournament: Sustained Massive Year-Over-Year Revenue Growth

A youth soccer tournament in the Midwest, and client, experienced steady growth in hotel participation through improved housing management and increased team adoption of the official booking platform. This took real effort. We focused on strengthening account manager communication, building a clear strategy, and executing a detailed action plan. We were proactive in our outreach, stayed highly engaged, and leveraged our technology to deliver faster, more reliable hotel options. Going the extra mile our account manager did a site visit to the area prior to contracting and was able to tour hotels in person to create a lasting relationship. The result is a more efficient process and a better overall experience for our clients. 

Year-Over-Year Growth

  • +34% increase in room nights from Year 1 to Year 2
  • +20% increase from Year 2 to Year 3
  • +38% increase from Year 3 to Year 4

Total Growth Over Three Years: +122%

Impact

This consistent year-over-year growth significantly increased hotel block utilization and strengthened the tournament’s relationships with its host cities and hotels. Which directly correlates to an increase in grant and funding from CVBs as well as increased tournament revenue for the organization.

 

Northeast Father’s Day Soccer Tournament: Accelerated Growth

Another youth soccer tournament in the Northeast experienced rapid growth in hotel participation after implementing structured housing management and clearer communication with teams. In addition, our team was able to attain more blocks and fill those blocks with attendees which creates a better relationship with local hotels for the following year. 

Year-Over-Year Growth

  • +282% increase in room nights from Year 1 to Year 2
  • +109% increase from Year 2 to Year 3

Total Growth Over Two Years: +698%

Impact

This substantial growth dramatically increased the tournament’s room-night production and hotel engagement, creating additional value and operational support for the event.

 

What Drove These Results

Pellucid Travel supports event growth by focusing on:

  • Centralized team booking platforms
  • Direct communication with coaches and team managers
  • Automated reminders and booking support
  • Strategic hotel block management
  • Real-time customer service for team travel logistics

 

The Result

When teams book within official housing blocks, events gain stronger hotel partnerships, increased participation in negotiated room blocks, and greater overall value from their housing programs. Over the years, with the above clients, we have increased revenue for the business by six figures plus- providing not just great customer support and technology but also bottom line success for our clients. 

At Pellucid Travel, we remain committed to helping events grow sustainably while delivering measurable results for our partners.

 

Pellucid Fun Fact: One recent tournament had a traveling team/club that did not secure enough room nights for their group. The Pellucid team gave up their room block (there for support), cleaned and turned the rooms around themselves for the athletes, all before the team arrived off the bus! We go the extra mile. 

 

Now is the time to partner with a housing provider that doesn’t just deliver 100%+ growth but goes the extra mile for your guests, creating an experience they’ll rave about long after your event ends.  Click here to start the discussion.



 

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

 

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.



Travel With Our Get Away Girl!

After nearly two decades of managing events at St. John Fisher University, Patti Gaudy decided it was time to take her planning skills global. Now, as a passionate client relationship specialist at Pellucid Travel, she helps clients turn vacation dreams into real-life adventures, and she’s not slowing down anytime soon.

We sat down with Patti to learn more about what inspires her, how she makes your dream vacation a reality! 

What led you to work in the travel industry, and what keeps you passionate about it?

After 19 years in event management, I decided it was time to turn my love of globetrotting into something more. Helping people plan unforgettable trips felt like a natural next step,  it’s still about curating experiences, just on a different scale. What keeps me going is the joy on a client’s face when their dream vacation becomes reality. I also love sharing stories and travel tips from my own adventures, it makes the job that much more personable and rewarding!

What are the biggest benefits of booking a vacation through Pellucid Travel instead of planning it all yourself?

When you book through Pellucid Travel, you’re not just getting a reservation, you’re getting a trusted partner. We take the stress, the guesswork, and the late-night scrolling off your plate. Thanks to our insider knowledge and supplier relationships, we can often offer better rates, added perks, and unique experiences that aren't available online.

But it’s more than just the perks, it’s the peace of mind. If something goes off track, you’re not stuck calling a 1-800 number. You’re calling me (Patti) someone who knows your trip inside and out. We’re here before, during, and after your travels to make sure everything runs smoothly.

 

What kinds of vacations do you specialize in?

Family trips, dreamy honeymoons, Caribbean cruises, beachy all-inclusives, if it involves fun, food, and a packing list, I’m in! And I’ve got real-world tips from my own travel wins (and fails!) to help my clients avoid hiccups along the way.

 

How do you help clients narrow down the perfect destination?

I start by really listening. I want to understand my clients’ travel style, their goals, their budget, and who’s joining them. From there, I ask the right questions to uncover what kind of vibe they’re after, relaxation, adventure, romance, or something else. It’s like travel matchmaking. I don’t just recommend what’s trendy; I recommend what’s them.

 

Walk us through what it’s like to plan a vacation with you.

Planning a trip with me is like chatting with a friend who just happens to be really good at travel. We’ll talk about what you love (and hate) about vacations, your dream destinations, and then I’ll do the research, send you options, and take care of the details.

I aim to make it feel effortless. I handle the booking, the logistics, and make sure everything’s in place, all you need to do is pack and get excited!

 

What are some of the most common concerns your clients have?

A lot of people worry about picking the wrong resort or overpaying for something that doesn’t live up to expectations. They also fear missing connections or not knowing what to do if something goes wrong.

That’s where I come in. I offer trusted recommendations based on experience and data, and I’m always just a call or text away. My clients know they’re supported from start to finish, and that peace of mind is priceless.

 

What tools or resources do you use to make the booking process smooth?

Behind the scenes, I’m using professional travel platforms that give me access to exclusive rates, real-time availability, and top supplier partners. I also use apps and PDFs to keep everything organized, from itineraries to travel documents. It’s all about creating a seamless, stress-free experience.

 

What travel trends are you noticing right now?

All-inclusive resorts are making a huge comeback, especially among families who want convenience and built-in entertainment. They love that the kids can be entertained while the parents actually get to relax.

European travel is definitely on the rise too. That said, there’s still so much to explore right here in the U.S. Beaches, mountains, city escapes, all without a passport!

 

Any hidden gem destinations you’re loving lately?

Absolutely! Here are a few of my current favorites:

  • Reggio Calabria, Italy – Gorgeous beaches and ancient ruins, without the Amalfi crowds.
  • Tartu, Estonia – A quirky university town with great food and cozy cafes.
  • Alentejo, Portugal – Peaceful countryside, cork oak forests, and serene beaches.
  • Door County, Wisconsin – Charming towns, lakefront parks, and an old-school Americana vibe.

 

Do you have any go-to travel hacks you recommend to clients?

Yes! Here are some of my must-haves:

  • Use packing cubes and roll your clothes — it saves space and keeps things organized.
  • Always pack essentials in your carry-on, including medications, a swimsuit, and a few changes of clothes — just in case.
  • Bring a reusable water bottle with a filter.
  • Pre-book your airport transfers to avoid stress on arrival.
  • Notify your bank and cell provider before international travel.
  • Buy travel insurance. It seems like an extra cost, but it’s absolutely worth it.
  • Fly early in the day. Fewer delays, smaller crowds, and more vacation time!

 

Can you share a favorite client success story?

One of my favorite stories came from simply posting about my personal trip to Italy on Facebook. I wasn’t trying to sell anything, just sharing my experience. That one post led to five couples booking the exact same itinerary. They all had an amazing time and are already asking, “What’s next?” It’s such a great reminder of the power of storytelling.

 

What’s one piece of advice you’d give someone planning their next getaway?

Call me! I’ll help you plan your dream vacation, and make sure the experience is as fun as the trip itself.

 

If you could plan your own dream vacation right now, where would you go?

Right now, I’ve got my eye on Greece — specifically:

  • Domes Aulus Elounda All-Inclusive Resort (Crete) – Adults-only, panoramic sea views, indulgent spa treatments, and creative dining.
  • Lindian Village All-Inclusive Resort (Rhodes) – Private beach, lush gardens, yoga, and suites with private pools. Pure bliss.

 

What’s the one item you never travel without?

My passport — of course — and a lightweight universal travel adapter with USB ports. It’s a lifesaver in any country.

 

 Ready to go? Contact Patti, our Get Away Girl: Patti@pellucidtravel.com