Frequently Asked Questions

Yes, every event portal is customised to match your event branding and needs. We’ll work with you to include your logos, colour scheme, venue details, and key dates. The portal will display a curated selection of hotels with interactive maps, rates, cancellation policies, and any special offers. Additional features - such as transfer bookings, accessibility filters, or tailored messaging - can also be included. Your portal is mobile-friendly, secure, and designed to make it as easy as possible for your delegates to book confidently.

For most events, setup takes approximately 1-2 weeks from when we receive your brief. This includes sourcing and confirming hotel contracts, setting up your custom portal, and finalising all display content. Larger or more complex events may take a little longer. Early engagement helps ensure a smooth process and allows us to negotiate better availability, pricing, and flexibility on your behalf. However, we’re also experienced in quick turnarounds for shorter lead times when needed.

Yes, we provide regular reporting tailored to your needs. You’ll receive detailed pickup reports that show the number of bookings, room nights, hotels booked, and key performance metrics. These reports are delivered on a schedule that suits you - weekly, fortnightly, or monthly - and help you monitor how your event is tracking. We can also supply final post-event reports for reconciliation or future planning, and offer ad hoc reports if you need something specific during your campaign.

We take a strategic approach to room block management. Our team negotiates flexible contracts with hotels that minimise risk while ensuring you have enough rooms to support your expected delegate numbers. We actively monitor pickup levels and can adjust allocations as needed to avoid shortfalls or unused rooms. We also manage room release dates, communicate with hotels about availability extensions, and handle all changes with the properties on your behalf - so you don't have to worry about attrition clauses or penalty charges.

Our in-house reservations team is the primary point of contact for delegates. We support them throughout their booking journey - from answering pre-booking questions to assisting with amendments, cancellations, and special requests. We handle communication with hotels to coordinate early check-ins, late checkouts, mobility needs, and more. This allows your event team to focus on higher-level planning without being burdened by individual booking questions or support calls.

Absolutely. We regularly manage bookings for VIPs such as keynote speakers, sponsors, and organising committees. This includes coordinating extended stays, preferences for specific room types, or additional services like early arrivals or airport transfers. We also assist with group bookings for delegations, exhibitors, or travel partners who may need coordinated rooming lists or bulk reservations. Every VIP or group is handled with care and discretion to ensure a smooth experience.

Yes. Our travel division, Ozwings, is a fully licensed travel agency and can assist your delegates with domestic and international flights, airport transfers, car hire, and even leisure extensions. Travel services can be offered to key stakeholders or made available to all attendees as part of your event experience. These can be integrated into the booking portal or handled separately depending on your preference. It’s an end-to-end solution that adds value for both organisers and attendees.

Yes, we can arrange both private and group airport transfers based on your event’s needs. If your event includes designated arrival and departure dates, we can offer pre-scheduled shuttle services. Alternatively, private car transfers can be arranged for VIPs or delegates arriving outside of peak times. Transfer options can be included as part of the booking process on the portal, giving attendees a simple, all-in-one travel solution.

We recommend engaging Ozaccom+ 6-12 months before your event to allow plenty of time to secure hotel contracts and develop a strong booking portal. Early engagement gives you access to better rates, availability, and greater flexibility with hotels. However, we are happy to work with shorter timelines if needed - we’ve successfully delivered solutions with less than a few months’ lead time where required.

Yes. We support events of all types - national, international, in-person, virtual, or hybrid. For international events, we can source hotel and travel options close to your overseas venue, liaise with global hotel partners, and support delegates from multiple time zones. For hybrid events, we can help manage accommodation for in-person attendees while ensuring that your online participants also receive clear communication and optional travel support if attending later sessions.