MatchingPartners is a free-of-charge conference hotel agency and MICE agency for businesses. We source hotels and event venues for meetings, conferences, workshops, and corporate events — across Germany and the wider EU.
MatchingPartners is a free-of-charge conference hotel agency and MICE agency for businesses. We source hotels and event venues for meetings, conferences, workshops, and corporate events — across Germany and the wider EU.
MICE stands for Meetings, Incentives, Conferences, and Events. A MICE agency such as MatchingPartners supports companies in finding, selecting, and booking hotels and venues for all kinds of business events — in short, we work as your dedicated conference hotel agency.
While a classic event agency handles full event management, MatchingPartners operates specifically as a conference hotel agency and venue-sourcing specialist — free for the client, backed by deep industry knowledge from the hotel sector.
We support conferences, meetings, kick-off events, annual company gatherings, workshops, training sessions, strategy retreats, sales conferences, incentive trips, roadshows, product launches, and holiday parties.
We work with groups from around 10 rooms or 10 participants upward — from smaller corporate events to large-scale conferences with several hundred attendees.
Yes. Our service is entirely free for you as a corporate client. Hotels compensate us with a placement fee — at no extra cost to you.
Hotels value the benefit of working with a professional agency: we deliver qualified inquiries, reduce their workload, and create reliable bookings. In return, we receive a commission directly from the hotel — you pay nothing extra.
No. Thanks to our negotiating expertise and long-standing hotel partnerships, we frequently secure better terms than a direct booking would — at the same price or lower.
No. Our hotel booking service carries no additional fees. As long as your inquiry runs exclusively through us, you incur no costs whatsoever.
If parallel inquiries are made with other hotels or agencies during the request phase, we bill for our working time. This is set out in our terms and conditions and protects the value of our work.
Billing takes place directly between your company and the hotel. MatchingPartners never issues an intermediate invoice — you always have full cost transparency.
Yes. Small and mid-sized companies in particular benefit from our free conference hotel search, since they typically don’t have an in-house travel or event-sourcing team, yet still get professional support.
You send us your request via our online form, email, or phone. We research suitable hotels, check availability, negotiate terms, and deliver a clear comparison overview — so you can decide easily.
Typically within 3–5 business days of receiving your complete request. If you have a specific deadline, just let us know and we’ll work to it.
Once you’ve made your decision, we prepare the contract. The agreement is signed directly between your company and the hotel or venue.
Yes. We remain your point of contact right up to the event date, provide timely reminders about cancellation deadlines, and help with invoice verification.
Ideally: desired date or timeframe, number of participants, number of rooms needed, type of event, preferred region, and budget (if available). Even rough initial details are enough to get started.
Yes. Our contact page includes an online form as well as a detailed downloadable PDF request form.
We operate across the EU and internationally — from Germany to Austria, Switzerland, France, Spain, Italy, the Benelux countries, and further European and global destinations.
Yes. Berlin is one of our core markets. As an established conference hotel agency, we know the Berlin hotel market firsthand and will find the right meeting hotel for you — quickly, free of charge, and with negotiated rates.
Yes. Frankfurt is especially in demand for trade fairs and international conferences. We secure availability and attractive rates even during peak periods.
Yes. Whether a seminar hotel, conference hotel, or special event venue — we’ll find the right option for you in Hamburg and the wider metropolitan region.
Yes. Munich sees especially strong demand during trade fair periods (e.g. bauma, IAA Mobility). An early inquiry is particularly recommended here.
Yes. Especially for trade fairs like DMEXCO in Cologne, or events tied to the Düsseldorf trade fair calendar, we maintain strong hotel partnerships in the region.
Yes. We support you EU-wide for corporate travel and international events — with local market knowledge and reliable on-the-ground partners.
We’re not tied to any specific hotel chain. We work across a broad spectrum — from international chain hotels to boutique hotels, congress centers, and unique event venues.
Yes. Thanks to our network, we can source unconventional and distinctive venues too — from castle hotels to design hotels to exclusive conference centers.
We analyze your requirements (number of participants, room capacity, technical needs, budget, destination) and specifically research hotels that meet your criteria — including availability checks and negotiating the best terms.
Yes. The availability of suitable conference rooms and meeting rooms is a core criterion in every request we handle.
Yes. Discretion, quality, and the right atmosphere are especially important for retreats and strategy workshops — we find hotels that meet these standards.
Yes. We offer consistent quality EU-wide, coordinate hotels across all key markets, and support you with project management as well as partners for technical equipment, participant management, and transfers.
Absolutely. This is especially valuable for regular training sessions, offsites, or roadshows, where you benefit from consistent rates, a fixed point of contact, and well-established processes.
Yes. Event agencies also use our conference hotel sourcing service to quickly and efficiently find suitable hotels for their client projects.
Yes. Many of our clients are HR managers, marketing leads, or assistants organizing corporate events without an in-house travel team. We take care of the entire hotel research and offer comparison process.
Yes. Mid-sized companies with multiple locations, recurring training needs, or sales conferences benefit especially from the time savings and better terms we provide.
As early as possible. The earlier you inquire, the better the availability and pricing — especially during peak months like May and September, and around major trade fairs.
Once you subtract public holidays, school holiday periods, trade fair weeks, and less popular weekdays, companies are left with only around 95–100 attractive event days per year — and everyone is competing for the same ones.
At least 6–12 months in advance. For major trade fairs, capacity is often booked up very early, so an early inquiry is strongly recommended.
Yes, we handle short-notice requests too, depending on destination and availability. Just contact us directly and we’ll check your options right away.
Typically 3–5 business days after we receive your complete request. For urgent needs, just reach out to us directly.
Through partner companies, we also coordinate transfers, participant management, on-site support, incentive programs, supporting activities, as well as speakers, artists, and musicians.
Yes. We work with several partners and can also provide comparative transfer offers.
Together with a specialized partner, we coordinate registration, communication, and support for your participants — from invitation through departure.
Yes. Through our network we find suitable team-building programs, cultural highlights, or evening events — tailored to your event and audience.
Yes. We can also help with incentive trips across Germany and the EU — from hotel sourcing through coordinating the accompanying program.
Once we begin planning together, we ask that you avoid parallel inquiries with other agencies or hotels. This allows us to work for you transparently, efficiently, and with full commitment.
We respect your decision and continue to maintain an open, transparent relationship. A long-term partnership matters to us.
We have already booked and supported over 1,000 events — from small workshops to large international conferences.
Yes. We process your data in full compliance with GDPR. Details are available in our privacy policy on our website.
You can reach us via the contact form on our website, by email at info@matching-partners.de, or by phone at +49 171 1240800. We’re also happy to arrange a personal introductory call.