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Negotiated Rates & Superior Service: Optimising Extended-Stay in India for a Big Four Consulting Firm 

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By the Numbers

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About our Client

A leading consulting firm operating across more than 150 countries, appointed AltoVita as its exclusive partner for extended-stay corporate accommodation in the UK. The goal was to consolidate fragmented operations, reduce costs, and elevate the employee experience across a high-volume, complex accommodation programme. Following the success of the UK programme and the specific challenges faced in India, the partnership was expanded to support our client’s extended-stay requirements across key Indian cities.

The Challenge 

Our client had negotiated direct corporate rates with hotels for business travel. However, an emerging pattern revealed that a significant number of travelers were staying in India for more than 14 nights. Under company policy, stays exceeding this duration were expected to move to serviced apartments to manage costs.

In reality, this approach was not always suitable.

Given the nature of the locations and the fact that most travellers were new to the Indian market, hotels were often the more appropriate option. Several key factors influenced this:

  • Safety and security: For employees new to India, internationally branded hotels provided reassurance through established security measures and 24/7 front desk support.
  • Proximity to amenities: Easy access to restaurants, shopping centres and business districts was important, particularly for those unfamiliar with the local area.
  • On-site facilities: Access to gyms and other hotel facilities supported wellbeing during extended stays.
  • Food and dining options: In-hotel dining offered convenience and comfort for travellers adjusting to a new country and environment.

The firm therefore faced the challenge of balancing the higher cost of extended hotel stays with the need to prioritise safety, security and overall comfort for inbound travellers.

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The AltoVita Solution

Enter AltoVita — a tech-driven accommodation solution designed to help travel and mobility managers streamline and optimise their extended stay programmes. AltoVita’s Hospitality Growth team conducted on-site visits to ensure consistent quality and safety standards, negotiated competitive rates and value-added amenities, and implemented streamlined, consolidated billing.

Quality Assurance Through On-Site Visits

Our client’s bookings in India were primarily concentrated in Kolkata (the highest-volume location), followed by Bengaluru, Gurgaon and Hyderabad. To ensure full alignment with the firm’s accommodation standards, AltoVita’s Hospitality Growth team conducted on-site audits of properties already within the organisation’s approved supply chain, selecting one premium five-star hotel in each city. All four selected properties are internationally recognised five-star brands, providing reassurance, reliability and a premium experience for inbound travellers. The site visits were carried out to validate consistent quality, safety and security standards.

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Negotiated Rates & Cost-Savings

AltoVita negotiated extended-stay rate agreements for the firm’s travelling employees staying more than 14 nights, delivering both cost savings and enhanced value. In the three highest-volume locations, we managed to secure rates below previous pricing, generating an average of 10% cost-savings for the programme.
 

Since launch, the programme has recorded over 5,400 nights with an impressive 92% conversion rate, highlighting strong adoption. The average length of stay is 37 days, and employee satisfaction remains exceptionally high at 100%, with no negative feedback or escalation incidents reported.

Across the programme, which currently operates exclusively with premium five-star hotels, the average daily rate is ₹12,819, demonstrating the financial impact of AltoVita’s negotiated extended-stay agreements. Leveraging strong, strategic partnerships with hotel brands, these long-stay agreements also created positive commercial impact across the wider programme, with our client benefiting financially from improved short-stay rates and added-value inclusions as well.

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Negotiated Add-Ons for Enhanced Comfort

While previous inclusions covered breakfast and Wi-Fi, AltoVita expanded the negotiated benefits within the agreed rate to better reflect the needs of long-stay travellers. These included:

  • Complimentary laundry services
  • Airport and office transfers
  • Access to fitness centre and swimming pool
  • In Kolkata, a complimentary weekly spa session and access to all executive lounges. 

Flexible Terms & Centralised Billing

Given the frequency of date changes within our client’s business travel programme, AltoVita negotiated flexible amendment terms that allow travellers to modify booking dates without additional fees or penalties. Leveraging programme volume, we secured a standardised 24-hour cancellation policy across the selected properties, ensuring consistency and flexibility.

Through our streamlined and centralised billing structure (managing payments directly with the hotels and invoicing our client centrally) we removed administrative complexity for travellers and provided greater financial visibility and control for the programme.

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Building on the success of the firm’s extended-stay programme, AltoVita is well-positioned to support future growth with a robust supply chain across India, including a diverse portfolio of aparthotels, guest houses and serviced apartments. This enables us to meet the varied needs of business travellers and assignees while prioritising duty of care and employee satisfaction. Through continued negotiation of rates, terms and add-on inclusions, we can deliver significant cost savings without compromising comfort, security or quality, ensuring a scalable and flexible solution for the organisation’s evolving accommodation requirements.

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