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Managing Complex Group Moves in India During the New Year Rush

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By the Numbers

187 Bookings
95% Conversion
5234 Booked Nights
29 LOS
100 CSAT

About our Client

Our client is a Fortune 500 company specialising in cloud technology, enterprise software, and database solutions. For decades, it has empowered organisations of all sizes to innovate, operate more efficiently, and gain deeper insights through integrated applications and secure, scalable infrastructure. With a strong commitment to continuous advancement in areas such as artificial intelligence, analytics, and autonomous systems, the company helps businesses modernise their operations and achieve sustainable growth. It is headquartered in Austin, Texas and has over 160,000 employees spread in offices across the world. 

The Challenge

Our client faced the complex task of managing a large national group move of 187 college interns in India with just a five-day lead time over the busy New Year period. The interns were scheduled for a month-long placement across three major cities (Bengaluru, Hyderabad, and Gurgaon) requiring simultaneous coordination of three group moves. The key challenge was to manage booking requests quickly while sourcing accommodation that could house entire groups together in single properties in each city, ensuring both operational efficiency and a positive experience for the interns.

The AltoVita Solution-Sep-01-2025-07-30-34-5524-AM

The AltoVita Solution

Enter AltoVita - a tech-driven accommodation solution that helps travel and mobility managers streamline their entire accommodation programme. Having successfully managed a group relocation of 60 interns to Pune and Dubai the previous summer, the company once again turned to AltoVita for support. 

AltoVita deployed a dedicated team that quickly curated suitable pre-vetted properties, negotiated rate caps, and facilitated the entire booking process. Despite the short lead time, all 187 bookings were completed with a 95% conversion rate, securing high-quality accommodation below budget. Arrivals were seamlessly coordinated within a tight four-day window right after the new year (January 5–8), ensuring smooth check-ins across all three cities.

In total, AltoVita delivered 5,284 booked nights, with an average stay of 29 nights. More importantly, thanks to our high-quality properties and our dedicated customer success team, the programme achieved a remarkable 100% Customer Satisfaction Score (CSAT), with zero escalation incidents being recorded.

A Consultative Approach to Group Accommodation

To ensure a consistent standard of accommodation across the three cities, AltoVita’s Hospitality Growth team carefully curated a shortlist of properties through in-person viewings and insights from historical performance. The portfolio was further strengthened by adding hotel and co-living options with negotiated add-on inclusions tailored for domestic moves in India.Thanks to its global inventory of over 7 million properties, AltoVita managed to accommodate the three groups in a single property in each city, fostering a stronger sense of community and making coordination easier for both the client and the interns. In Bengaluru alone, AltoVita secured 91 rooms in the same hotel in under five days. 

Negotiating Rates & Add-on Services

Through strategic negotiations, AltoVita secured competitive budgets with minimal year-on-year increases, even during this peak season. The team managed to book accommodation below budget, delivering savings of more than ₹500,000, while also securing favorable cancellation terms and waivers on fees. To further enhance value, AltoVita negotiated a range of add-on inclusions across the different properties, such as: 

  • Daily Breakfast
  • Two-piece Laundry Service
  • Transportation
  • Optional Dinner

These inclusions not only standardised the intern experience across different cities but also elevated comfort and convenience, ensuring a smooth and enjoyable stay.

Streamlining Booking and Invoicing

For this large-scale relocation, AltoVita leveraged its Group Booking Tool to facilitate bulk uploads, automate data entry, and significantly cut processing time. The move was further optimised through local group billing in Gurgaon, allowing the client to benefit from tax efficiencies and cost savings. 

Facilitating a Smooth Arrival & Comfortable Stay

AltoVita supported the relocation with a pan-India on-ground meet & greet, ensuring every group received a warm welcome on arrival. AltoVita’s services did not stop at check-in. The team conducted wellness checks for all employees, gathered in-person feedback, and addressed tailored requirements to provide a safe and comfortable stay. This proactive approach led to zero escalation incidents and a 100% CSAT score, reinforcing both operational excellence and duty of care. Impressed by the experience, the client entrusted AltoVita once again to manage its next group move in June.

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