Two straight years of a global team meetup in Thailand, with the all-inclusive rate negotiated down a third

A global team, a specific brief

Fluxon brings its distributed team together once a year, and a large share of attendees travel from India, most of them vegetarian. They wanted a true all-inclusive resort in Thailand within an hour of a major airport, with the meeting space and catering flexibility to handle real dietary needs. That is a narrow target, and getting the food right was non-negotiable.

Sourced, then negotiated hard

We ran competing proposals side by side and steered them to JW Marriott Khao Lak, which had the strongest Indian cuisine program and the facilities to match. The headline win was price, the venue moved its all-inclusive rate from 5,500 down to 3,500 THB per person per day, an aggressive cut that closed the budget gap and made the bigger 2026 group possible.

Catching the charges they would have missed

Coming off the prior year, Fluxon assumed meeting rooms were part of the package. This venue tried to charge for them. Our trip designer Chris caught it and negotiated the meeting rooms to free, the kind of surprise line item that hits unsuspecting groups and the reason a planner who knows the contracts pays for itself.

They came back

The clearest proof is the calendar. Fluxon ran their meetup with us in 2025 and again in 2026, scaling from 150 to roughly 220 people, in a part of the world where local hotel practices differ from Western expectations and a hands-on partner matters most.

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We had a good experience. At our previous hotel the meeting rooms were part of the package, and here they actually wanted us to pay for all of the meeting rooms, which for a group our size felt a little weird. They ended up giving it to us for free, which Chris helped us orchestrate. Whenever we reached out, he was super on it.
Megan Bardon, People, Fluxon