Chiavento runs an incentive programme from the signed hotel contract to the final bill. Rooming list, flights, transfers and billing, checked against each other every day, so nothing slips between the files.
Built inside a working incentive house and used on live programmes since 2026.
| Guest | Air | Ground | Hotel | Room |
|---|
The contract says one thing, the client's registration another, the travel agency's report a third, and the hotel sends back its own file. Someone checks them by hand, late at night, before the guests land.
working files on a single programme: rooming lists, addendums, air reports, manifests, in-house lists, the final bill.
full air reports with no change markers. A cancelled flight is a name that quietly stops appearing.
has its own rooming-list template, and returns a different file with its own codes and confirmation numbers.
to close: what the hotel charges, what the client pays, and the commission the house earns.
Chiavento follows the programme in the order your team already works. Pick a step.
AI reads the room block by category and night, the rates, concessions, deposits and deadlines. A second, independent read cross-checks the first, and the arithmetic is verified. You confirm before anything is used.
Match the client's registration to the contract and fill each hotel's template, whatever its layout. Bed types, shared rooms and children are checked against what the block really holds, night by night.
Load the travel agency's daily report, whatever its columns. Chiavento compares it with yesterday's and shows the new passengers, the cancellations and the new times. Nothing else to read.
Transfer manifests are built from the flights, with the vehicles each group needs. When a flight is delayed, you see every transfer and every room it touches.
Compare the hotel's confirmation or in-house file with the list you sent: changed categories, missing room numbers, a guest marked VIP in one file and not the other.
Three views of the same charges: the hotel statement, the client invoice, and the commission the house earns. Every line of the hotel's final bill is recomputed and compared, before anyone signs.
The hard part of a programme is never the first file. It's the fifth version of it. Chiavento never overwrites: it compares. Choose a comparison.
The detail was all there, on another sheet. It just never reached the sum, so the balance looked like a large refund. Recomputing every line from the charges, instead of trusting the hotel's total, shows it at once.
The same check covers deposits still calculated on an old room block, rates that don't match the contract, and nights billed after the guests left.
Rooming list, room block day by day, bed types, VIPs and amenities, the hotel round trip.
Air reports, arrivals and departures, transfer manifests, early arrivals and extensions.
Banquet orders, menus and instructions, read straight from the hotel's PDF.
Deposits, master account, client invoice and commission, kept apart by role.
Plus a security log, shared documents, team chat and comments on any cell. Clients, DMCs and hotels can be invited at no extra cost, and see only what concerns them.
Incentive houses and destination management companies running reward trips, presidents' clubs and conferences: several programmes a year, in different countries and hotels.
Each company works in its own workspace, under its own name. Nobody outside it sees your contracts, your rates or your guests.
Most event software starts with attendee sign-up. Chiavento starts where the incentive house's work starts: the room block. Many teams will keep their registration tool and use both.
| Task | Chiavento | Registration platforms | Room-block portals | Spreadsheets and email |
|---|---|---|---|---|
| Built around | The hotel contract and its addendums | Attendee sign-up and the event website | Bookings against one hotel block | Whatever you build |
| Rooming list in each hotel's own template | Yes, filled for you | Export, then reformat | In the portal's format | By hand |
| What changed in today's air report | Yes: new, cancelled, re-timed | Through add-ons or partners | Not the focus | Compared by eye |
| Transfers grouped by flight | Yes | Through add-ons or partners | Not the focus | By hand |
| Final bill checked line by line | Yes | Not the focus | Not the focus | With a calculator |
| Priced by | Programmes per year; collaborators free | Platform fee plus registrants | Block or event | Free, paid in hours |
Generalised from the public product and pricing pages of the main tools in each category, October 2026. Individual products differ.
Two Italian words sharing one letter. Say it kya-VEN-to. Designed in Italy by a rooming manager who wanted every room ready before the guest lands.
Something else? Ask us in the form below.
No. Your client can keep registering guests wherever they do today, in a registration platform, a form or a spreadsheet. Chiavento reads that export and takes it from there: rooms, flights, transfers and the bill.
Yes. Each hotel's own template is set up once and filled for you every time you send a new version. For design partners, we set up your templates ourselves.
Any daily report you receive as a spreadsheet, CSV or PDF. The columns are mapped once per agency; after that, each new report is compared with the last one automatically.
Each company's programmes sit in their own workspace, encrypted in transit and at rest, with backups. Only people you invite can open it, and roles decide who sees rates and money. We agree the hosting region with each customer in writing, with a data processing agreement.
No. Contracts are read through a business AI service whose terms exclude training on customer files, and nothing the AI reads is used until a person has confirmed it.
By how many programmes you run a year, not by guests or by seats. Your clients, DMCs and hotels join free. Design partners in 2027 get a founding price.
The interface is in English. Chiavento reads contracts, air reports and hotel files in English and Spanish, including the Spanish-language files many Mexican hotels send back.
One real programme on Chiavento in 2027 and a 30-minute feedback call each month. In return: your own workspace, your templates and reports set up for you, and a founding price.
We're choosing three incentive houses or DMCs to run one real programme on Chiavento in 2027.
Prefer email?
hello@chiavento.com