Finding the Perfect Event Venue and Mastering Contract Negotiation

The success of any event often hinges on choosing the perfect venue. Whether it’s a serene beachfront retreat for CEOs, a bustling cityscape for a full employee gathering, or a cozy offsite sales meeting nestled in wine country, the venue sets the stage for memorable experiences. However, finding the ideal location within budget can be a challenge. Here are some tips to help you find the right venue and ensure you're getting the most out of your contract.

Hire the Experts

While we might be a tad biased (okay, maybe more than a tad), our team possesses extensive knowledge of venues worldwide. Are you eyeing a conference center in Miami? Or perhaps a luxurious resort in Italy, Portugal, or the British Virgin Islands? Maybe a rejuvenating spa retreat in Arizona, New Hampshire, or Texas? We maintain strong connections within the hotel and luxury resort industry, spanning the globe.

Use Existing Resources

Most cities have a Convention Bureau that can assist with your search. Provide them with all your criteria, such as the number of rooms, meeting room setup, and dates. They will reach out to hotels and event venues on your behalf, and those venues will respond directly to you. This resource can gift you valuable time in your day. One downside? They only reach out to their current membership, which means you might miss out on some hidden gems in your desired location.

Don’t Rely on Marketing Photos

Choosing a venue based solely on marketing photos is like picking a vacation spot by looking at brochures alone. The glossy images might not tell the full story. That’s why we always recommend conducting a site visit. Seeing the property in person reveals its true essence and helps you envision how your conference or retreat will unfold.

Employ Negotiation Tactics

We often have clients approach us with existing venue contracts, and after careful review, we frequently find opportunities for better terms. Don’t just focus on room rates and hotel points. Consider negotiating additional perks like spa discounts, audiovisual (AV) fee reductions, or waived porterage and resort fees—these can significantly impact your bottom line. Remember to ask for a discounted staff room rate for any internal meeting planners or vendors requiring an overnight stay. Hotels value repeat business, so committing to a multi-year contract can also work in your favor.

Plan Ahead

Finally, book well in advance. The closer you get to your event date, the fewer options you’ll have, which reduces your leverage in negotiations. Since the post-pandemic surge in events, venues have become busier than ever, making early bookings a necessity. Securing your spot ahead of time not only gives you flexibility but also strengthens your bargaining position for favorable rates and concessions.

While we always advocate for hiring experts, if you prefer handling venue bookings yourself, these tips can help. Plan early, negotiate wisely, and don’t settle for less than what your event deserves.