Introduction

IMEX America in Las Vegas is one of the most influential gatherings in the meetings and events industry. Thousands of exhibitors, hundreds of education sessions, and endless networking opportunities make it an unmatched resource for planners. But with so much happening at once, it can feel overwhelming—especially if you are new to the show.

This guide will help you navigate IMEX like a pro. Whether you are coming as a hosted buyer with complimentary travel and a structured appointment diary, or attending independently to explore at your own pace, these strategies will ensure you return home with fresh ideas, valuable connections, and long-term results.

Hosted Buyer vs. General Attendee: What’s the Difference?

Both paths give you access to the same show floor, education, and networking, but the experience looks a little different depending on your registration type.

Hosted Buyer Perks

• • Complimentary flights or travel reimbursement
  • Hotel accommodations at a designated property
  • Ground transfers and access to hosted buyer lounges
  • Pre-scheduled one-on-one appointments with exhibitors ( FYI – exhibitors cannot directly book meetings without buyers reaching out )
  • VIP networking invitations

Hosted Buyer Responsibilities

• • Commit to a set number of appointments with exhibitors
  • Arrive prepared with business needs, RFPs, and event details
  • Balance scheduled meetings with education and networking

General Attendee Experience

• • Access to the full IMEX show floor and 250+ free education sessions
  • Freedom to choose your own schedule and explore booths without required appointments
  • Access to evening networking events and receptions (some ticketed)

Both options offer tremendous value. Hosted buyers enjoy a more structured VIP program, while general attendees have more flexibility to wander, discover, and self-direct their schedules.

Pre-Conference Preparation

Get Clear on Your “Why”

Know what you want out of IMEX. Are you searching for new venues, exploring event technology, or growing your network? Defining your purpose helps you decide which exhibitors and sessions deserve your attention.

Curate Your Must-See List

IMEX is huge, with 3,500+ exhibitors and over 250 free education sessions. Review the agenda in advance, use the IMEX app to start your priorities, and block time for the suppliers and sessions that align with your goals.

IMEX also has many education sessions offering points toward Certified Meeting Professional (CMP) accreditation, are also CSEP (Certified Special Event Professional) Approved and ICCASkills accredited.

Schedule Appointments (or Plan Drop-Ins)

If you are a hosted buyer, use the scheduling portal (found after you log in under show dashboard or through the Exhibitor Directory) to book 6–8 targeted meetings per day. If you are a general attendee, plan to stop by priority booths and request short meetups when possible. Only buyers (hosted buyers and buyer attendees) can book meetings with exhibitors; exhibitors cannot initiate meeting requests. Learn more about meetings at IMEX.

Build a Thoughtful Itinerary

Personalize meeting requests, reach out to colleagues before you arrive, and look for evening receptions or client dinners happening around the city. Having a roadmap ensures you get the right mix of structure and flexibility.

Master the IMEX App Before You Go

The app is your guide on-site and will be live early September, attendees will be notified when available. From maps and schedules to networking tools and note-taking, it is your best friend during the show.

On-Site Strategy at IMEX

Start Each Day with Inspiration

MPI keynote speakers set the tone with big-picture insights and trends. Whether you are a hosted buyer or a general attendee, these sessions are worth building your day around.

Navigate the Show Floor Like a Local

The IMEX floor is massive and can be disorienting. Use the interactive map or printed guide to chart your course so you save both time and energy.

Leave Room for Serendipity

Stick to your planned schedule, but do not overpack it. The best connections often happen in the in-between moments—an impromptu booth visit, a conversation in a coffee line, or a spontaneous tech demo.

Treat Energy and Health Like a Resource

Plan breaks, stay hydrated, and take advantage of quiet spaces like lounges. Comfortable shoes and layers will keep you focused on the conversations that matter. IMEX will help you stay on track with the Be Well at IMEX program.

Feeling competitive? Join the 8th Annual IMEX America Challenge. Participate in a range of wellbeing activities and enjoy some healthy competition with your peers.

Make Meetings Count

Be intentional. Arrive with questions, share your event needs, and capture notes for easy follow-up. Skip the paper overload by collecting digital materials instead.

Network Beyond the Agenda

The IMEXrun, coffee stations, receptions, and even shuttle rides offer opportunities to connect. Be approachable, exchange details, and engage with online attendee groups for real-time networking.

Unique IMEX Opportunities

Smart Monday: Learn Before the Floor Opens

Kick off with a full day of free education powered by MPI. It is the perfect warm-up before the trade show begins.

Exclusive Forums for Leaders

Association executives, corporate planners, and agency directors have dedicated peer-to-peer programs. If you qualify, these forums offer high-value discussions in smaller settings.

Short Learning Bursts at the Inspiration Hub

Catch focused sessions on industry trends, sustainability, and design in between your appointments. This is located on the show floor at Mandalay Bay.

Explore the Future of Event Tech

The Tech Hub and Tech Tours make it easy to demo tools and compare solutions side by side.

Don’t Miss the After-Hours Scene

SITE Nite, MPI’s Rendezvous, and association receptions are legendary networking events that go beyond business cards.

Network in Sneakers

Join the IMEXrun 5K for a fun, casual way to meet other attendees before the show floor opens.

Post-Conference Follow-Up

Turn Notes Into Next Steps

Block time to debrief and organize your takeaways before they fade.

Follow Up with Intention

Personalized thank-yous and timely RFPs show professionalism and keep conversations moving.

Keep Relationships Alive

Connect on LinkedIn, engage with IMEX-related content, and set reminders to check in with key contacts throughout the year.

Share the Value with Your Team

Create a recap or presentation with the trends, venues, or tools you discovered. This reinforces the ROI of your attendance.

Track and Measure ROI

Log RFPs, leads, and new partnerships to show the value of IMEX and guide your plan for next year.

Conclusion

IMEX America in Las Vegas is more than a trade show. It is your chance to spark new ideas, build meaningful partnerships, and shape the future of your events. Whether you join as a hosted buyer or an independent attendee, preparation and purposeful engagement will set you up for success.

Pack your business cards, bring comfortable shoes, and arrive ready to connect. IMEX delivers both immediate value and long-term growth. And this year, Groups360 will be there too. Join us at Booth F547 during IMEX America 2025 (October 7–9) to see how GroupSync makes sourcing and booking smarter with real-time availability, instant booking, and solutions designed to simplify your planning.

Introduction

Ask any seasoned event planner and they’ll tell you: the clock starts ticking the moment an event is confirmed. From the first venue inquiry to the last box being packed away, you’re navigating input from multiple departments, each with its own priorities, deadlines, and quirks. Marketing needs time to create campaigns. Legal requires review windows. Vendors want lead time for deliveries. And you, the planner, are in the middle, keeping everyone moving toward a date that will not shift.

A network of happy vendors, venues, and volunteers is one of the best time-saving resources you can have.

Event day offers no grace period. You cannot arrive late and you certainly cannot redo it. Success often depends on one simple truth: you can only move as quickly as your slowest department. That’s why strong time management skills, paired with realistic and well-communicated timelines, are your best tools. The strategies below follow the natural flow of planning, from the first big-picture discussions to the post-event wrap-up, so you can keep your schedule intact and your stress levels in check.

Pre-Planning: Building Your Foundation

The earliest days of planning set the tone for everything that follows. Start by gathering your core team. Identify who will own each part of the process so there is no confusion later. For larger events, this means clearly defined roles for colleagues, contractors, and vendors. For solo planners, it might mean bringing in interns, trusted volunteers, or temporary staff to manage smaller pieces of the workload. The sooner tasks are delegated, the sooner you can focus on strategy rather than day-to-day details.

Equally important is setting clear goals. Before booking a single vendor, define what success will look like. What are your non-negotiables? What metrics will you use to measure the event’s impact? This clarity will save hours later by eliminating tasks that do not serve your objectives.

Once you know the destination, map the route. Begin by understanding your team’s limitations. Talk to every department you’ll rely on—legal, accounting, marketing, communications, shipping—and learn their timelines. This is where the “slowest department” rule comes into play.

You can only build a realistic schedule once you know how quickly each group can deliver.

From there, create your master timeline. Some planners prefer digital project management tools with Gantt charts. Others swear by a color-coded wall calendar or whiteboard. Whatever your style, make sure it shows every milestone from pre-production to post-event.

Finally, don’t reinvent the wheel. Use templates and checklists for recurring tasks like vendor contracts, A/V needs, or venue setup. And when it comes to finding the perfect hotel, save hours of outreach by using Groups360’s GroupSync platform. You can search, compare, and book properties in one place, with real-time availability and meeting space details at your fingertips. That’s time you can put back into fine-tuning the rest of your plan.

Planning: Turning Vision Into Action

With the foundation in place, it’s time to prioritize. Break major projects—such as sponsorship packages or marketing campaigns—into smaller, manageable tasks with their own deadlines. Tackle the most urgent and important items first.

Technology can help you keep everything organized. Platforms like Asana, Trello, or Monday bring all your files, task lists, and timelines into one space, accessible to the whole team. This kind of centralization eliminates the time sink of hunting through emails or chasing down the latest version of a document.

As you move forward, expect the unexpected. Build in buffers, whether that’s holding multiple hotel proposals in GroupSync or adding extra time for vendor setup.

Contingency plans aren’t just insurance—they’re what keep you on schedule when things shift.

Look for ways to automate repetitive tasks. Schedule email reminders for attendees, set up pre-planned social media posts, and create templated communications you can adapt instead of rewriting from scratch.

Distraction management is equally important. Give yourself focused work blocks, silence unnecessary notifications, and avoid the trap of multitasking. Shifting between too many activities can drain up to 40% of your productivity.

Regular check-ins keep the whole team aligned. These can be quick status meetings or brief personal reviews of your timeline if you’re working solo. If a bottleneck appears, address it immediately so it doesn’t derail the schedule. And set clear communication protocols so updates are shared quickly and efficiently.

Pre-Event Finalization: Locking It All In

As the event draws closer, the focus shifts to tightening every detail. A comprehensive run-of-show is your anchor. Lay out the schedule minute by minute, noting who is responsible for each element. Share this with your team, vendors, and stakeholders so everyone is working from the same playbook.

Cushion your critical moments. Add early load-in times for vendors, or build 15-minute buffers between sessions to absorb small delays. Prepare “what if” plans for common problems like weather disruptions or technical failures.

Reconfirm all logistics in the final week. Double-check delivery times, transportation schedules, and vendor arrivals. If you can, outsource last-minute time-draining tasks. For example, a badge-printing service can free your team from hours of assembly work.

Finally, prepare your tools and backups. Build an on-site kit with essentials such as chargers, tape, signage, and first-aid supplies. Print hard copies of schedules and contact lists, even if you have them digitally.

Onsite Management: Keeping the Day on Track

When the doors open, time management shifts from planning to execution. Speed up attendee check-in with QR codes, RFID badges, or other digital systems, but keep a printed guest list as a low-tech backup.

Stay close to the schedule, but remain flexible. Assign a timekeeper, use visual or digital cues for speakers, and be prepared to adjust if something runs over. Shortening a break or shifting a non-critical item can keep the overall agenda on track.

Divide responsibilities so no single person becomes a bottleneck. Assign leads for catering, A/V, VIP hospitality, and attendee support. For solo planners, designate trusted volunteers to oversee each area.

Communication should be instant. Two-way radios are a reliable choice for large venues, while smaller events may only need a group text or walkie-talkie app. Short, clear messages will keep everyone moving.

And don’t underestimate the value of a well-rested team. Schedule rotations so staff and volunteers can take short breaks. Encourage hydration, quick meals, and brief pauses for yourself as well. An alert crew moves faster and makes fewer mistakes.

Post-Event: Closing the Loop

Time management does not end when the lights go down. Send attendee surveys within 24 to 48 hours while the experience is still fresh. Keep them short to encourage responses.

Hold a team debrief soon after the event. Review what worked, what didn’t, and how to improve. Document these insights for future reference.

Organize all records immediately. Finalize your budget, store contracts, and log event data. Analyzing results now means you won’t waste time hunting for details later.

Lastly, take a moment to thank those who helped make the event possible. A quick email or handwritten note goes a long way. Beyond goodwill, this also makes your next planning cycle smoother. A network of happy vendors, venues, and volunteers is one of the best time-saving resources you can have.

Final Thoughts

Time is the most valuable currency in event planning, and there is never enough of it. By building realistic schedules, anticipating challenges, and using tools that save you hours, you set yourself up for smoother events and less stress. Whether you are managing a large conference team or wearing every hat yourself, these strategies can help you deliver a flawless event, right on schedule.

Ready to save time on hotel sourcing for your next event? Create a free GroupSync account and start your search today.

Event planners and caterers are stepping up their game, embracing innovative and thoughtful trends that not only elevate the guest experience but also reflect a growing focus on sustainability, convenience, and personalization.

With guests becoming more conscious of their environmental impact and increasingly seeking unique, interactive dining experiences, the food and beverage offerings at events are adapting to meet these expectations. From zero-waste catering to immersive dining stations, these trends are all about providing memorable, customized, and eco-friendly options.

In this guide, we’ll dive into the key food and beverage trends shaping group events, showcasing how these exciting changes are enhancing both the experience and the impact of event dining.

Sustainability Takes Center Stage

As environmental awareness continues to rise, sustainability has become a cornerstone of event planning. Organizers are integrating eco-friendly practices into food and beverage offerings to reduce waste, support local businesses, and minimize environmental impact.

Here are some key ways sustainability is making an impact:

Zero-Waste Catering

Caterers are repurposing food scraps into creative dishes, donating leftovers to local shelters, and implementing composting programs to significantly reduce event waste while educating guests on sustainability efforts.

Locally Sourced Menus

A farm-to-table approach ensures fresh, high-quality ingredients while supporting regional farmers and reducing the carbon footprint associated with long-distance food transportation. Seasonal menus add an extra touch of freshness and uniqueness to each event.

Eco-Friendly Serveware

Events are moving away from plastic utensils and plates, opting for biodegradable, compostable, and even edible serveware. Bamboo, palm leaf, and recycled materials are being incorporated to align with green initiatives.

Hydration Stations

Instead of single-use plastic bottles, events now feature hydration stations with infused water options, filtered tap water, and refillable bottle stations. Some events offer branded reusable bottles to encourage sustainability beyond the event itself.

Check out this article for more tips about how to Reduce Your Event Costs and Be a Little Eco-Friendly in the Process.

Interactive and Immersive Dining Experiences

Guests at group events are no longer satisfied with just a meal; they want an experience.

Interactive and immersive dining options allow attendees to engage with their food in exciting, hands-on ways. These setups provide both entertainment and customization, making dining a key part of the overall event experience:

Mac n’ Cheese Bars

A crowd favorite, mac and cheese bars offer guests the opportunity to personalize their dish with gourmet toppings such as crispy bacon, truffle oil, sautéed mushrooms, caramelized onions, and a variety of cheeses.

Live Cooking Stations

Chefs prepare meals in front of guests, offering a fresh, made-to-order experience. This could include sushi rolling, personalized pasta tossing, or tableside flambé desserts that add a theatrical element to the dining experience.

DIY Beverage Stations

Custom cocktail or mocktail bars allow guests to mix their own drinks using fresh ingredients, unique flavor combinations, and even molecular gastronomy techniques like flavored smoke or edible glitter.

Learn more about How Food and Beverage Shape Events in this article. 

Grab-and-Go Gourmet

Busy event schedules demand convenient and high-quality food options. Grab-and-go gourmet is becoming a go-to solution for event planners, offering guests a sophisticated yet efficient way to stay nourished without missing out on the action.

Here are some emerging trends in this category:

Pre-Packaged Gourmet Boxes

Carefully curated meal boxes include artisanal sandwiches, protein-packed salads, organic snacks, and gluten-free desserts, all neatly packaged in eco-friendly materials for easy consumption.

Self-Service Stations

High-end snack bars with locally sourced cheese selections, nuts, dried fruits, and gourmet crackers provide a quick yet sophisticated option for guests on the move, encouraging socializing over light bites.

Healthy Vending Solutions

Refrigerated vending machines stocked with fresh juices, protein bars, vegan meals, and allergy-friendly snacks ensure that health-conscious attendees always have access to nourishing options. 

Hydration Stations: More Than Just Water

Hydration is a vital element of event planning, and hydration stations are evolving to offer a more curated and refreshing experience.

Rather than just offering water, events are introducing an array of beverages that contribute to overall well-being, making hydration stations an exciting focal point:

Adequate Water Stations

Placed throughout the venue, these stations feature fruit-infused waters with cucumber, mint, citrus, and even exotic flavors like dragon fruit or hibiscus for an enhanced hydration experience.

Functional Beverages

Kombucha, electrolyte-infused water, cold brew teas, and adaptogenic drinks are being offered to provide guests with hydration that supports energy, digestion, and overall well-being.

Reusable Cup Programs

To minimize waste, some events provide guests with branded reusable cups or glass bottles they can refill throughout the event and take home as a sustainable souvenir.

VIP and Exclusive Experiences

For high-profile guests or premium ticket holders, offering exclusive food and beverage options elevates the prestige of the event and creates a luxury-oriented atmosphere.

These VIP experiences ensure that select guests enjoy something truly special and memorable:

VIP/Exclusive Lounge Areas

Dedicated spaces with comfortable seating, ambient lighting, and top-tier personalized service create a high-end experience for select attendees, often featuring special entertainment.

Luxury Beverage Service

Exclusive wine tastings, craft cocktail experiences, and rare whiskey or sake samplings allow VIP guests to indulge in premium beverages tailored to their tastes.

Gourmet Tasting Menus

Multi-course meals curated by renowned chefs, featuring high-end ingredients such as truffle, wagyu beef, and fresh seafood, often paired with exquisite wines for a refined dining experience.

Global Flavors with a Local Twist

As attendees crave global flavors, event planners are delivering international cuisines with a local twist.

By incorporating locally sourced ingredients, these dishes provide a taste of the world while supporting regional businesses and minimizing environmental impact:

Korean BBQ Sliders

These sliders combine the bold flavors of Korean-style marinated beef or tofu with a classic American handheld format, topped with kimchi slaw for an extra kick.

Sushi Burritos

A fusion of Japanese sushi techniques and the convenience of a burrito wrap, these oversized rolls are filled with fresh seafood, avocado, and Asian-inspired sauces for a portable gourmet meal.

Mexican-Inspired Street Tacos

Featuring locally sourced meats, fresh seafood, and handmade tortillas, these tacos are often topped with unique garnishes like mango salsa, pickled red onions, and smoky chipotle aioli.

Health-Conscious and Plant-Based Options

As wellness continues to shape consumer preferences, event menus are adapting to accommodate health-conscious attendees.

Plant-based, gluten-free, and allergen-friendly options are becoming integral to event food offerings, ensuring inclusivity and catering to diverse dietary needs:

Plant-Based Menus

Dishes like jackfruit tacos, lentil-based pasta, quinoa-stuffed bell peppers, and mushroom-based “steaks” offer nutritious and satisfying alternatives for vegan and flexitarian guests.

Low-Sugar & Functional Foods

Desserts made with natural sweeteners like honey or coconut sugar, along with superfood-enhanced snacks like spirulina energy balls, cater to health-conscious attendees.

Gluten-Free & Allergen-Friendly Choices

Events are prioritizing clear labeling and a variety of options free from gluten, nuts, and dairy to ensure inclusivity for guests with dietary restrictions.

Book Your Group Event Today

Planning a group event has never been easier! With GroupSync™, you can seamlessly search, source, and book group room blocks and meeting spaces in one simple transaction. View all rates and fees upfront as you shop for the perfect hotel venue.

Start planning today and secure your hotel event space with ease! Contact us today to learn more.

Use your group’s preferences to unlock better rates, reduce fees, and enhance the attendee experience.

Planning a meeting or event begins well before the first guest checks in. One of your most powerful planning tools? Knowing exactly how your group behaves and using that insight to guide your hotel negotiations.

Are you delivering a high-touch experience with welcome amenities and VIP room drops? Do your guests tend to book last-minute or cancel frequently? Will you know your final room count months in advance or only a week out?

Understanding these tendencies isn’t just good planning. It’s serious leverage. Whether you’re booking a corporate incentive trip, a training summit, or a conference with complex A/V needs, negotiating beyond the room rate is where real savings and value emerge. Here’s what to prioritize:

1. Room Rates and Hidden Fees

Let’s start with the obvious: the room rate. Yes, it’s the headline number, but it’s only one part of the full pricing picture.

What to negotiate:

• • Room rate flexibility based on pickup or total contracted spend.
  • Waived or reduced resort fees, especially for business-oriented groups.
  • Complimentary or discounted parking for drive-in attendees.
  • Free in-room Wi-Fi or upgraded bandwidth for heavy data usage.
  • Rate re-check clause to ensure you’re not paying more than the lowest public rate.

Tip: If minimizing your food and beverage (F&B) spend is a top priority, consider agreeing to a slightly higher room rate in exchange for a lower F&B minimum or waived meeting space fees. Conversely, if you anticipate a significant F&B spend, use that investment as leverage to negotiate a lower room rate.

2. Meeting Space Fees (and Their Sneaky Cousins)

If your group is booking a significant number of room nights, many hotels will waive meeting room rental fees entirely. But be cautious. Fees often hide in the details.

What to watch for:

• • Set up and breakdown charges for meeting rooms.
  • Room flip fees if you’re changing layouts mid-event.
  • Access hours. Some hotels charge for early access or late usage.

Negotiate upfront if you anticipate using rooms for different formats across multiple days.

3. Food & Beverage Minimums

Here’s a common misconception. The F&B minimum is not the same as what you’ll pay. It’s a threshold, not a budget.

Key negotiables:

• • Lower F&B minimums in exchange for other concessions, or higher F&B minimums leveraged for discounts in other areas.
  • Discounts on menus if ordering off pre-set banquet offerings.
  • Custom pricing for high-consumption items like coffee.
  • Request to lock in current menu pricing if your contract is being signed well in advance of the event date.
  • Negotiate a discount for early menu selections to help streamline planning and reduce last-minute costs.
  • Consider asking for discounted chef or bartender fees.

Know your audience. If they’re big coffee drinkers or breakfast fans, call that out and ask for flat pricing or higher quantity discounts.

4. Cancellation and Rebooking Policies

Flexibility matters, especially in today’s ever-changing event landscape.

Points to negotiate:

• • Sliding scale cancellation clauses based on how early you cancel.
  • Right to rebook within a certain timeframe to recoup deposits.
  • Force majeure clause clarity, especially around pandemics or travel restrictions.

Aim for clauses that work with you, not against you.

5. Attrition Clauses

Attrition is the fee you pay when you don’t fill your contracted room block. For groups that tend to book late or unpredictably, this can be risky.

Strategies:

• • Request higher attrition allowances, such as 20 percent instead of 10 percent if your group is a bit unpredictable.
  • Alternatively, if your group is consistent and books early, you can agree to a stricter attrition clause in exchange for other concessions.
  • Tie F&B spend to room pickup, allowing some leniency if you’re making it up elsewhere.
  • Split block clauses for groups with staggered booking patterns.
  • Consider asking for a resale clause in the contract so that if the hotel resells or sells out rooms, it’ll mitigate any potential attrition you may face.

Pro tip: Use GroupSync Housing to track room pickup in real time and renegotiate mid-cycle if needed.

6. Comp Amenities for VIPs

Small touches can make a big impact, and they don’t have to blow your budget.

What to ask for:

• • Complimentary chef’s choice amenity for VIP guests.
  • Handwritten welcome notes delivered with amenities.
  • Discounted room upgrades for speakers or executives.
  • Complimentary transportation from the airport for VIPs (limo, town car, or shuttle—depending on your group’s profile and the hotel’s offerings).
  • Offer dedicated concierge services for VIPs.
  • Request turndown service for VIP guests to enhance their experience and elevate your brand perception.

Many hotels will throw in these perks at little to no cost, especially when requested early.

7. Upgrades, Add-Ons & Pre-Blocked Room Types

When you’re managing multiple tiers of guests, room assignments matter.

Negotiables:

• • Free upgrades for a percentage of your room block.
  • Pre-assigned room types, such as all double-queen rooms on one floor.
  • Complimentary early check-in or late checkout for key staff.
  • Complimentary hospitality suite for staff or VIP coordination.
  • Complimentary access to lounge for a certain number of guests.

Other perks to request:

• • Luggage storage on departure day.
  • Use of fitness center or spa at no charge.
  • Bottled water or welcome snacks upon arrival.
  • Negotiate reduced or waived fees for room drops, especially if you’re providing branded gifts, welcome notes, or printed agendas.

These touches elevate the guest experience and cost the hotel very little.

8. Payment Terms

Your accounting department will thank you.

Consider negotiating:

• • Adjusted billing schedule to align with fiscal quarters.
  • Split billing options, such as master account for staff and individual for guests, whatever is needed for your group.
  • Extended payment terms post-event can often be negotiated but may require a credit check or financial documentation.

For nonprofits or lean teams, even 15 extra days can make a difference in cash flow challenges or slow accounting processing times.

9. Flexibility Clauses

Stuff happens. The more flexibility you build in, the less stressed you’ll be.

Examples of flexibility clauses:

• • Room block review windows to adjust pickup before penalties kick in.
  • Name change allowances up to 24 hours prior without penalty.
  • Flexible F&B usage across different outlets like lobby bar versus ballroom.
  • Hybrid or tech pivot options in case you shift to a virtual or hybrid format.
  • Negotiate the ability to bring in your own A/V team if your organization already has trusted partners or in-house technical expertise.

Flexibility isn’t just nice. It’s a hedge against risk and a way to customize your event.

10. Loyalty Program Perks

Whether it’s Marriott Bonvoy Events, Hilton Honors Planner Points, IHG Business Rewards, Wyndham Rewards, or other standard points options, don’t leave rewards on the table.

Ask about:

• • Planner reward points for room nights, F&B spend, or upgrades.
  • Status match or bonus points for new planners.
  • Redemption opportunities for future events or personal travel.

Some brands even allow you to gift points to nonprofit causes or apply them toward future team travel.

Final Thoughts: Negotiate Like a Strategist, Not a Spender

Hotel contracts are more than cost savings. They’re a blueprint for how your event will feel.

By knowing your group’s habits, whether they’re last-minute bookers, high-F&B spenders, or VIP-heavy, you can negotiate smarter and craft an experience that’s seamless for attendees and kind to your budget.

Tools like GroupSync™ give planners the edge by providing side-by-side rate comparisons, real-time availability, and the power to instantly book or request proposals. But even the best platform can’t replace a savvy negotiator armed with data and strategy.

You’ve got both.

Ready to simplify hotel sourcing and contract negotiations?

Sign up for a free GroupSync account and start planning smarter today.

There’s something unmistakably calming about a well-manicured green. For leisure travelers, golf resorts are a peaceful escape. For business groups, they’re a powerful productivity booster. Golf course hotels offer the rare combination of luxury, scenery, and purpose-built meeting spaces, all in one place. Whether you’re hosting a board retreat, a client outing, or an incentive trip, these properties provide a seamless blend of business and leisure.

From early tee times to spa sessions and starlit dinners, golf resorts cater to both performance and relaxation. And for planners? They come packed with perks that make logistics easier and experiences unforgettable.

What Defines a Golf Course Hotel?

At its core, a golf course hotel is a full-service resort built around one or more championship-level golf courses. These properties go far beyond offering a round of golf. They’re often:

• • Set on expansive grounds with scenic views
  • Home to luxury accommodations and spas
  • Designed with both leisure and corporate guests in mind

Key Benefits:

• • Scenic settings that offer built-in backdrops for events and photos
  • Peaceful environments ideal for reflection, networking, or unwinding
  • On-site activities that make it easy to entertain guests without off-site logistics 

Amenities That Matter

Today’s golf course hotels are built for more than just the links. They include a wide range of services that appeal to both event planners and attendees:

• • Golf packages tailored for individuals, groups, and tournaments
  • Full-service spas offering massages, facials, and wellness treatments
  • Diverse dining options from casual grills to fine-dining experiences
  • Outdoor pools, fitness centers, and guided excursions

Why it matters for planners:

• • Multiple activities on-site reduce the need for transport logistics
  • VIP guests and families have plenty to do outside the main event
  • Packages and resort credits can be worked into room blocks or registration

Built-In Meeting Spaces

One of the most underrated advantages of golf course hotels? Their commitment to hosting groups. Many were designed with large-scale events in mind, offering:

• • Ballrooms and breakout rooms with built-in A/V
  • Outdoor event lawns and terraces with stunning views
  • Golf course pavilions ideal for casual networking receptions

In addition to flexible layouts, many resorts offer experienced on-site planning teams, catering chefs, and tech support to ensure seamless execution.

Group Golf Packages: More Than a Perk

Golf outings aren’t just a nice extra—they can be strategic tools for engagement. Group packages often include:

• • Tee times reserved for large parties
  • Discounts on green fees and equipment rentals
  • Tournament-style formats for friendly competition
  • On-course refreshments or themed contests

Pro Tips:

• • Consider pairing golf with team-building elements (e.g., best-ball scrambles)
  • Offer beginner clinics for non-golfers to feel included
  • Use branded giveaways (like hats or towels) to add a personal touch

Corporate Retreats with a View

There’s a reason golf resorts top the list for offsite strategy sessions and leadership retreats. They offer:

• • Private, distraction-free settings for deep thinking
  • Relaxing activities like yoga, spa visits, and fireside chats
  • Unique breakout formats (try walking meetings on the course trail)
  • Luxury perks that help attract top-tier attendees

Planning Tips:

• • Use morning tee times to incentivize early starts
  • Mix in social elements like sunset receptions or stargazing
  • Don’t forget wellness offerings: healthy menus and activity breaks help boost focus

7 Standout Golf Course Hotels for Events

The Broadmoor — Colorado Springs, CO

If you’re planning a large-scale conference or a luxury retreat, The Broadmoor delivers. With over 315,000 square feet of meeting space, stunning Rocky Mountain views, and two championship golf courses, it’s built for impact. Add in top-tier amenities and award-winning service, and you’ve got a venue that makes every moment feel like a grand experience. Planners love the on-site activities, from falconry to fly fishing, making downtime just as compelling as the agenda.

• • Awards: Forbes Five-Star and AAA Five-Diamond resort 
  • Rooms: 784 rooms, including 100 suites
  • Meeting Space: 315,000 sq. ft., including its own 200,000 sq. ft. on-site convention center
  • Sustainability: State-of-the-art energy management system to control lighting, heating and cooling systems, and on-site gardens to grow produce used in the property’s restaurants & cafes
  • For Non-Golfers: Six lane on-site bowling alley, horseback riding at Old Stage Riding Stables, spa treatments at the award-winning Broadmoor Spa with complimentary oxygen room, sauna and steam room for hotel guests

JW Marriott San Antonio Hill Country Resort & Spa — San Antonio, TX

This Texas-sized resort is ideal for groups needing scale, sustainability, and a splash of fun. With 265,000 square feet of event space and two PGA-level golf courses, the JW Marriott San Antonio balances professional polish with a laid-back Hill Country vibe. Families love the 9-acre water park, while planners appreciate the LEED certification and cutting-edge A/V support. It’s a resort where team-building and relaxation go hand-in-hand.

• • Awards: The 75 Best Golf Resorts In North America by Golf Digest, Top 10 Spas In San Antonio by USA Today, The 30 Best Hotel Pools In America by MSN.com & many more
  • Rooms: 1,002 rooms, 85 suites
  • Meeting Space: 265,000 sq. ft., two ballrooms over 40,000 sq. ft., each with enough space to host 6,300 guests
  • Sustainability: A closed-loop irrigation water conservation system, and a 150-acre bird sanctuary for the endangered Golden Cheek Warbler
  • For Non-Golfers: 1,100-foot lazy river, award-winning Lantana Spa, an adults-only infinity edge pool, and Kids Night Out childcare while the parents are away enjoying the amenities

Sea Island Resorts — Sea Island & St. Simons Island,GA

Looking to impress VIP clients or host an exclusive retreat? Sea Island is your answer. This ultra-luxury resort offers five-star service, three world-class golf courses, and a Forbes Five-Star spa—all set along a private beach. Planners can choose from elegant indoor venues or breathtaking outdoor settings under ancient oaks, making it a favorite for high-touch, unforgettable gatherings.

• • Awards: AAA Five-Diamond, Forbes Five-Star, #4 Family Resort in the Continental U.S., Travel + Leisure World’s Best Awards, and many more
  • Rooms: 390+ across The Cloister, The Lodge, and cottages
  • Meeting Space: 30,000 sq. ft. indoor + outdoor venues
  • Sustainability: Beach Renourishment, Adopt-a-Nest sea turtle conservation program, St. Simons Land Trust to protect and preserve the island
  • For Non-Golfers: The Spa at Sea Island (Forbes Five-Star Spa), year-round fishing, sailing, kayaking, and falconry at the Sporting Club and Lodge 

The Phoenician, a Luxury Collection Resort — Scottsdale, AZ

For planners seeking a mix of desert elegance and urban accessibility, The Phoenician delivers. Just minutes from Old Town Scottsdale, this luxury resort boasts a rooftop spa, redesigned golf course, and 93,458 square feet of meeting space. Its sustainable design and legendary service make it a go-to for upscale events with a Southwestern twist. Bonus: the sunsets here are unforgettable.

• • Awards: Forbes Four Star, AAA Five-Diamond, and over 20 other awards!
  • Rooms: 643 rooms, suites, and casitas
  • Meeting Space: More than 93,458 sq. ft. of indoor and outdoor event space, including the 15,000 sq. ft. Camelback Ballroom with stunning views of the Camelback Mountains
  • Sustainability: 3-acre solar farm, water conservation, LED/efficient HVAC and more
  • For Non-Golfers: The Phoenician Spa with post-treatment lounge and rooftop pool, a Game Room with arcade & video games, shuffleboard, pool and foosball tables

Omni Barton Creek Resort & Spa — Austin, TX

Tucked just outside Austin, this hill country resort is ideal for planners who want it all: golf, greenery, and great meeting space. With 76,000+ square feet of flexible venues and four championship courses, Omni Barton Creek hits the sweet spot for executive retreats or incentive trips. Attendees will love the resort’s modern Texas charm, full-service spa, and quick access to Austin’s music and culinary scene.

• • Awards: Best golf resorts in the Southwest by GOLF Magazine, Top 5 resorts in Texas by Travel + Leisure readers & many more
  • Rooms: 493 rooms and suites
  • Meeting Space: 76,000+ sq. ft., including outdoor pavilion
  • Sustainability: 80% locally and organically sourced food, reclaimed water irrigation, and on-site EV charging stations
  • For Non-Golfers: Relax and unwind at the Mokara Spa, enjoy live music, food & beverage tastings and family-friendly activities at the seasonal Summer in the Hills event, or venture out and explore the Austin music scene, Lake Travis, and Hill Country distilleries

Pinehurst Resort — Pinehurst, NC

With ten 18-hole courses and a variety of venue options for indoor and outdoor events of all sizes, Pinehurst is a dream for planners seeking heritage, hospitality, and variety. It offers everything from grand ballrooms to golf lodges and outdoor terraces, perfect for events with character. Attendees will enjoy lawn sports, spa visits, and rounds on the legendary No. 2 course—all wrapped in Southern charm. Sustainability-forward and full of history, it’s a winning pick for both corporate and social gatherings.

• • Awards: Top 10 Favorite U.S. Golf Resort, Top 10 Favorite U.S. Golf Resort for a Buddy Trip, Top 10 Most “Dreamed-About” U.S. Golf Destination and many more.
  • Rooms: 428 guest rooms at the Pinehurst Resort, plus several on-property hotels, cottages and inns
  • Meeting Space: Over 38,000 sq. ft. of meeting space at the Pinehurst Resort, plus eight additional venues across the golf complex
  • Sustainability: USGA Green Section Award for serving as a leader in sustainable golf course maintenance practices
  • For Non-Golfers: Indulge in relaxing treatments at The Spa at Pinehurst, enjoy the private 200-acre Lake Pinehurst for boating, fishing and swimming, or explore the nearby Seagrove pottery trail, Village of Pinehurst, and Pinehurst Gun Club

La Quinta Resort & Club — La Quinta, CA

For groups wanting sun, scenery, and Spanish-style charm, La Quinta is a standout. With 190,000 square feet of flexible space and five championship golf courses, this desert oasis blends laid-back luxury with logistical power. Planners can host everything from poolside receptions to black-tie galas under the stars. With 42 pools, world-class tennis, and year-round good weather, your attendees won’t want to leave.

• • Awards: GOLF’s Top 100 Best Courses in North America and Open Table’s Diners’ Choice Award
  • Rooms: 620 hacienda-style casitas and suites
  • Meeting Space: 190,000 sq. ft. indoor/outdoor space
  • Sustainability: ORCA food digesters, drought-tolerant landscaping
  • For Non-Golfers: Rejuvenate and recharge at Spa La Quinta, play tennis or pickleball at one of the top tennis resorts in the world, or take a dip in one of 42 on-site pools

Honorable Mentions:

The Greenbrier, America’s Resort – White Sulphur Springs, WV

A storied resort and National Historic Landmark with deep presidential history, four golf courses, 200,000 sq. ft. of space, casino games and spa treatments. 

JW Marriott Desert Springs Resort & Spa – Palm Desert, CA

Massive in scale with a one-of-a-kind canal boat system, two golf courses, over 230,000 sq. ft. of event space, and strong sustainability programs including, water conservation, composting and recycling.

The Biltmore Miami-Coral Gables – Coral Gables, FL

A historic Coral Gables icon offering a Donald Ross-designed golf course, a 23,000 sq. ft. resort pool, 75,000 sq. ft. of flexible event space, and eco-conscious upgrades within a landmark setting.

Final Thoughts: Tee Up Your Next Event

Golf course hotels offer a rare trifecta: natural beauty, elevated amenities, and exceptional event infrastructure. Whether you’re planning a conference, a retreat, or a client incentive trip, these properties create a setting where deals close and connections flourish.

Ready to plan your next event with ease? Sign up for a free GroupSync account to search, compare, and book golf course hotels (and thousands of other hotel venues) in one platform.

Originally published by Corporate Event News, written by our VP of Data, Analytics and Reporting, Kristi White…

Groups360 VP of Data, Analytics, and Reporting Kristi White explains how new technology platforms with instant booking capabilities are revolutionizing hotel group booking by offering greater efficiencies than traditional RFP processes.

The landscape of hotel group booking and meeting planning is changing rapidly. As the demand for business travel and events continues to grow globally, planners face increasing pressure to book hotels, secure meeting spaces, and manage logistics more efficiently. While the traditional request for proposal (RFP) process has been the cornerstone of group bookings for many years, planners continue to look for new solutions to reduce time-consuming tasks, eliminate inefficiencies and enable them to focus more on the strategic aspects of event planning.

RFPs, when handled well, can be an effective tool for securing group bookings. However, the process can sometimes be tedious, requiring planners to submit multiple proposals, wait for responses and navigate complex negotiations—if they even receive a response at all. In an era where speed and efficiency are paramount, the traditional RFP process can become a barrier to achieving the quick decision-making required for successful events.

With the rise of new technology-driven booking platforms, there are now solutions that not only streamline the RFP process but even eliminate it for smaller groups by offering alternatives, such as instant booking capabilities.

Rethinking the Traditional RFP Process

As a planner, you’re likely no stranger to the traditional RFP process. You understand the intricacies: submitting multiple proposals to hotels, waiting for responses, comparing offers, and negotiating terms. You also understand the pain of the RFP. The most obvious pain point is time. The process of waiting for responses and reviewing multiple proposals can take several days or even weeks, delaying your ability to move forward with the event planning process.

Additionally, the lack of transparency can be frustrating. Without real-time access to availability, rates and other essential details, planners often end up spending time with hotels that are unable to accommodate their needs. Additionally, communication breakdowns between planners and hotel sales teams—or even with third-party intermediaries—create further delays, leading to frustration for everyone involved.

RFPs also tend to be rigid, making it difficult to accommodate shorter booking windows, last-minute changes or adjustments to address the needs of different types of events. No matter the type of event, each event has its own unique requirements—but the inflexible nature of the traditional RFP process doesn’t always leave room for such customization. Especially when time is of the essence or when handling smaller events, planners need a more efficient way to secure bookings.

Instant Booking: A Game-Changer for Smaller Events

While RFPs remain a necessary tool for larger events, the instant booking feature available on platforms (such as GroupSync) is a game-changer for smaller meetings and groups. For events with fewer rooms or less complexity, planners can see availability and pricing live and book the hotel and event space immediately. There’s no need for an RFP or wait for hotel responses—everything is handled in real-time.

Planners no longer need to wait for responses or engage in lengthy negotiations. They can secure their desired venue on the spot, lock in pricing, and move on to other event planning tasks. This speeds up the booking process, making it much easier for planners to meet tight timelines and move forward with their planning.

This approach saves time and helps planners avoid the risk of losing out on desirable venues. In today’s competitive hospitality environment, hotels can quickly fill up, and availability can change in a matter of hours. Instant booking ensures planners can secure the venue they want before someone else does.

Data and Analytics: Enhancing the Planner’s Experience

Data and analytics will continue to play a crucial role in shaping the future of group booking. As planners use instant booking technology, these platforms gather valuable data about booking trends, planner behavior and event preferences. This data can be used to provide smarter recommendations, helping planners identify ideal venues and event dates based on historical data and market trends. For instance, platforms may use predictive analytics to recommend venues that have hosted similar events in the past or suggest dates that are most likely to align with the planner’s needs. These insights can help planners make more informed decisions, leading to better event outcomes.

As planners use these platforms for future events, the ability to personalize the booking experience will make planning even more efficient. Customizable search filters, the ability to replicate event specifications and tailored venue recommendations will save planners time and ensure a better match with the event’s needs.

The Future of Group Travel and Meetings in 2025 and Beyond

In the coming years, the future of hotel group bookings and meeting planning will be defined by increased speed, transparency, and flexibility. Technology-driven solutions are paving the way for faster, more efficient bookings, giving planners the tools they need to secure venues, negotiate terms, and manage logistics with ease. Instant booking capabilities for smaller groups will become a standard expectation, allowing planners to focus on what matters most—creating successful, impactful events.

As technology evolves, embracing new tools and technologies is essential for meeting planners who want to stay ahead in an increasingly fast-paced industry. The future of group travel is bright, with technology playing a central role in making the booking process simpler, faster, and more efficient for everyone involved.