Whether you’re planning a bachelorette party, corporate offsite, or family reunion, you probably have the “perfect” city in mind. Many cities develop reputations for being ideal for certain events—and those reputations are well-deserved.

However, your “perfect” city is probably somebody else’s perfect city too. And the popularity of many of these top-tier markets can sometimes have negative consequences such as:

• Higher Room Rates
• Limited Availability

So, before you invest time sending endless proposals to hotels only to find out that your perfect city is out of budget or unavailable during your event dates (a good reason why you should use GroupSync instead!) – check out our list of similar but smaller cities to consider for your event.

We’ve taken 5 of the most popular destinations booked on GroupSync in 2023, and found cities in 2nd and 3rd tier markets that offer a similar experience.

Spoiler alert: our recommended cities could save you $50-$160+* per room/night, and they’re more likely to have availability during your event dates.

Here are our top 5 similar but smaller cities to consider for your next group event:

Alexandria, VA vs. Washington, DC

Estimated Savings: $92.12 per room/night

Book: Alexandria, VA

In 2023, Washington, DC, was the #1 booked city in GroupSync—and it’s easy to understand why. The US Capitol is a vibrant city full of history, architecture, and culture.

Just five miles away, however, lies the much more budget-friendly Alexandria, VA. Alexandria has proximity to the same amenities as the US Capitol—without the expense and city traffic. Founded in 1749, Alexandria offers a rich history to explore while still accommodating every palate with hundreds of restaurants.

• Ideal for: Weddings, family reunions, school groups.
• Unique Attractions: Enjoy a “ghost tour” from Alexandria Colonial Tours!
• Transportation: The city is served by Reagan National Airport and offers five Metrorail stations, Amtrak, and a free trolley service along King Street. In addition, the city offers a water taxi service aboard the Cherry Blossom, an authentic sternwheeler that can also be booked for weddings.
• Convention Center: The Cooperative Plaza Conference Center can accommodate up to 750 people.

Where to start:
• Visit Alexandria

Milwaukee, WI vs. Chicago, IL

Estimated Savings: $59.02 per room/night

Book: Milwaukee, WI

If you’re looking for a charming Midwest venue, look no further than Milwaukee, WI. Similar to nearby Chicago, Milwaukee offers many amenities and attractions that can make it just as appealing as the Windy City.

The Milwaukee RiverWalk offers endless entertainment options for groups of all sorts. Dine al fresco at dozens of patios, restaurants and bars. Take a selfie with the Bronze Fonz, a statue honoring Arthur Fonzarelli, aka, “Fonzie” from the popular 1950’s based sitcom “Happy Days”. Or enjoy a show at the Peck Pavilion outdoor theater and event venue. From boat cruises to brews, this 3.7 mile waterfront district has something for everyone.

Speaking of brews, make sure to check out the Pabst Mansion. The former family home of Captain Frederick and Maria Pabst of the Pabst Brewing Company, is now an award-wining museum and event venue. Ideal for small gatherings, receptions and micro weddings, this unique space combines history, art and elegance for an unforgettable event.

• Ideal for: Family reunions, weddings, company meetings and offsites.
• Unique Attractions: Even if you aren’t a motorcycle buff, take the time to check out the only Harley-Davidson Museum in the world and celebrate this iconic American brand.
• Transportation: Milwaukee is served by Milwaukee Mitchell International Airport, and there are ample ground transportation options, including rideshare services, public transit, and even electric scooters!
• Convention Center: Milwaukee’s newly remodeled Baird Center will offer 1.3 million square feet of meeting space.

 
Where to start:
• Visit Milwaukee

Louisville, KY vs. Nashville, TN

Estimated Savings: $55.00 per room/night

Book: Louisville, KY

If you’re planning a bachelor or bachelorette party, Louisville, KY, offers many of the advantages of Nashville, TN, at a much more budget-friendly rate. Known as Bourbon City, Louisville is the official starting point of the Kentucky Bourbon Trail and features more than ten distilleries, giving it ample entertainment options that won’t make you miss Nashville’s Broadway.

But Louisville features much more than just its signature spirit. Home to such slices of Americana as the Louisville Slugger baseball bat, Kentucky Fried Chicken, and the Kentucky Derby at Churchill Downs, the city is also home to multiple Fortune 500 companies and boxing legend Muhammad Ali!

• Ideal for: Bachelor/bachelorette parties, corporate offsites, weddings, family reunions.
• Unique Attractions: For a one-of-a-kind adventure, check out the Louisville Mega Cavern—a 100-acre theme park located entirely underground in a former limestone quarry!
• Transportation: The city is served by Muhammad Ali International Airport,
  and there are multiple shuttles and public transportation options within the city. In addition, there are several electric scooter companies around the downtown and surrounding areas for local travel.
• Convention Center: The Kentucky International Convention Center can host events up to 4,000 people, making it ideal for large conferences or company meetings.

Where to start:
• Go to Louisville

Atlantic City, NJ vs. Las Vegas, NV

Estimated Savings: $70.35 per room/night

Book: Atlantic City, NJ

If it’s nightlife you’re looking for with your next group event, consider Atlantic City, NJ for that Vegas experience without the expense. With year-round shows, multiple casinos, and even an amusement park at Steel Pier, Atlantic City shares many features of its larger cousin out west.

With multiple conference and meeting centers, Atlantic City is an ideal destination for corporate events and sales meetings.

If golf is your game, break up the meetings at one of over 25 courses around the city. For those attendees who prefer salt air and sand, there’s the famous Atlantic City Boardwalk and several miles of free access to the Jersey Shore.

• Ideal for: Corporate offsites and meetings, bachelor/bachelorette parties, class reunions.
• Unique Attractions: If you’re feeling energetic, climb the 228 steps of the Absecon Lighthouse, the third tallest lighthouse in the United States!
• Transportation: Atlantic City is served by Atlantic City International Airport. On the ground, the city offers Jitneys—minibuses that run 24/7 to most locations in the city at fares of just $2.50 per person.
• Convention Center: The Atlantic City Convention Center features almost one million square feet of space.

Where to start:
• Visit Atlantic City

Austin, TX vs. San Diego, CA

Estimated Savings: $162.86 per room/night

Book: Austin, TX

For sun and good vibes, it’s hard to beat Austin, TX—especially considering that you can save over $160 per night on average over San Diego, CA!

Known as the Live Music Capital of the World®, Austin features entertainment in every corner—from the airport terminal to clubs to outdoor festivals and indoor concert halls. The walkable downtown area makes popping in and out of unique venues easy, and music lovers can enjoy some of the best acts in the world as they take in great food and drink.

If it’s water, sand, and sun you want, rent kayaks, canoes, or paddleboards for yourself or the whole group through Rowing Dock on Lady Bird Lake. And for more outdoor adventure, get outside the city for plenty of hiking, biking, camping, swimming, and even climbing in Texas Hill Country.

• Ideal for: Weddings, company offsites, family reunions.
• Unique Attractions: For those who enjoy the music of nature, there’s ample opportunity to view hundreds of different species of birds throughout the Austin area. The Zilker Botanical Garden offers great bird-watching opportunities and it can even be rented out for a wide variety of indoor and outdoor events.
• Transportation: Austin is served by three airports; the primary airport is Austin-Bergstrom International Airport. The city has multiple ground transportation options, including public buses and rail lines, rideshare options, and shuttles.
• Convention Center: The Austin Convention Center offers 881,400 square feet of meeting space, making it ideal for a large corporate meeting.

Where to start:
• Visit Austin

Could a 2nd or 3rd tier city be your 1st choice?

Even if your event dates and budget are not flexible, many 2nd and 3rd tier cities can offer a top-notch experience when the top-tier market is out of reach.

Of course, there are many factors to consider when choosing the destination for your next group event:

• Value
• Availability
• Unique experiences
• Location

With so many great smaller cities around the country, you can plan your next group event with confidence—and save money in the process!

Find and book the perfect hotel for your group event with GroupSync – get your free account today!

*Based on average room rates booked on GroupSync in 2023, all room rates subject to change.

For group travel, meetings and events, costs are always a factor to manage. In fact, a 2024 survey by hospitality solution provider Knowland Group found that 47% of planners identify event costs being their number one area of dissatisfaction. And there’s not much relief in sight; the same survey found that meals and audio-visual expenses are expected to rise by 50% this year.

But costs aren’t the only concern the survey identified. Approximately 45% of planners say that sustainability is a priority for them, and about 35% have implemented some sustainability practices.

This begs the question…is it possible to reduce event expenses and be a little more eco-friendly in the process?

We think so. And with a little creative thinking and some simple tweaks, any group event planner can reduce impact to both the budget and the environment.

We’ve pulled together four ideas on how to do just that. While this list isn’t meant to fit every program, it is meant to be a starting point for thinking outside the box.

Find hotels that align with your needs

This all starts with choosing a hotel that makes both economic sense and offers eco-friendly options at the same time. If sustainability is a greater concern for your group, consider the venue’s policies and the on-property steps they take. For example, Marriott and Starwood venues are on track for 100% sustainability certification by 2025, with 650 hotels pursuing LEED certifications.

Some groups may find airport hotels the most convenient and economical option, especially if the group doesn’t have a high need for entertainment or restaurant options. For small corporate meetings or training events, attendees can fly in and out easily and either walk or use the airport shuttle to save on local transportation costs. Airport hotel rates can be very reasonable, even when room rates in the rest of the city are high.

Minimize Food Waste

Before planning any breaks or meals, think about your group. Do you need a large, formal dinner? For a wedding or reunion, you may, but for a sales team meeting, individuals may prefer to go out on their own. If you’re planning a larger event, look at previous years’ attendance for guidance. If formal dinners were poorly attended, give people the flexibility to go out for meals on their own.

You could find that attendees may prefer to explore the local cuisine. Work with the hotel to curate a list of nearby recommendations and give attendees a “free” night to discover what the city has to offer. This can bring your costs down and encourage the local economy at the same time.

If you’re planning to host meals within the hotel, there are several benefits to reducing the quantity of food provided without impacting the quality of the attendee experience. For example, for working meetings, consider cutting the number of food options offered. By cutting excessive food options, you can reduce costs and food waste.

You can also opt for more vegetarian options that are often less expensive (and usually have a lower environmental impact) than meat dishes. More veggie dishes may be a preferred way to go anyway, one case study of the 2023 IMEX Frankfurt event found a 20% uptick in the selection of a vegetarian option. Locally sourced food can often be less expensive with the added benefit of contributing to the local economy.

When it is time to sit down for a formal meal, pre-portioned plated servings can be less expensive than an all-you-can-eat buffet style. While there are labor costs to consider, overall, plated options tend to reduce waste and environmental impact. The IMEX Frankfurt 2023 Sustainable Event Report found that, by serving nearly 3,500 meals with reusable dishes and flatware, the event saved the equivalent of 51 barrels of oil in emissions reduction.

Use QR codes and go paperless

There’s been a resurgence of QR code usage as they make it easier to replace paper printouts for digital assets. There are several free QR code generators available, all of which are pretty easy to use. Attendees also have it easy since most basic photo apps on mobile devices have QR code compatibility.

For tradeshows, include a QR code on the back of each attendee’s badge that, when scanned, shows a map of the tradeshow floor and event agenda.

And for event planners, QR codes can enable easy access to an attendee experience survey.

Make smarter swag choices

Event attendees all approach swag a little differently. Some look forward to collecting it, some ignore it entirely, and some may collect everything and then leave things behind when their suitcases get too full. For swag to make economic and environmental sense, be intentional about the giveaway.

For example, a reusable water bottle from Fill it Forward can be refilled at any water station, during and after your event. In addition to your company logo, these bottles have a QR code that when scanned, it unlocks a donation to support clean water projects—ensuring that the benefits to the environment will continue long after your event has ended.

Ready to book your next cost-effective, eco-friendly event? Find and book the perfect hotel on GroupSync!

Instant Booking—the ability to book hotel room blocks and/or meeting space directly online—is finally a reality for the group travel industry.

And although this game-changing feature will have a very positive impact on group travel and meeting planning, this capability is still new to both group travel planners and hoteliers alike.

Putting it plainly, it enables an exciting, industry-wide change in how we think about booking hotels for groups. 

After all, smaller group stays and meetings now represent the majority of all group bookings. And [spoiler alert] smaller groups (10-25 rooms) and meetings (up to 50 attendees) are what GroupSync Instant Booking was designed for.

But this newer way of booking groups leads to the ultimate question travel organizers and planners may have…

“When does booking hotels instantly—vs an RFP or proposal process—make sense for me and my group?”

Well, you’ve come to the right place. We’ll break down our top 5 examples when Instant Booking makes perfect sense for you and your group event, instead of using GroupSync’s Smart RFP.

To see a quick video on how Instant Booking works, click here.

5 examples when booking group hotels instantly makes your life easier

Instant Booking is the fastest, easiest way to secure rooms and meeting space for your group. Suitable for both professional and personal uses, the need and convenience for Instant Booking may be more common than you think.

Let’s walk through our top five examples when Instant Booking is the best way to go.

1. You only need to book a meeting room

THE SCENARIO: The team needs your help with booking an off-site meeting that’s centrally located to all…with some presentation equipment and food/beverage breaks.

Executive assistants and meeting planners have long relied on the traditional phone tag with several hotels, or multiple RFPs just to book a sales kickoff, board meeting, or a team huddle.

While these old-school processes can take days or weeks before anything is contracted, GroupSync can help you solve this issue in minutes.

In GroupSync, you can quickly choose the location, meeting space, select your equipment needs and your catering options—all handled online, without an RFP or contacting the hotel.

2. You only need to book 10-25 sleeping rooms

THE SCENARIO: Maybe you’ve drawn the short straw as the “volunteer” to arrange travel for your kid’s soccer team tournament, a friend’s weekend trip, or perhaps you’ve got team members coming from out of town to visit the office.

Fear not. Booking 10+ sleeping rooms for your small group, no matter the reason, can be done easily with GroupSync. Within minutes, you can search, shop, and book the perfect hotel for your group stay—receiving group rates and availability in real-time as you shop.

3. You need to book a hotel during non-working hours

THE SCENARIO: It’s 10pm on Saturday night and you and your friends decide it’s time to finally book that weekend getaway. No more procrastinating – we’re doing it right here, right now.

Sometimes you need to book a hotel and there’s no one to contact for questions on rates and availability. It may be after hours, or on the weekend…it doesn’t matter, you just need it done on your schedule.

Instantly book what you need, when you need it, and on your own terms. Just like any other typical online purchase, you can tackle the task of booking group rooms or meeting space 24/7.

4. You have MAJOR time constraints and you need to book now!

THE SCENARIO: Oops! You just realized that you need to reserve hotel rooms for an upcoming event. No worries. No one will ever know that you waited until the last minute when you use GroupSync.

Okay, but what if this event is next week?

This is where Instant Booking shines. Since there’s no RFP process to manage, and no direct communication with the hotel sales team, you’re able to book your group instantly online with an immediate confirmation.

5. You need to book a complete meeting with out-of-towners

THE SCENARIO: You need to book an off-site breakfast meeting for the team so they can present the quarterly projections. This meeting’s going to require lots of coffee and snacks!

In a single online booking using GroupSync, you can secure 10-25 guest rooms, meeting space, A/V equipment and catering—everything you need for a complete meeting, all in the same booking.

There you have it, our top examples of when Instant Booking can help you for both personal and professional group needs. Only GroupSync offers Instant Booking for group rooms and meeting space, at scale. To sign up for a FREE GroupSync account, visit groupsync.com/register.