Effective room block management goes beyond simply booking a group of rooms—it involves creating a streamlined, efficient process that benefits both the event planner and the hotel. Whether you’re organizing a wedding, conference, or company offsite, the effectiveness of managing room blocks plays a pivotal role in the event’s outcome. Our SVP of Attendee Experience, Matthew Howden, has crafted this comprehensive checklist to help any planner keep their hotel room block planning process well organized.

Booking and managing room blocks is a crucial aspect of event planning that can significantly impact your event’s success. From securing the best rates & avoiding attrition risks to ensuring a smooth experience for attendees, every detail matters.

This comprehensive checklist will guide you through each stage of securing and managing a room block so nothing is overlooked.

Stage 1: Pre-Event Planning

Determine Your Event’s Needs

✔️ Event Type and Size: Define the nature of your event (conference, corporate retreat, wedding, etc.) and estimate the number of attendees.

✔️ Accommodation Requirements: Calculate the number of rooms required based on your guest list and any special accommodation needs. Based on the event, this won’t always be the same as your number of attendees. Find out how many people are local and will not need hotel rooms.

✔️ Logistics Coordination: Oversee logistics such as transportation between the hotel and event venue to ensure everything runs smoothly. Proper coordination avoids delays and keeps the event on schedule, contributing to a positive overall experience.

Research Potential Hotels

✔️ Location: Choose hotels close to your event venue, with easy access to transportation and local amenities.

✔️ Destination: Research your chosen destination to plan off-site activities and provide information to attendees on potential weather so they can pack accordingly.

✔️ Capacity: Ensure the hotel can accommodate your group size comfortably. For large groups, multiple hotels may be needed to accommodate your guests or offer different price points.

✔️ Amenities: Consider the facilities your attendees might need, such as Wi-Fi, fitness centers, business services, or local shuttle services.

✔️ Reviews and Reputation: Check reviews and ratings on travel review sites to ensure high-quality service.

INSIDER ADVICE: Use a tool like GroupSync Marketplace to simplify this process. Search, shop and book hotels for groups from a single web-based solution. GroupSync Marketplace simplifies the hotel sourcing process – leading to faster, better hotel responses.

Request for Proposals (RFPs)

✔️ Send detailed RFPs: Details are important, know exactly what you want/need, outlining your room block needs, event dates, and any special requirements (e.g., hospitality suites, late checkouts or alternate dates).

✔️ Initial Outreach: Contact multiple hotels (up to 10 is a good number) to get quotes and availability. Provide them with your RFP to start negotiations.

✔️ Compare Offers: Evaluate the offers based on price, amenities, location, and flexibility in contract terms.

INSIDER ADVICE: Check out this video from GroupSync for tips on what to include in your RFPs in order to get quick responses from hotels.

Stage 2: Negotiating the Room Block Contract

Understand Contract Terms

✔️ Attrition Clauses: Ensure you understand the hotel’s policy on room block attrition, which refers to the number of rooms that must be filled to avoid penalties.

✔️ Cancellation Policies: Review the cancellation terms and fees. Negotiate for flexibility where possible.

✔️ Cut-Off Dates: Clarify the deadline for room reservations to ensure attendees book within your block.

INSIDER ADVICE: Check out this article on 5 Tips to Avoid Room Block Attrition.

Negotiate for Added Value

✔️ Discounts and Perks: Negotiate for group discounts, complimentary upgrades, or added amenities like free Wi-Fi or breakfast.

✔️ Comp Rooms: Discuss the possibility of complimentary rooms or suite upgrades based on the number of rooms booked.

✔️ Early Check-In/Late Check-Out: Request flexibility on check-in and check-out times to accommodate your event schedule.

INSIDER ADVICE: Since many guests are booking closer to the event dates, making it difficult to accurately predict pick-up, you could;

• Negotiate with the hotel to include any reservations made after the official cut-off date in your attrition clause. This way, late bookings still count toward meeting your minimum room commitment, helping you avoid potential penalties.
• Negotiate a time-bound early bird rate to entice guests to grab a great rate and complete their booking early.
• Read this article: 5 Tips for Negotiating Rates and Concessions.

Finalize the Contract

✔️ Review the Fine Print: Carefully review the contract terms, focusing on penalties, deadlines, and any additional fees.

✔️ Legal Review: Consider having a legal advisor review the contract before signing.

✔️ Sign and Secure: Once satisfied, sign the contract and secure your room block.

INSIDER ADVICE: Use an eSignature software like DocuSign, DropBox Sign, SignWell or SignNow to name a few. This will keep all your contracts in one secure location, it also prevents poorly scanned and signed documents that get difficult to read.

Stage 3: Managing the Room Block

Explore Options for Managing Your Room Blocks

✔️ Spreadsheets: If you know everything about your attendees and have a simple room block with 1 attendee type, a simple rooming list (spreadsheet) could be ideal. Compile your list and send to the hotel when required.

✔️ Hotel Booking Links: If the hotel you work with has group booking software as part of their offering, this will help you automate the process and reduce the workload for you.

✔️ Software: Use professional Room Block Management software, like GroupSync Housing to reduce your workload, improve room block pickup and meet or exceed your contractual obligations to the hotel.

It’s features include:

• Sub-blocks: Create a unique booking website for each attendee type. Your delegates, speakers, sponsors & event staff may all have different room types, rates, and billing configurations, the unique sites streamline inventory allocation to the correct attendees.
• Shoulder nights: Guests can take advantage of Bleisure (Business leisure) and book shoulder nights at the group rate for a little R&R. This saves the guest from having to book a second stay via an OTA at the standard rates.
• Reservation edits: Guests can edit their reservation online reducing workload and stress for the event organizer.
• Import rooming lists: When you’ve received a rooming list from a group that wish to attend your event, easily import any spreadsheet (up to 1,000 guests) within seconds and eliminate manual data entry.
• Loyalty membership: Guests can enter their membership details and get recognized for their loyalty.
• Dashboard reporting: Measure the progress of your event at a glance.

INSIDER ADVICE: Groups360’s GroupSync Housing helps simplify the process and provides access to a dashboard to monitor the pickup and pace of your bookings. It can also help your guests book into shoulder nights, and allow them to book after the cut-off date at the rates you negotiate to help fulfill your contractual obligations.

Monitor Bookings

✔️ Tracking Reservations: Regularly check the pick-up status of room reservations to ensure your block is filling as expected and you meet your obligations to the hotels.

✔️ Communicate with Attendees: Remind attendees to book their rooms by the cut-off date. Provide them with a direct booking link, group code, or instructions.

✔️ Adjust as Needed: If bookings are lower than anticipated, consider renegotiating the contract terms to minimize or avoid penalties. You can also utilize attrition clauses to release unbooked rooms back to the hotel earlier, reducing your liability.

Stay in Contact with the Hotel

✔️ Regular Updates: Keep in touch with your hotel contact to discuss any changes or concerns as your event date approaches.

✔️ Room List Review: Regularly request rooming lists from the hotel to verify all reservations and any special requests. Frequent reviews help you stay in touch with guests who haven’t booked yet.

✔️ Plan for On-Site Assistance: Having on-site assistance during your event, whether from a dedicated hotel representative or an event planner, is crucial for swiftly addressing any issues that arise. This support ensures that accommodation problems or logistical challenges are handled immediately, allowing you to focus on the event’s overall success. On-site professionals provide peace of mind and contribute to a seamless experience for attendees, making them an essential part of any well-organized event.

Stage 4: During the Event

Ensure a Smooth Check-In Experience

✔️ Welcome Packets: Provide welcome packets at check-in with essential details like event agendas and instructions. This not only enhances the attendee experience but also ensures they have all the necessary information at their fingertips, reducing confusion and questions later.

✔️ Check-In Coordination: Collaborate with the hotel staff to streamline the check-in process, minimizing wait times and ensuring guests feel valued from the moment they arrive. A well-coordinated check-in sets a positive tone for the entire event.

✔️ Handle Issues Promptly: Be ready to address last-minute issues like room changes or special requests to maintain attendee satisfaction. Quick problem resolution helps avoid frustration and keeps the event running smoothly.

Monitor Attendee Satisfaction

✔️ Collect Feedback: Check in with attendees about their hotel experience, either informally or through quick surveys. This allows you to address concerns immediately and ensures that guests feel heard and valued.

INSIDER ADVICE: Online surveys are a great way to get honest feedback from your attendees. They’re easy to create and free on many platforms such as SurveyMonkey or Google Forms.

Stage 5: Post-Event Follow-Up

Review the Final Room Block Performance

✔️ Final Rooming List: Obtain and reconcile the final rooming list with your records to ensure accuracy. This step helps in confirming that all reservations were correctly handled and identifies any discrepancies.

✔️ Attrition and Penalties: Review any penalties or attrition fees and discuss adjustments with the hotel if necessary. Addressing these issues promptly can save costs and foster a good relationship with the hotel.

✔️ Invoice Review: Carefully review the final invoice to confirm that all charges are correct. This prevents any unexpected costs and ensures that your budget remains intact.

Provide Feedback to the Hotel

✔️ Post-Event Review: Meet with the hotel to discuss what went well and where improvements could be made. Constructive feedback helps the hotel improve future services and strengthens your partnership.

✔️ Testimonial or Review: If you’re satisfied with the hotel’s performance, consider writing a testimonial or review. Positive feedback can help the hotel attract future business and reinforce your good relationship.

Debrief with Your Team

✔️ Internal Review: Conduct a debriefing session with your team to evaluate what worked and what didn’t. This internal reflection helps improve future events and ensures continuous learning.

✔️ Document Learnings: Record key takeaways and update your room block management checklist for future events. Documenting lessons learned ensures that your team benefits from past experiences and continues to improve.

Looking for a New Solution?

For event organizers looking to streamline their room block management process, Groups360s Sourcing Solution and our Room Block Management Solution offers comprehensive tools and expert support.

Whether you’re managing a small corporate meeting or a large conference, we can help you secure the best rates, ensure attendee satisfaction, and avoid common pitfalls. Contact us today to schedule a demo and see how our solution can work for you!

This checklist will help you save time and money and ensure that your room block management process is thorough, efficient, and successful, no matter the size or type of event you’re organizing.

If you’re booking a small group for fewer than 25 people, there is no longer a need to go through the time-consuming RFP process. Instant Booking for hotels is now widely available and 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. Here are a few reasons why instant booking may be perfect for your group.

Now that we’re aligned on the benefits of Instant Booking for group accommodations, let’s take a look at several types of events that are perfect for GroupSync’s Instant Booking option.

Sports Groups

If you’ve ever been the Team Mom, you know just how much goes into planning youth athletics. If you haven’t been the Team Mom, trust us – it’s a lot!

Sports teams and athletic groups need to book accommodations quickly for away games and tournaments, and instant booking is a great solution for these needs:

GROUP ACCOMMODATIONS: Booking a block of rooms instantly ensures that all team members stay together, fostering team spirit and coordination. Not to mention it makes it easier for the chaperones to keep track of everybody.

LOCATION PROXIMITY: Instant booking allows you to quickly and easily find hotels within your budget that are close to sports complexes or event locations, reducing travel time and logistics.

COST-EFFECTIVE: Many hotels offer complimentary continental breakfast for hungry athletes. And having this convenience IN the hotel eliminates the need for planning and transporting large teams around an unfamiliar city early in the morning to make sure they’re properly fueled for the day.

EXAMPLE: Booking 20 rooms at a hotel near a sports complex ensures that the team can easily attend their events and have a comfortable place to rest. GroupSync™ allows you to enter the sports complex as your destination, letting you choose your hotel visually based on proximity to where you need to be.

Weddings

When you’re planning a wedding, there is no shortage of details to consider. With loved ones flying in from all over to celebrate, booking hotel accommodations should be a no-brainer. The goal is a swift and smooth booking process, which is why instant booking is ideal:

QUICK CONFIRMATION: With instant booking, you can secure your hotel wedding block immediately, allowing you to move forward with other wedding plans without delay.

CONVENIENCE: GroupSync allows you to sort by amenities to make sure your guests have everything they need at their fingertips at your selected hotel. This is important for things such as ensuring the hotel has an on-site restaurant or a pool.

FLEXIBILITY: Instant booking allows you to choose from a variety of hotels that fit your style and budget, ensuring you find the perfect spot for your guests.

EXAMPLE: A boutique hotel with a charming garden space can be quickly booked for a small wedding, providing a beautiful setting and accommodations for guests.

Educational Groups

Organizing an educational trip for a school, college, or any learning institution means logistics to manage. Whether you’re planning a school trip, educational conference, academic competition, or training sessions, ensuring that students and chaperones have suitable accommodations is paramount. Here’s how GroupSync Instant Booking simplifies the planning process:

EFFICIENT PLANNING: Educators and organizers can quickly secure accommodations, allowing them to focus on planning educational activities and programs.

SAFETY & SUPERVISION: Booking a hotel that can accommodate the entire group in a single property ensures that students and participants are easily supervised and safe.

BUDGET-FRIENDLY OPTIONS: Many hotels offer special rates for educational groups, making it easier to manage costs.

EXAMPLE: A college debate team can instantly book rooms at a hotel near their competition venue, ensuring comfortable and convenient lodging.

Small Business Team Events

To host a successful company outing, you should spend most of your time planning the events and activities, not playing email tag with multiple hotels to book a block of rooms. Instant booking eases the stress of planning off-site meetings, retreats, or training seminars:

QUICK ARRANGEMENTS: Instant booking allows business planners to secure meeting spaces and accommodations quickly, facilitating a smooth planning process.

PRODUCTIVITY BOOST: Having a dedicated space for team events fosters productivity and collaboration away from the usual office environment.

AMENITIES: Many hotels offer business-friendly amenities such as conference rooms, Wi-Fi, and AV equipment, making them ideal for team events.

EXAMPLE: A small tech startup can instantly book 15 rooms and a meeting space at a modern hotel, providing a perfect setting for their strategic planning retreat.

Instant booking is a valuable tool for securing hotel rooms and meeting space–especially for smaller events that require fewer than 25 guestrooms or 50 attendees.

Whether you’re organizing a sports group, planning a wedding, arranging an educational trip, or coordinating a small business event, instant booking offers a quick, convenient, and efficient solution.

Sign up for a free GroupSync account and discover how easy it is to reserve the perfect hotel for your group. Create your FREE GroupSync account now!

The landscape of group hotel bookings has evolved dramatically, particularly with the rise of instant booking platforms like GroupSync.

In 2024 alone, there has been a 97% increase in instant bookings compared to 2023, a testament to the growing trust and reliance on this efficient booking method. However, myths and misconceptions still abound.

Let’s debunk some common myths and present the facts about instant booking of hotels for groups:

Myth #1: The Person Who Books the Room Block is Responsible for Paying for ALL of the Rooms

MYTH: If you book a room block, you’re on the hook for paying for all the rooms.

FACT: Guests pay for their own rooms within your room block.

As the room blocker, a credit card is required to secure the reservation. This is very similar to transient travel. For example, when you book one hotel room for a weekend getaway.

After the room block is secured, your primary responsibility is to share the room block information with your guests so they can book their own rooms. You’ll want to collaborate with the hotel to monitor room bookings and ensure your guests book by the specified deadline.

Understanding the contract details, including the booking cutoff date, will be crucial to managing the room block effectively. Check out this article about the hotel attrition clause for 5 tips to help you avoid potential penalties and save your group some money.

Myth #2: Only Hotel Sales Staff Will Give Me the Best Rates

MYTH: The best rates can only be secured through direct negotiations with hotel sales staff.

FACT: Real-time rates in GroupSync™ are the same rates that hotel staff see.

GroupSync’s proprietary algorithms interface directly with hotel systems to offer the same competitive rates the hotel website provides. This automated process ensures transparency and consistency in pricing, allowing you to secure the best rates without the need for direct negotiations.

Myth #3: I Can Only Book a Room Block During Normal Business Hours

MYTH: Room blocks can only be booked during normal business hours when hotel staff are available.

FACT: Similar to Myth #2 above, you don’t need to talk to hotel sales staff to book a room block. Book what you want, when you want.

Instant booking is available 24/7. You can book a room block at any time, day or night.

Additionally, you can submit a Request for Proposal (RFP) online at your convenience, ensuring flexibility and efficiency in your planning process.

Myth #4: I’m Not a Professional Meeting Planner, How Do I Know I’m Getting a Good Rate?

MYTH: Without professional meeting planning experience, it’s impossible to know if you’re getting a good rate.

FACT: GroupSync provides access to historical data, including Average Daily Room Rate and Occupancy charts, giving you valuable insights into expected pricing.

This data-driven approach helps you make informed decisions, ensuring you get the best possible rates for your group booking.

Myth #5: I Have to Arrange My Own Catering and Bring My Own A/V Equipment

MYTH: Booking a meeting space online means handling your own catering and A/V arrangements separately.

FACT: Many hotels have on-site restaurants and in-house tech experts available to provide Food & Beverage and set up A/V equipment for your event.

You can seamlessly add Food & Beverage (F&B) and A/V requirements to your instant booking in one transaction.

For RFPs, you can include these needs in your proposal, streamlining the entire event planning process from the start.

Myth #6: I Can’t Get Hotel Rewards Points If I Book a Room Block

MYTH: Booking a room block means missing out on hotel rewards points.

FACT: Many hotel brands, including Hilton and Marriott, offer rewards programs specifically for event planners.

For example, Marriott’s Rewarding Events and Hilton’s Honors Event Planner Program allow you to earn points for bookings made within your room block.

This ensures that both you and your guests can benefit from hotel loyalty programs.

Myth #7: I Can’t Start Sourcing Hotels Until My Event Date is 100% Solid

MYTH: You need to have a confirmed event date before you can start sourcing hotels.

FACT: Even if your event date isn’t set in stone, you can still begin the sourcing process.

Provide the hotel with your tentative dates, such as the month or potential weekends that you think will work.

Including this information in your RFP can open the door to negotiations and flexibility from the hotel. A detailed RFP can turn a “no” into a “maybe” and potentially secure better options for your event.

Instant booking is a game changer when it comes to booking hotels for small groups and meetings.

There are a lot of misconceptions about instant booking. But at the end of the day, instant booking is designed to make booking hotels for groups easier and more efficient.

Whether you’re organizing a sports group, arranging an educational trip, or coordinating a small business event, instant booking offers a quick, convenient, and efficient solution to secure guest rooms and meeting space for your event/group.

Sign up for a free GroupSync account and discover how easy it is to reserve the perfect hotel for your group.

In today’s increasingly complex event landscape, ensuring the safety and privacy of attendees is paramount. Whether you’re organizing a small corporate meeting or a large-scale conference, understanding and implementing robust security measures is crucial to keep attendees and data safe. 

Ultimately, a solid risk management plan is vital for any event. Building a safe environment and emergency plan for your attendees will help you to be prepared for any scenario.

In addition to the tips below, an important part of any risk management plan will be consulting with legal counsel on event policies and insurance coverage. Check out our tips to help you get started.

Comprehensive Risk Assessment

Before planning an event, conduct a thorough risk assessment to identify potential security threats.

• Evaluate the venue
• Consider the nature of the event
• Understand the profile of your attendees

This assessment will help you create a tailored security plan that addresses specific risks and vulnerabilities when it comes to personal safety, cybersecurity, privacy, weather and other emergencies.

Each event will be different when it comes to preparing for safety. For example, when planning an outdoor reception, a planner should have a back-up plan in the event of unsafe weather like lightning strikes or high heat, while a large conference planner should be concerned with ensuring all meeting spaces have ample emergency exits.

If you’re not sure where to begin, this Event Safety Checklist from Eventbrite can help you get started.

At the end of the day, it comes down to making sure you are prepared for any situation and have back-up plans in place.

Collaboration with Local Authorities

Work closely with local law enforcement and emergency services to ensure a coordinated response in case of an incident.

• Communicate Your Plans: For larger events, it might make sense to share your event plan and security measures with local authorities so they can provide better support and integrate their resources with your event’s needs.
• Research Local Event Ordinances: Depending on the type of event, many municipalities require you to submit a permit or event security plan. Be sure to research or enquire with your venue to make sure you provide all necessary documents.

Physical Security Measures

Physical security is the foundation of any event safety plan. Here are some key measures to consider:

• Access Control: Use checkpoints, barriers, and security personnel to control access to the event venue. Ensure that only authorized individuals can enter restricted areas. Depending on the event, attendees should wear badges or wristbands to ensure only authorized people enter the event. Not all security has to be high-tech either. Simply blocking off unsafe areas with curtains or rope works for many events.
• Surveillance: Ensure your venue has cameras or security guards to monitor activity in and around the venue. This not only deters potential threats but also provides valuable evidence if an incident occurs.
• Security Personnel: Hire professional security staff to manage crowd control, monitor entrances, and respond to emergencies. Their presence can significantly enhance the sense of safety for attendees.
• Medical/First Aid: Make sure key individuals are aware of where First-Aid kits are stored and have access to supplies and local resources. Communicate clearly where guests should go for minor medical needs.

Cybersecurity Protocols

With the rise of digital interactions at events, cybersecurity is equally important.

Protecting attendees’ personal information and preventing cyber threats requires a proactive approach:

• Data Encryption: Ensure that any data collected during the registration process or through event apps is encrypted. This protects sensitive information from unauthorized access. Make sure to inform attendees how any data collected will and will not be used.
• Secure Wi-Fi Networks: Work with the venue to provide secure, password-protected Wi-Fi networks for attendees. Avoid using public networks that can be easily compromised.
• Regular Updates: Ensure the venue and/or tech partners keep all software and systems up to date with the latest security patches. This reduces the risk of vulnerabilities being exploited by cybercriminals.

Privacy Protection

Privacy concerns are increasingly significant for event attendees. Here are some steps to ensure that their privacy is protected:

• Data Minimization: Collect only the information that is absolutely necessary for the event. This reduces the risk of exposing unnecessary personal data.
• Privacy Policies: Clearly communicate your privacy policies to attendees. Let them know how their data will be used, stored, and protected.
• Third-Party Vendors: If you’re working with third-party vendors, ensure that they adhere to your privacy standards and have robust data protection measures in place.

Emergency Preparedness

Preparation is key to effectively managing emergencies. Develop a comprehensive emergency response plan that includes the following elements:

• Evacuation Procedures: Clearly outline evacuation routes and procedures in case of fire, natural disasters, or other emergencies. Ensure that all staff and security personnel are trained to assist in evacuations.
• Medical Assistance: Have medical personnel on-site to address any health emergencies. This includes first aid stations and access to emergency medical services.
• Communication Plan: Establish a communication plan to keep attendees informed during an emergency. This could include public address systems, mobile alerts, or social media updates.

Inclement Weather

In addition to the Emergency Preparedness tips above, your risk management plan should also consider these factors when it comes to weather risk:

• Have a Back-up Plan for Outdoor Events: It doesn’t have to be a category 5 hurricane to ruin an outdoor event. Additional concerns that could bring your outdoor event indoors include;  lightning, wind, rain, high heat, or freezing temperatures. Depending on the severity of the weather event, a back-up plan could be as simple as a tent or outdoor heaters, but in some cases it could mean moving the event inside.
• Power Outages: In case of an interruption in electricity, make sure the venue has flashlights or flameless candles on hand. You should also work with the venue to ensure emergency paths are lit with reflective material.

Continuous Monitoring and Improvement

Event security is not a one-time effort but an ongoing process.

Continuously monitor the event environment and gather feedback from attendees and security personnel. Use this information to improve your security measures for future events.

Prioritizing security and privacy at your events not only protects your attendees but also enhances their overall experience.

By implementing comprehensive security measures, preparing for emergencies, and safeguarding personal information, you can create a safe and secure environment for all participants.

Sign up for your free GroupSync™ account and gain access to over 200,000+ hotels to source for your events.

Selecting the perfect venue is one of the most critical steps in event planning. The right venue sets the tone, provides necessary amenities, and can make or break the success of your event.

When researching sites for your event, make sure you understand the value of your total program to the venue and how this can increase your ability to negotiate.

To help you narrow down your choices, here’s a guide to help you navigate types of venues and find the perfect one for your needs.

Hotel

Hotels are a popular choice for a wide range of events, from large conferences, small business meetings, weddings and social events of all sizes.

Here’s why:

Convenience and Amenities

Hotels offer comprehensive services, including catering, audio-visual equipment, sleeping rooms, and more. This convenience makes hotels a popular one-stop solution for event planners.

Professional Staff

Experienced event coordinators and support staff can help manage the logistics, ensuring everything runs smoothly and your guests enjoy an exceptional experience.

Variety of Spaces

Hotels often have multiple rooms and ballrooms that can accommodate different sizes and types of events. Whether you need a small meeting room or a grand ballroom, hotels have versatile options.

They also offer a variety of indoor and outdoor spaces, each providing a different type of event experience. Imagine a casual cocktail reception around the pool, followed by a formal dinner inside the restaurant. This simple change of scenery can create the illusion of two events in one.

Example:

Check out this guide from Northstar Meetings Group to see what brand and hotel type works best for you.

Convention Center

For large-scale events, such as trade shows, expos, or major conferences, convention centers are an excellent choice.

Large Capacity

Convention centers are designed to handle large numbers of attendees, providing ample space for exhibitors, breakout sessions, and keynote presentations.

Advanced Facilities

These venues are equipped with state-of-the-art technology, including high-speed internet, advanced AV systems, and ample electrical power.

Customization

The vast, open spaces in convention centers can be customized to fit the specific needs of your event, whether it’s setting up exhibition booths or creating a main stage for presentations.

Location

Convenience is key when considering convention centers. Many are in major cities, with close proximity to airports, transportation needs, walkability, and nearby accommodations and restaurants.

Example:

The Las Vegas Convention Center offers over 3.2 million square feet of space, making it one of the largest and most versatile venues in the world.

Check out this handy list of top convention centers in the U.S.

Restaurant

Restaurants can be an intimate and unique setting for smaller events such as dinner parties, corporate luncheons, rehearsal dinners, or cocktail receptions.

Ambiance

Restaurants often provide a distinct atmosphere with their decor, lighting, and overall ambiance, which can enhance the event experience.

Culinary Excellence

By choosing a restaurant, you ensure that food and beverage quality will be top-notch, with a menu tailored to your event.

Convenience

Restaurants often come with built-in amenities such as seating, decor, sound systems, and valet parking, reducing the need for additional rentals and services.

Example:

A Michelin-starred restaurant can add an element of prestige and sophistication to your event, offering guests a memorable culinary experience.

For more tips, check out this blog we did about how food and beverage can shape your event.

All-Inclusive Resort

For a hassle-free planning experience, all-inclusive resorts provide everything you need in one location. These types of resorts are great for the hands-off planner looking to book a one-stop-shop venue that takes care of all the needs of their attendees.

Comprehensive Packages

Resorts offer packages that include accommodations, meals, event spaces, and recreational activities, drastically simplifying the planning process.

And as an added bonus, these activities tend to be hosted at the resort – eliminating the need to arrange transportation and the hassle of making sure the group gets to the event on time.

Thanks to these pre-approved packages, the number of decisions the planner has to make is significantly lowered!

Destination Appeal

Holding your event at a resort can double as a getaway for your attendees, adding an element of relaxation and enjoyment. You may even increase your attendance rate by giving people an excuse to visit a location they’ve had on their bucket list!

Professional Planning

Resorts have dedicated event planners who can assist with every detail, from logistics to entertainment, ensuring a seamless experience.

Example:

Resorts offer luxurious all-inclusive packages, making them a popular choice for destination weddings and corporate retreats. These resorts provide everything from stunning venues to gourmet dining, ensuring an unforgettable experience for all attendees.

Outdoor Venue

For those seeking a natural and picturesque setting, outdoor venues like parks, gardens, or beaches provide a stunning backdrop for your event.

Scenic Beauty

The natural beauty of outdoor venues creates a breathtaking setting for events such as outdoor beach weddings, corporate picnics, or festivals.

Flexibility

Outdoor spaces offer flexibility in terms of layout and design, allowing you to create a unique event environment.

Keep in mind rental, logistical, and weather considerations if you choose to plan an outdoor event.

Seasonality can play a big part in selecting your destination. For example, you probably wouldn’t want to book an outdoor event in Minnesota in January due to the snow and cold. Whereas, Florida may have better weather in January, but that could come at a higher price.

Fresh Air and Open Space

Outdoor venues provide a refreshing change from traditional indoor spaces, offering plenty of room for guests to move around and enjoy the scenery.

Example:

Botanic gardens offer a beautiful and versatile setting for various events. With their lush landscapes, serene lakes, and diverse flora, they provide a perfect spot for creating memorable and picturesque gatherings. Botanic gardens often have multiple areas that can accommodate different types of events, from intimate ceremonies to large-scale celebrations.

Selecting the right venue is crucial to the success of your event.

By considering the type of event you’re hosting and the specific needs of your attendees, you can choose a venue that enhances the experience and ensures a memorable occasion.

Once you’ve chosen the type of venue that works best for you, be sure to consider your attendees and their needs. This guide to ADA compliance from Accessibility.com is a great resource to review before you make your final venue selection.

Ready to find the perfect venue for your next event? Sign up for a free GroupSync™ account and explore a wide range of hotel venue options tailored to your needs. Create your FREE GroupSync account now!

When planning an event, the food and beverage offerings should complement and enhance the overall experience for your attendees. Whether it’s a corporate retreat, a lavish wedding, or an industry conference, what you serve, how you serve it, and the thoughtfulness behind your choices leave a lasting impression. 

What You Serve

Keep in mind the type of meal you provide will influence the energy and engagement of your attendees.

For instance, a heavy meal at lunch during a conference or meeting might leave participants feeling sleepy or sluggish during afternoon sessions, stifling audience participation and group discussion.

Instead, consider lighter, nutrient-rich options that sustain energy and keep minds sharp. Lunch options such as fresh salads, lean proteins, and whole grains can be perfect choices to maintain productivity throughout the day.

Options for Those with Dietary Restrictions

In today’s diverse dietary landscape, accommodating guests with dietary restrictions is essential.

Offering vegan, gluten-free, and other specialized options ensures all attendees feel included and cared for. This attention to detail not only shows respect but also enhances the overall experience by preventing any dietary issues that could detract from the event’s success.

As you’re planning your event, gather information regarding attendees’ dietary needs and preferences to ensure there are nutritious, filling options for everyone.

Check out this great article from Skift Meetings for detailed information on dietary restrictions.

Open Bar vs. Closed Bar

Choosing between an open bar and a closed bar is a bigger decision than it seems! The option you choose will set the tone for your event.

An open bar fosters a more relaxed and social atmosphere, ideal for weddings, social galas, and sponsored happy hours. However, for other events, a cash bar or ticketed bar with a limited selection might be more appropriate to maintain professionalism.

Tailor your bar service to the nature of your event, the preferences of your attendees, and be sure to keep your event budget in mind. Evite has a great drink calculator to help you buy the appropriate amount of each type of beverage.

High-Quality & Unique Options

Serving high-quality or unique food and beverages can really put your event over the top, turning a good event into a truly memorable experience.

At weddings and galas, for example, offering signature cocktails, gourmet hors d’oeuvres, or an elaborate dessert station can leave a lasting impression. Unique food presentations and interactive stations, like a live sushi bar or a gourmet taco truck, provide engaging experiences that attendees will talk about long after the event.

Check out these current food trends from Party Slate!

Food Presentation Psychology

Guests probably don’t even realize it, but everything down to the table setting can influence our overall enjoyment of a meal.

For example, smaller plates can make small portions appear to be larger, and heavier forks and knives have been proven to make food taste better. Research from the University of Oxford found that the size, weight, shape and color of our cutlery influences our perception of how the food actually tastes.

All of these small details tap into our senses and emotions, ultimately influencing our memory of the event.

Bonus Tip: Avoid floral arrangements with fragrant flowers, such as lilies on the table. The smell of the flowers can interfere with how people perceive the taste and quality of the food.

Local Restaurants

Partnering with local restaurants for catering not only supports the community but also provides attendees with a taste of the local cuisine. This is especially beneficial for events with out-of-town guests, as it gives them an authentic culinary experience.

Highlighting local specialties can also be a great conversation starter and adds a cultural touch to your event.

Destination & Theme-Specific Cuisine

Consider aligning your food and beverage choices with the event’s location or theme to enhance the overall experience.

Tapping into local delicacies can make the event feel more immersive and special. For example, you can serve fresh crab at a Maryland event, offer a variety of cheeses and charcuterie at a Wisconsin gathering, or feature a signature margarita in Mexico.

And for a once-in-a-lifetime experience, work with hotel staff to arrange an authentic pig roast for a luau-themed event in Hawaii.

This attention to detail gives guests a taste of the local culture while establishing positive memories associated with your event.

Focus on Sustainability

Incorporating sustainability into your food and beverage planning can appeal to environmentally conscious attendees. Reducing food waste, using eco-friendly materials, and sourcing local and organic ingredients are practices that demonstrate a commitment to sustainability.

The 2022 IMEX America event is a fantastic example of food waste reduction in action! In addition to reducing waste at the source, IMEX America recovered and donated 113kg of food to the Three-Square Food Bank, translating to about 208 meals reaching those in need. Food that could not be reduced at the source, or donated to humans, was routed to Las Vegas Livestock to feed pigs. A whopping 18,249kg of event material was sent to Las Vegas Livestock instead of a landfill.

By considering these factors, you can ensure that the food and beverage choices at your event contribute positively to the overall experience, leaving your attendees satisfied and impressed.

Thoughtful planning and attention to detail can transform an ordinary event into an extraordinary one, creating memorable moments that attendees will cherish long after the day has ended.

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