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.

Planning a group trip can feel like juggling ten plates at once. Between coordinating hotels, venues, transportation, meals, and activities, the process is complex and time-consuming. Especially in a city as rich and dynamic as Washington, D.C., group travel comes with both excitement and a long to-do list. Whether you’re organizing a corporate summit, educational program, or milestone celebration, you need tools that make logistics easier and more efficient.

Washington, D.C. offers an unbeatable setting for group events. The city blends historic gravitas with modern hospitality, offering everything from iconic sightseeing to world-class dining, renowned museums, and unique event venues. Add to that three major airports, one of the most walkable downtown areas in the country, and easy public transit access, and D.C. becomes an obvious choice.

In this guide, we’ll cover everything from where to stay and what to see to the best event venues by square footage. Along the way, you’ll learn how GroupSync™ by Groups360 can help simplify your group planning, so you can focus on connection instead of coordination.

Why Washington, D.C. is Perfect for Group Travel

Washington, D.C. is a city that inspires big ideas and meaningful moments. With a blend of iconic architecture, storied institutions, and dynamic neighborhoods, D.C. offers groups a setting that feels both significant and exciting. It’s a place where history, culture, and connection come together.

The city is well-equipped to host groups of all sizes. It is served by three major airports—Reagan National (DCA), Washington Dulles (IAD), and Baltimore/Washington International (BWI)—and features one of the most robust public transportation systems in the country. The Metrorail system, combined with buses, rideshare options, and group shuttle services, makes it easy to get around without hassle.

D.C. is also filled with group-friendly experiences. The National Mall is perfect for walking tours and outdoor team-building activities. The Smithsonian museums offer free, world-class exhibitions with space to accommodate large groups. Restaurants, rooftop bars, and waterfront venues provide memorable backdrops for evening events. With a wide variety of hotels and meeting spaces available, many with generous square footage and high-tech amenities. It’s easy to plan a comfortable, efficient stay.

From its cultural depth to its logistical strengths, Washington, D.C. is built for impactful group gatherings.

Must-See Attractions for Group Travelers

Washington, D.C. is packed with group-friendly destinations—from iconic landmarks and world-class museums to vibrant outdoor spaces. Here’s a curated list of top picks ideal for group visits:

NATIONAL MALL & MONUMENTS

This iconic stretch is home to the Lincoln Memorial, Washington Monument, and U.S. Capitol, making it the perfect setting for walking tours and group photos. For an elevated experience, book a guided night monument tour with a professional operator—many include transportation and offer stops at 8–10 monuments over 2 to 3 hours.

SMITHSONIAN MUSEUMS

With 16 museums and galleries surrounding the National Mall, including the National Museum of American History and National Air and Space Museum, the Smithsonian Institution provides rich, no-cost group experiences.

Groups of 10+ have access to guided tours and special discounts.

THE WHARF

Located along the Southwest Waterfront, The Wharf is a lively development with waterfront restaurants, boutique shopping, live music venues like The Anthem, and even seasonal kayak tours. It’s ideal for casual group outings or sunset dinners with a view.

POTOMAC PADDLE SPORTS

Get your group on the water with a private kayaking or paddleboarding experience through Key Bridge Boathouse or Fletcher’s Cove Boathouse. They offer group-friendly rentals, guided moonlight paddles, and educational eco-tours right on the Potomac.

ROCK CREEK PARK

This 1,700-acre national park within the city offers group-friendly hiking trails, picnic groves, and even horseback riding. Permits for group activities and facility reservations can be managed through Rock Creek Park’s group visit page.

GEORGETOWN WATERFRONT & HISTORIC DISTRICT

Plan a walking tour of Georgetown’s historic homes, boutique shops in Book Hill, or a riverside dinner at one of the many group-friendly restaurants along the waterfront. The Georgetown BID site offers up-to-date info for group planners.

INTERNATIONAL SPY MUSEUM

For a fun and interactive outing, book a group tour at the International Spy Museum. Packages include self-guided exhibits, immersive missions, and private event rentals for larger groups.

THE KENNEDY CENTER

End your evening with a performance at The John F. Kennedy Center for the Performing Arts. They offer group discounts for 20+ guests and can help organize seating blocks for shows, ballets, and live music performances.

Hotel and Accommodation Recommendations

Washington, D.C. offers a range of group-friendly hotels—from luxury landmarks to budget-savvy choices—all with options for block bookings and sizable meeting spaces. Here are top picks, including links to event space details for meeting planners:

Premium Options

THE HAY‑ADAMS

• • Location: Located on Lafayette Square with views of the White House and St. John’s Church
  • Fun Fact: Named after former residents John Hay, the personal secretary to President Abraham Lincoln, and Henry Adams, a descendant of Presidents John Adams and John Quincy Adams.
    
  • Total Guest Rooms: 124 guest rooms and 21 deluxe suites in an Italian Renaissance–style building
  • Usable meeting/event space: 11,900 total square feet of meeting space and event space, including Top of the Hay, the private top floor of the hotel featuring a wraparound balcony that can accommodate events of up to 340 guests

WASHINGTON HILTON

• • Location: Ideally situated in the heart of the vibrant Dupont Circle and Adams Morgan neighborhoods, just minutes from the National Zoo, Embassy Row, and the city’s top dining and nightlife
  • Fun Fact: Famously known as the site of the 1981 Reagan assassination attempt, the hotel features a hidden underground tunnel once used by presidents and dignitaries
  • Total Guest Rooms: 1,107 modern rooms and suites with sweeping city views and upscale amenities
  • Meeting & Event Space: Over 118,000 sq ft of flexible space, including 47 meeting rooms and the iconic International Ballroom that can host up to 4,050 guests reception style

GAYLORD NATIONAL RESORT & CONVENTION CENTER

• • Location: Positioned on the scenic Potomac River in National Harbor, Maryland, just minutes from downtown D.C. and steps from waterfront dining, shopping, and entertainment at the  National Harbor Waterfront
  • Fun Fact: Every night, the Luminosity Light Show fills the 19-story glass atrium with a colorful show of lights and music
  • Total Guest Rooms: 1,996 spacious rooms and suites with atrium and river view options
  • Meeting & Event Space: Offers nearly 550,000 sq ft of total event space, including the 178,787 sq ft Prince George Exhibit Hall, the largest hotel exhibition facility in the D.C. area, which can host up to 10,000 people

OMNI SHOREHAM HOTEL

• • Location: Located on the Northwest side of DC, the Omni Shoreham Hotel is minutes away from the National Cathedral and the Smithsonian National Zoo
  • Fun Fact: Board games, chess, cards, and more are ready for you to borrow and enjoy during your stay
  • Total Guest Rooms: 834 guest rooms on 11 acres overlooking Rock Creek Park
  • Meeting & Event Space: 100,000 sq ft across 23 rooms—including seven ballrooms and outdoor event spaces on the poolside terrace

GRAND HYATT WASHINGTON

• • Location: Just 0.5 mile from the Walter E. Washington Convention Center, and within walking distance to the White House, Capital One Arena and the iconic Ford’s Theatre
  • Fun Fact: On-site Starbucks cafe in the lobby with fresh-brewed coffee, tea and light bites
  • Total Guest Rooms: 900+ luxury guest rooms and suites with atrium views available
  • Meeting & Event Space: 42,000 sq ft, including the 17,490 sq ft Independence Ballroom and Foyer, complete with a built-in registration desk that can accommodate over 2,000 guests

Mid‑Range Options

SOFITEL WASHINGTON DC LAFAYETTE SQUARE

• • Location: Conveniently located around the corner from the White House and just a short walk away from iconic landmarks, including the Washington Monument and Smithsonian museums
  • Fun Fact: Diplomatic accommodations available with a separate secure entrance and guest rooms on a private floor
  • Total Guest Rooms: 237 rooms decorated in art deco French-inspired décor
  • Meeting & Event Space: Boasts of boardrooms for 10 to ballrooms for up to 200

THE GEORGETOWN INN

• • Location: Walking distance to Georgetown University and a 10-minute drive to the National Mall
  • Fun Fact: Complimentary overnight shoe-shine service
  • Total Guest Rooms: 95 guest rooms with nightly turn-down service available
  • Meeting & Event Space: Ability to gather up to 80 guests for a meeting in the Amy Winehouse Room or host a business meeting, luncheon, or milestone celebration in the private dining room of 1310 Kitchen & Bar.

INTERCONTINENTAL WASHINGTON D.C. – THE WHARF

• • Location: Conveniently located on the Wharf with unbeatable waterfront views of the Potomac River
  • Fun Fact: The on-site penthouse bar 12 Stories is available for private and semi-private events of up to 170 guests
  • Total Guest Rooms: 300+ modern rooms with an exclusive rooftop infinity pool for hotel guests only
  • Meeting & Event Space: Over 17,000 sq ft across 11 meeting rooms, multiple ballrooms

WASHINGTON MARRIOTT CAPITOL HILL

• • Location: Located in the trendy NoMa district, steps from Capitol Hill and Union Station transportation
  • Fun Fact: Two on-site restaurants, including Ciel Social Club, a penthouse lounge and restaurant featuring a seasonal Saturday brunch with stunning rooftop views of the US Capitol Dome
  • Total Guest Rooms: 235 rooms each with a living room area and a workplace desk
  • Meeting & Event Space: Over 18,000  sq ft of meeting space with capacity up to 280; ideal for mid-sized events

RESIDENCE INN WASHINGTON, DC NATIONAL MALL

• • Location: Conveniently located within walking distance of the US Capitol, Metro and over 50 government agencies in downtown Washington, DC
  • Fun Fact: Free hot breakfast, including grab-and-go options, available daily
  • Total Guest Rooms: Suites ranging from studios to 4-bedroom units with kitchens
  • Meeting & Event Space: Over 3,000 sq ft, suitable for groups up to 200

Budget‑Friendly Options

DOUBLETREE BY HILTON WASHINGTON DC – CRYSTAL CITY

• • Location: Located just half a mile south of The Pentagon in Arlington, Virginia and features a complimentary airport shuttle
  • Fun Fact: Four on-site restaurants, including The Skydome on the 15th floor, the only revolving restaurant in the DC area (available for private events)
  • Total Guest Rooms: Guests can enjoy a warm chocolate chip cookie when they check-in to any of the 627 rooms and suites
  • Meeting & Event Space: 33,316 sq ft of meeting space, 36,924 sq ft of exhibit hall space, plus 17 breakout rooms

HOLIDAY INN NATIONAL AIRPORT/CRYSTAL CITY

• • Location: In the heart of Arlington, VA and less than 1 mile from Reagan National Airport
  • Fun Fact: Free airport shuttle service to and from DCA daily from 4:30am-11pm
  • Total Guest Rooms: Over 200 guest rooms, each with a coffee maker, work desk and in-room safe
  • Meeting & Event Space: Offers 5 meeting rooms with a combined 5,000 square feet of conference and event space with the largest space able to accommodate up to 350 guests

citizenM Washington DC Capitol

• • Location: Walking distance to The Wharf, the Capitol and the National Mall, and just a six-minute drive to Ronald Reagan Airport (DCA)
  • Fun Fact: Standard check-in starts at 2pm
  • Total Guest Rooms: 252 colorful, tech-forward rooms with colored mood lights, and a bedside iPad to control the lights, blinds, curtains, temperature, and TV–all without getting out of bed
  • Meeting & Event Space: 2,388 sq ft of meeting space across 7 rooms

Booking Tips for Group Planners

• • Lead time matters: Secure group rates and ample meeting space by booking 6–12 months ahead, especially for fall and spring peak seasons.
  • Use GroupSync: Simplify the process, get instant booking options, compare room blocks, and manage RFPs all in one place.
  • Venue walk-throughs: Schedule virtual or in-person tours with catering and A/V teams, most hotels waive fees for group planners.
  • Off-season leverage: Consider winter months (Jan–Feb), when group room rates and upgrade options tend to be more negotiable.

Dining and Nightlife Recommendations for Groups

Washington, D.C. offers an energetic food and nightlife scene that caters well to groups. From rooftop patios and wine gardens to legendary live music venues, the city is full of memorable options for shared meals and nights out.

Group-Friendly Dining

Old Ebbitt Grill is Washington, D.C.’s oldest saloon known for its oyster bar, mahogany-paneled interiors, and historic memorabilia. Located just two blocks from the White House, Old Ebbitt Grill offers five private event spaces for groups of 40-225 guests, complete with exclusive features like a private bar, separate entrance, and panoramic views of the National Mall and the Pentagon.
 

Lulu’s Winegarden, located along the U Street Corridor, private and semi-private space is available for celebrations of all sizes. Choose from four indoor and outdoor garden patio spaces, each adorned with warm natural woods, twinkling string lights, glowing candles and live greenery throughout.
 

Lauriol Plaza in Dupont Circle is a well-known Latin American restaurant with three separate private event spaces, including an urban rooftop with a private bar–ideal for cocktail receptions or pre-dinner cocktail hour.

Group Dining Tips

• • Reserve in advance for groups of 12 or more. Many venues are flexible with group size and timing, especially for early evening bookings.
  • Planning to pay separately? Give your server a heads-up at the start of the meal for a quicker, smoother experience.
  • When hosting an event at a restaurant, ask about corkage fees. Some places will allow you to bring your own drinks, which can be a significant savings.

Nightlife for Groups

Jack Rose Dining Saloon is home to the largest whisk(e)y collection in the Western Hemisphere. Its library-inspired shelves are lined floor-to-ceiling with over 2,700 bottles of bourbon, rye, Scotch, and rare international expressions—creating a warm, immersive experience for spirits lovers. Beyond the whisk(e)y, guests can enjoy handcrafted cocktails, global wines, and draft beers across its three distinct spaces: the downstairs saloon, a glass-enclosed rooftop terrace, and the cellar tasting room. This three-story destination is available for private events of up to 300 guests.
 

VUE ROOFTOP DC

Perched on the 11th floor of the iconic Hotel Washington and just steps from the White House, VUE Rooftop bar lives up to its name with sweeping views of the D.C. skyline. This chic indoor-outdoor bar offers an upscale setting for group events, featuring fresh, locally sourced cuisine and expertly crafted cocktails.

McCLELLAN’S RETREAT

Located in the Kalorama/Dupont Circle neighborhood, McClellan’s Retreat is an award-winning bar featuring a rotating menu of classic and creative themed cocktails you won’t find anywhere else. Think show-stopping drinks inspired by pop icons, classic films, and festive favorites—served with dramatic flair, eye-catching garnishes, and undeniable Instagram appeal. This cozy space is a perfect venue for small to mid-sized events of up to 45 guests.

For more dining and nightlife recommendations, read Rooftop Bars & Restaurants to Check Out in DC from Washington.org. 

Event Venues in Washington, D.C.

Washington, D.C. offers a wide range of purpose-built event venues that go far beyond the ballroom. From world-class museums to flexible warehouse spaces and one of the largest convention centers in the country, planners have access to unforgettable settings that can handle everything from galas and product launches to multi-day conferences.

WALTER E. WASHINGTON CONVENTION CENTER

With over 700,000 square feet of exhibit halls, a 52,000-square-foot ballroom, and 77 breakout rooms, this is the city’s largest and most versatile venue. LEED Platinum-certified and fully hybrid-capable, the convention center features in-house broadcast studios, high-speed internet, and digital signage. Its central location in Mount Vernon Square places it within walking distance of hotels, restaurants, and Metro stations.

Event Planning Guide

Looking for more info on Convention Centers? Check out this article for 25 U.S. Convention Centers Perfect for Your Next Event.

LONG VIEW GALLERY

This 8,500-square-foot historic warehouse doubles as a contemporary art gallery and is ideal for receptions, cocktail parties, and brand activations for groups of 25-400. With high ceilings, polished concrete floors, movable walls, and abundant natural light, the space offers maximum flexibility for creative planners. It opens directly into Blagden Alley, giving guests a one-of-a-kind D.C. backdrop.

Venue rental info

NATIONAL MUSEUM OF NATURAL HISTORY

Hosting an event surrounded by iconic exhibits like the Hope Diamond and Henry the African Bush Elephant makes for an unforgettable experience. The museum offers six rentable spaces for evening events, including the Rotunda and Ocean Hall, with capacity for up to 2,000 guests. The venue is best suited for galas, receptions, or educational experiences that deserve a world-class setting.

Event rental info

PLANET WORD

Located in the historic Franklin School, this interactive voice-activated museum offers three unique event spaces across its 51,000-square-foot building. From the sleek, high-tech 150-seat Friedman Family Auditorium to the outdoor Rooftop Terrace, Planet Word is an inspiring backdrop for nonprofit fundraisers, educational events, and product launches.

Event rental info

DOCK 5 AT UNION MARKET

An industrial warehouse with 12,000 square feet of open floor space and soaring ceilings, Dock 5 is a blank canvas for events. It’s part of the Union Market district, a revitalized area filled with artisan vendors and culinary hotspots. The venue works well for weddings, large receptions, and creative productions of up to 700 guests.

Event rental info

THE SHOWROOM

This 8,000-square-foot white box venue is located in the heart of downtown DC, just blocks away from the Washington Convention Center, the National Mall, numerous hotels and restaurants and the McPherson Square metro. This sleek and contemporary space boasts 18-foot ceilings, polished concrete floors, and floor-to-ceiling windows. Popular for galas, weddings, and conferences of up to 800 guests, the space includes access to a furnished bridal suite, catering space and an on-site building engineer.

Event rental info

Choosing the Right Venue

• • For large-scale conventions and expos: The Walter E. Washington Convention Center is unmatched in size and infrastructure.
  • For high-impact creative events: Long View Gallery, Dock 5, and The Showroom offer urban aesthetics and layout flexibility.
  • For prestige and storytelling: The National Museum of Natural History and Planet Word deliver unforgettable environments with built-in cultural capital.

Planning Tips

• • Know your floor plan: Ask each venue for true usable square footage based on seating style to avoid underestimating guest capacity.
  • Book early for seasonal demand: Cultural venues often book up 12 months in advance, especially in spring and fall.
  • Use GroupSync to simplify outreach: Submit multiple RFPs and coordinate hotel blocks from one centralized platform.

Transportation Tips for Groups

Getting around Washington, D.C. is refreshingly simple for group travelers thanks to the city’s compact layout, strong public transit infrastructure, and proximity to three major airports.
 

Flying into Washington, D.C.

The metro area is served by three major airports:

• • Ronald Reagan Washington National Airport (DCA) is located in Virginia, just 5 miles from downtown Washington, D.C. and accessible via Metro’s Blue and Yellow Lines.
  • Washington Dulles International Airport (IAD) is located in Dulles, VA 26 miles west of Washington, D.C., with express bus service to Metro’s Silver Line.
  • Baltimore/Washington International Thurgood Marshall Airport (BWI) in Baltimore, MD is 32 miles northeast of Washington, D.C. and accessible via Amtrak or MARC commuter trains to Union Station.

Groups flying in domestically or from nearby cities often prefer DCA for its convenience.

Getting Around the City

D.C. is one of the most walkable cities in the country, and the Metrorail system provides clean, reliable transit to most major landmarks, museums, and event venues. Groups can purchase SmarTrip cards in advance for easy boarding on both Metrorail and Metrobus.

Charter options like DC Trails, Reston Limousine, and Nationwide Chauffeured Services offer group transportation services including multi-passenger vans, minibuses, and motor coaches that can seat up to 55 passengers.

Tips for Planners

• • Choose venues near Metro stops to reduce transportation costs and coordination.
  • Confirm hotel drop-off access and loading zones for charter buses.
  • Use GroupSync to find hotels that are easily accessible from central transit hubs.

Shopping and Local Markets

Washington, D.C. offers a vibrant array of shopping districts and markets that are ideal for group outings—whether you’re hunting for unique gifts, tasty treats, or a lively neighborhood vibe.
 

Eastern Market (Capitol Hill) is a century-old marketplace offering fresh produce, artisanal goods, and crafts; indoor North Hall is often used for private market-style events with vendors.
 

CityCenterDC & F Street/7th Street Corridor offer upscale shopping including luxury labels like Gucci and unique home goods.

Day Trips and Nearby Getaways

Washington, D.C. is surrounded by destinations perfect for day trips, each offering something distinctive for group travelers.
 

Just across the Potomac River, Old Town Alexandria offers cobblestone streets, waterfront dining, boutique shopping, and guided ghost tours. River cruises can also be arranged through the Potomac Riverboat Company.
 

About 30 miles east of D.C., Annapolis is known for its sailing cruises, historic walking tours, and Chesapeake Bay seafood. The city’s waterfront and compact layout make it ideal for group outings.
 

With dramatic river overlooks and accessible hiking trails, this national park is a popular outdoor destination. Group-friendly picnic areas are available on both sides of the river.
 

SHENANDOAH NATIONAL PARK

Roughly a two-hour drive into the Blue Ridge Mountains, Shenandoah offers scenic drives, nature programs, and hiking trails suitable for a range of mobility levels.

MOUNT VERNON

Located 15 miles south of D.C., George Washington’s estate features guided mansion tours, expansive gardens, and immersive historical programming. Group tickets and catered lunch packages are available.
 

Outdoor and Adventure Activities

Washington, D.C. offers ample green space and outdoor recreation that works well for groups looking to connect outside the ballroom. From kayaking along the Potomac to hiking historic trails, these activities bring fresh air and shared experience into your event program.
 

These lesser-known trails connect scenic riverfront paths with D.C.’s Civil War-era fort sites. Ideal for group walks, runs, or history-infused urban hikes.

More info on Anacostia Riverwalk
More info on Fort Circle Park
 

Just outside the city, the National Harbor features team scavenger hunts through Watson Adventures. Groups solve clues across the waterfront district, making it an ideal team-building or social event.
 

ADVENTURE PARKS AND TEAM PROGRAMS

GO-Adventures and Terrapin Adventures both offer ropes courses, climbing walls, ziplining, and customizable leadership programs. These are great for incentive groups or team building.

Group Planning Tips

• • Schedule outdoor time in spring or fall for ideal weather
  • Request group permits or guided tours in advance
  • Ask about box lunches or picnic setups to extend the experience
  • Consider combining light physical activity with a reflective or networking component

How GroupSync Can Simplify Your Group Travel

Planning a multi-day itinerary with meeting space and accommodations across Washington, D.C. can quickly become overwhelming. That’s where GroupSync by Groups360 steps in to streamline the process.
 

ONE-STOP HOTEL AND EVENT VENUE SOURCING

GroupSync lets you submit your group requirements once and receive tailored proposals based on room blocks, meeting space availability, and venue amenities across hundreds of DC-area hotels.
 

INSTANT BOOKING – NO RFP REQUIRED

Skip the traditional RFP back-and-forth. With instant booking, you can lock in group rates and book meeting space instantly at participating properties without waiting on quotes or wondering about availability.
 

TRANSPARENT COMPARISONS AND NEGOTIATIONS

Compare hotel room block and meeting space bids side by side. GroupSync displays pricing, space configurations, and concessions clearly so you can make data-driven decisions without juggling spreadsheets or multiple emails.
 

STREAMLINED CONTRACT MANAGEMENT

Manage multiple proposals in one centralized location. Everything stays accessible, organized, and trackable every step of the way.
 

From world-class museums and iconic monuments to buzzing nightlife, scenic day trips, and memorable group dining, Washington, D.C. offers a powerful mix of culture, accessibility, and group-friendly options. Whether you’re planning a corporate retreat, a family reunion, or a multi-day conference, this city provides the infrastructure and inspiration to make it unforgettable. With a little planning—and the right tools—you can design an experience that’s as impactful as the capital itself.

So start crafting your ideal group itinerary. Washington, D.C. is ready to welcome you.

Ready to Simplify Your Group Planning?

Visit GroupSync to discover hotels with room and meeting space availability in real time. Whether you’re booking instantly or submitting an RFP, GroupSync gives you the control and clarity to plan smarter.

Get started today at groups360.com or request a demo to see how effortless group travel planning can be.

If you are an event planner, venue coordinator, or group travel organizer, now is the time to embrace the festive season. Planning your holiday event early is a strategic move that lets you secure top-tier hotels, negotiate the best rates, and create customized experiences for your group.

By planning ahead:

• • You unlock access to high-demand hotels and avoid last-minute stress
  • You can personalize event packages with festive themes, décor and entertainment
  • You get early access to seasonal extras like lighting crews or décor rentals
  • You’re more likely to secure room blocks—and gain negotiating power—when you book your holiday party and guest rooms at the same hotel

A hotel that’s fully decked out for the holidays brings built-in festive charm, making your event feel more immersive and visually cohesive with no extra effort.

Festive Hotels That Shine During the Holidays

Here are several standout hotels known for their immersive holiday displays and programming.

Gaylord Hotels

With locations in Tennessee, Florida, Colorado, Texas and Maryland, Gaylord Hotels create full-scale holiday environments.

Notable features include:

• • ICE! experience featuring immersive festive holiday scenes, cold weather sports and larger-than-life sculptures up to 30 ft in height.
  • Millions of pounds of ice used to carve elaborate holiday scenes
  • Family-friendly performances, light shows, interactive walk-throughs, and craft workshops designed to delight all ages
  • Exclusive perks for overnight guests like early access and skip-the-line privileges
  • 3.2 million square feet of flexible exhibit and event spaces across all Gaylord properties

Each property starts planning months in advance, making July the perfect time to lock in your group event.

Why choose this hotel?

Gaylord properties are designed for group-friendly holiday experiences, with built-in entertainment like ICE! exhibits, atrium light shows, and on-site dining, all under one roof. Ideal for turnkey holiday events.

More on Gaylord Hotels Holiday Programming

The Roosevelt New Orleans, a Waldorf Astoria Hotel

Highlights include:

• • Thousands of twinkling lights and birch trees
  • 3 time winner of USA Today’s Best Hotel for the Holidays
  • Seasonal events like Teddy Bear Tea and holiday brunches.
  • A rich tradition that draws both locals and travelers
  • 60,000+ total square feet of event space spanning 23 separate meeting rooms

Why choose this hotel?

A New Orleans holiday icon, The Roosevelt offers upscale ambiance, a legendary lobby lighting display, and walkable access to the French Quarter. Perfect for elegant, centrally located celebrations.

Learn more

The Inn at Christmas Place, Pigeon Forge, TN

This Bavarian-style inn lives in permanent holiday mode and celebrates the Christmas spirit year-round. 

Highlights include:

• • Festive suites with Christmas trees and lights
  • Activities like cookie decorating, ornament making, and storytime with Santa
  • Year-round holiday charm perfect for family gatherings
  • A “Singing Santa” playing guitar and singing Christmas carols throughout the year

Why choose this hotel?

This festive boutique hotel is made for cozy group gatherings with themed suites, year-round holiday décor, and built-in seasonal programming.

Learn More

The Colony Hotel, Palm Beach, FL

Nicknamed the “Pink Paradise” for its iconic blush exterior, The Colony Hotel carries its whimsical, beachy charm into the holidays with festive, coastal-inspired décor.

Highlights include:

• • 8,300 sq ft of flexible indoor/outdoor event space across five venues; largest room seats 200
  • Signature 12-ft seashell-and-pink-orchid Christmas tree curated by Aerin Lauder, part of a 75-year tradition that began in 1947
  • Pool-deck wreaths, palm-frond garlands, and a Christmas tree covered in seashells
  • The sun-drenched Solarium with statement-making chandeliers doubles as an art gallery when it’s not booked for intimate events of up to 40 guests

Why choose this hotel?

The Colony pairs boutique intimacy with over-the-top tropical décor. July contracts secure prime dates before Palm Beach’s peak season, letting planners wrap their event in ready-made holiday magic without extra décor rentals.

Learn More

Bellagio, Las Vegas

At Christmastime, the Bellagio becomes a festive playground for planners—offering both elegant event spaces and over-the-top seasonal charm that guests won’t soon forget.

Highlights include:

• • More than 200,000 sq ft of meeting space, including three ballrooms and 50 meeting rooms
  • Two on-site wedding chapels perfect for intimate celebrations of up to 100 guests
  • 3,933 guest rooms available for groups large and small
  • 14,000 sq ft Bellagio Conservatory & Botanical Gardens becomes an indoor winter wonderland; this holiday display typically runs from mid-November through early-January
  • Fountains of Bellagio present holiday-scored water shows throughout the season

Why choose this hotel?

Bellagio lets you pair world-class convention facilities with one of the Strip’s most Instagram-worthy holiday attractions. Locking in your dates early guarantees meeting space that lines up with the Conservatory’s holiday schedule—perfect for receptions amid thousands of poinsettias.

Learn More

The Omni Grove Park Inn & Spa, Asheville, NC

Home of the National Gingerbread House Competition™, the Omni Grove Park Inn & Spa transforms into a festive retreat ideal for corporate gatherings, client appreciation events, or team celebrations.

Highlights include:

• • The largest National Gingerbread House Competition, a holiday tradition since 1992
  • More than 86,852 square feet of total meeting space, including the Grand Ballroom that can accommodate over 1,000 guests.
  • Festive holiday buffet feasts surrounded by an atmosphere that captures the magic of the season
  • 513 guest rooms many featuring views of the beautiful Blue Ridge Mountains

Why choose this hotel?

Groups visiting during Gingerbread season can soak in the festive atmosphere with themed trees, twinkling lights, cozy fireplaces, and holiday buffets—making it the perfect backdrop for a seasonal gathering.

Learn More

Event Ideas for the Holiday Season

No matter the group or purpose, holiday events can bring people together meaningfully.

Consider planning:

• • Corporate holiday parties with seasonal themes, buffet spreads, and custom entertainment
  • Family reunions featuring private dining, hotel suites, and on-site activities
  • Charity fundraisers with candlelit dinners, live music, or toy drives

Each of these events can be elevated by choosing a venue that already embraces holiday magic.

Benefits of Booking Early

Booking your holiday event early offers tangible advantages, including:

• • Better availability and pricing before peak demand hits
  • More time for personalization, from menus to décor
  • Exclusive access to limited-time event packages or preferred vendors

Hotel pricing is dynamic and often increases closer to the event date. Planning now can set you up for both success and savings.

Wrap-Up: Why Now Is the Time to Plan

By embracing the Christmas in July mindset, you give yourself the breathing room to create a high-impact, stress-free celebration. Whether you’re gathering coworkers, family, or community members, choosing a hotel that already brings holiday magic to life means less work and more joy.

Start your planning journey today with GroupSync. The platform lets you:

• • Search and compare hotels and event space for festive holiday parties
  • Request custom proposals
  • Book space and room blocks with ease

Create your free GroupSync account and let the holiday cheer begin, months ahead of the rush.

Budgeting Doesn’t Have to Be Intimidating

If you’ve been tasked with planning a meeting, conference, or company retreat and “event planner” isn’t in your job title, you’re not alone.

Many professionals find themselves managing event logistics with little formal training. And the budget? That’s often the most overwhelming part.

But here’s the good news: a thoughtful, well-structured budget can do more than keep spending on track. It can set the foundation for an impactful, stress-free event.

This guide breaks down the essential elements of event budgeting so you know what to expect, what to watch for, and how to make the most of your resources. Plus, we’ve included a free Event Planning Budget Sheet to make the process even easier.

Let’s dive in.

The Roadmap for a Successful Event: Your Budget

Before you start choosing venues or sampling catering menus, you need a roadmap. Your budget is it.

An organized budget allows you to:

• • Avoid surprise fees and last-minute stress
  • Prioritize spending where it matters most
  • Clearly communicate expectations with vendors and stakeholders
  • Stay aligned with organizational goals

Essential Budget Items to Consider

Venue Costs

Start here, because your venue is often your biggest line item. Include:

• • Rental fees for meeting and breakout rooms
  • Setup and teardown charges
  • Service fees (often a percentage of the total cost)

In some cases, the event space may be offered at no charge if your group meets a certain food and beverage minimum or minimum number of hotel room nights. This can create significant savings, so be sure to ask about any thresholds that unlock complimentary event space.

Pro Tip: Always ask what’s included. Tables, chairs, staging, and even staffing may come with additional costs or might be bundled into your rental price.

Hotel Stay

If your event is hosted and covers all guest accommodations, it’s important to budget for the full cost of each hotel room night.

Make sure to include:

• • Base room rate
  • Taxes (often 10-15% depending on the location)
  • Resort or destination fees
  • Parking (if included)
  • Incidentals or per diem charges (if offered to attendees)
  • Additional upgrades for VIPs or speakers

You may also be responsible for attrition and cancellation fees, depending on how your contract is written. Attrition refers to the number of rooms you commit to filling. If you fall short, you may owe for the difference. Cancellation clauses outline penalties if the event is called off or significantly scaled back.

Learn our top 5 Tips to Avoid Room Block Attrition.

Pro Tip: If you’re confident in your guest attendance, you can offer stronger room block commitments in exchange for concessions elsewhere, such as free room drops for welcome gifts or complimentary welcome snacks for VIP’s. If attendance is less predictable, prioritize flexibility and negotiate more favorable terms in this area.

Food & Beverage (F&B)

Catering minimums can be confusing. A food and beverage minimum IS NOT what your meal costs. It’s the minimum amount you are required to spend in order to access the venue’s services.

Here’s what to include in your F&B line item:

• • Plated meals or buffets
  • Coffee breaks and snacks
  • Bartender or bar setup fees
  • Gratuity and service charges

This article has some great tips to help you maximize your F&B budget.

Pro Tip: F&B minimums are negotiable, especially if your organization plans to spend more in other areas or bring repeat business. Knowing your guest count and meal plans can give you leverage.
 

Decor and Floral Arrangements

Here’s where style meets strategy. You don’t need to go all out to make your event feel special. Just be intentional.

• • Save: Use house linens (ask if multiple colors are available) and then splurge: Add lush florals or statement candles
  • Or flip it: Luxe linens with in-house decor if the house provides options.
    • Note: If you’re bringing in outside rental linens, ask if the venue charges a setup fee. It’s a small detail that can sneak into your final bill, and add up fast.

Pro Tip: Lighting can make a huge difference in the atmosphere. Sometimes a few well-placed uplights, arranged by your AV team (and sometimes owned in-house), can completely transform the space and set the tone for the evening. It’s a detail worth budgeting for.

Audio-Visual (AV) Equipment

AV can make or break your event. It’s not just microphones and projectors. It’s the technical glue that holds your programming together and can dramatically affect the overall experience.

Budget for:

• • Microphones (handheld, lapel, etc. Tip: Always budget for extra for back-up! )
  • Projectors, screens, LED’s or TV’s (venue layout and graphic needs will dictate which option to choose)
  • On-site tech support
  • Lighting and staging

If you have a trusted AV team you’d like to work with, you can negotiate with the hotel to bring them in. Some venues may charge a fee for using outside vendors, but even with that fee, it may still be more cost-effective and deliver a higher-quality experience than relying solely on the in-house AV provider.

Other times, the in house AV team is the best fit! Make sure to have detailed conversations with the hotel and vendor options before making a choice.

Internet Access

It may seem basic, but robust Wi-Fi access can carry a hefty price tag, especially for large groups.

• • Ask about per-user or per-device pricing
  • Negotiate bandwidth and access points in your contract
  • Confirm what’s covered (exhibit hall, breakout rooms, etc.)

Not all internet is created equal. Make sure what you’re paying for matches your event’s tech needs. Sometimes the standard (free) is ok for your guests, but your AV team members may need the guarantee of the paid options.

Transportation

Don’t overlook the costs of getting your guests from point A to point B.

• • Airport transfers
  • Hotel shuttles
  • Parking fees or valet services
  • Rideshare stipends or codes

Ask the hotel if they offer complimentary shuttle service or can include transportation support in your contract. 

Hidden Costs to Watch Out For

Surprise costs can derail even the best budget. Keep your eyes peeled for:

• • Resort fees and service charges (often added per room per night)
  • Drayage fees for shipping materials to the venue 
  • Room drop charges for delivering welcome gifts or agendas

If you know you’ll use these services frequently, negotiate them up front when you’re contracting the space.

Budget Tips for Event Planners

Even if planning isn’t your day job, you can absolutely manage a stellar event.

Here’s how:

• • Download our free budget checklist (Click this link, then to save your own editable copy, go to the File menu and select “Make a copy”)
  • Start with your goals, then build the budget around them
  • Get clarity in writing. Don’t rely on verbal agreements
  • Buffer your budget by 10-15% for unexpected costs

Conclusion: A Smart Budget Sets You Up for Success

Budgeting doesn’t have to feel like guesswork. With the right tools and a little foresight, you can plan a memorable event that aligns with your organization’s goals and stays on track financially.

Want a head start? Download our Event Planning Budget Sheet and make your planning process a whole lot easier.