The coronavirus pandemic has forced many companies to abruptly cancel or postpone events, meetings, and conferences. It’s not just a matter of rebooking these meetings as the pandemic proceeds. For those corporate and association event planners tasked with finding new venues at the last minute, the process can seem daunting. But with a strategic approach, finding an event space that meets all your needs is possible. Here are several tips for sourcing success in a post-COVID world.
The Problem of Hotel Compression
The Problem of Hotel Compression
Solutions for Corporate Event Planners
To avoid potential problems, corporate event planners must be proactive regarding meeting venue sourcing. Here are some successful strategies for meeting venue sourcing in a post-COVID world:
- Start planning early: As soon as you know when your event will occur, start looking into potential venues. The sooner you begin the process, the more options you’ll have to choose from.
- Use a venue sourcing company: A venue sourcing company can save you time and hassle by doing your legwork. They’ll be able to find venues that fit your specific needs and budget.
- Be flexible with your dates: If possible!
- Utilize technology: Several great tools and technologies can help you with your meeting venue sourcing. For example, Site Search & Select uses an RFP management tool ("S3 Excel Rain Man") that helps solve the problem of Hotel Compression.
- Get creative: If you’re having trouble finding a meeting venue that meets all of your criteria, get creative. Think outside the box and consider alternatives such as remote destinations, smaller city-center properties, or retreat-style properties.
- Be prepared to negotiate: When it comes to negotiating rates, always remember that you have the power to walk away from a deal if you’re not happy with the terms.
Creative, Innovative Ideas for Corporate Event Planners
When corporate meeting planners look for creative and innovative ideas for their events, they rely on us at Site, Search & Select. We think outside the traditional hotel conference center or large hotel chain, which allows us to create memorable events within budget.
- New build properties that may not be backlogged in space due to COVID credits
- Refurbished properties that have been updated with the latest features
- Remote destinations that offer a unique and secluded setting
- Less-traveled locations that are off the beaten path
- Secondary or tertiary destinations that are often overlooked but have much to offer
Managing Your Budget
Prices are higher. Watching the bottom line is crucial, and understanding the pricing and contracting terms in newer destinations and properties. For instance, if you have traditionally held a program in a center city property and choose to take it to a resort destination, how do resort terms and conditions differ from center city properties? Site Search & Select can leverage its expertise and contacts to meet your goals.
In today's fast-approaching post-COVID world, sourcing the perfect meeting venue can be challenging. However, finding the ideal venue for your next meeting or event is possible with the right strategies.
Your budget is one of the most important things to consider when sourcing a meeting venue. Prices have increased significantly in recent months, so it is crucial to watch your bottom line. In addition, you should understand the pricing and contract terms in newer destinations and properties. For instance, if you have traditionally held a program in a center city property and decide to take it to a resort destination, how do the resort's terms and conditions differ from those of a center city property? Site Search & Select can leverage its expertise and contacts to help find a venue that meets your needs and budget.
In addition to managing your budget, you must consider the type of event you are planning. What are your goals for the event? What kind of atmosphere do you want to create? Once you have answers to these questions, you can narrow your search for the perfect meeting venue.
If you need assistance sourcing a meeting venue or managing your budget, contact Site Search & Select today. We offer event planning services, consultation, creative solutions, and vendor management. Our team will work with you to ensure that your next meeting or event is a success!
The Bottom Line
Corporate event planners face a new landscape when sourcing meeting venues as the world slowly begins to emerge from the COVID-19 pandemic. Site Search & Select has a wealth of knowledge and experience in meeting venue sourcing, site selection, and contract negotiation.
S3 is always ready to help you with event bookings
We can provide creative solutions to problems that arise during the planning process. We also have a strong network of vendors that we can rely on to deliver quality services at a reasonable price. This combination of experience and relationships allows us to provide our clients with the best options for their meetings or events. Contact us today to learn how we can help you plan a successful event in the post-COVID world.
S3 can help you with event bookings
We can provide creative solutions to problems that arise during the planning process. We also have a strong network of vendors that we can rely on to deliver quality services at a reasonable price. This combination of experience and relationships allows us to provide our clients with the best options for their meetings or events. Contact us today to learn how we can help you plan a successful event in the post-COVID world.
