Are You Unknowingly Overpaying for Your Event Venues? And Why You Should Book Your 2025 Events Now!

By: Antonia Hinge, Junapr President

The success of any event often hinges on choosing the perfect venue. Whether it’s a serene beachfront retreat for CEOs, a bustling cityscape for a full employee gathering, or a cozy offsite sales meeting nestled in wine country, the venue sets the stage for memorable experiences. However, finding the ideal location within budget can be a challenge. Here are some tips to help you find the right venue and ensure you're getting the most out of your contract.

Firstly, consider hiring experts. While we might be a tad biased (okay, maybe more than a tad), we possess extensive knowledge of venues worldwide. Are you eyeing a conference center in Miami? Or perhaps a luxurious resort in Italy, Portugal, or the British Virgin Islands? Maybe a rejuvenating spa retreat in Arizona, New Hampshire, or Texas? We maintain strong connections within the hotel and luxury resort industry, spanning the globe.

Choosing the right venue depends on various factors, with transportation being a key consideration. Understanding how far your guests are willing to travel and their preferred modes of transportation is essential. Armed with this information, you can draw a radius to narrow down potential locations. Site visits play a pivotal role in ensuring the success of your event. Relying solely on marketing pictures online is akin to choosing a vacation destination by looking at brochures alone, without considering firsthand experiences or recommendations. Our team conducts numerous site visits throughout the year, providing firsthand insights and capturing the true essence of what your meeting or retreat will entail.

Secondly, familiarize yourself with essential negotiation tactics when finalizing a contract. Occasionally, clients approach us with existing contracts for event venues. Upon scrutiny, we often identify areas where our clients could have negotiated better terms, potentially leading to cost savings. Negotiating concessions, such as spa discounts, reduced or waived porterage or resort fees, lower room rates, and staff rates, is one of our specialties. It's not uncommon to find one of our team members engrossed in the latest negotiation strategies or poring over contracts for sheer enjoyment.

Lastly, book well in advance. By now, you should ideally be in the contract phase for your 2025 events, if not already signed and ready for planning. As the event date approaches, availability diminishes, thereby reducing your negotiation leverage. I believe my friends in the hotel industry will echo my sentiment by urging readers to secure bookings now. Post-pandemic, the events industry has experienced a surge, resulting in reduced availability as groups rush to resume in-person gatherings. Booking in advance not only offers flexibility with dates but also strengthens your bargaining position when negotiating rates and concessions.

While we always advocate for hiring experts (after all, we frequently outsource for skills we lack—hello technology and taxes!), if you're inclined to handle event venue bookings yourself, heed our advice. Secure bookings early and leverage your negotiating power to secure favorable rates and additional concessions.