Hotel Sourcing 101
When it comes to planning a successful event, the hotel or venue you choose sets the tone for the entire experience. From aesthetics to logistics, sourcing the right hotel can make or break your event. At Typecast Meetings + Events, we understand how important this step is—and we’re sharing the basics to help you get started.
What is Hotel Sourcing?
Hotel sourcing is the process of identifying, evaluating, and securing the ideal venue and destination for your event. It’s much more than just finding a pretty property—it’s about aligning the hotel’s amenities, capacity, and costs with your event goals.
Key Elements of Hotel Sourcing
1. Define the Event Goals and Budget
Before reaching out to hotels, clearly outline what your event needs. Is it a corporate retreat, annual sales kickoff, or a board meeting? How many guests are attending? What’s the budget? Having answers to these questions helps narrow down your options quickly.
2. Location, Location, Location
Choose a location that’s easily accessible for attendees. Think about proximity to airports, transportation options, and nearby dining or entertainment for downtime.
3. Understand Space Requirements
Be clear on how many meeting rooms you’ll need including general session, meals, breakout space, AV requirements, and networking areas. Will you require production or decor? If so, connect with your producers to make sure they have what they need. Hotels vary widely in layout and flow—finding the right fit ensures a seamless experience for attendees.
4. Request Proposals (RFPs)
An RFP includes your event details and requests rates, availability, and terms. Pro tip: work with an event planning professional to manage this process efficiently. We streamline RFPs and negotiate on your behalf to secure the best value.
5. Review Contracts Carefully
Room block attrition, cancellation policies, food and beverage minimums—these small details have big consequences. We’ll review these and negotiate additional terms you may not have thought of to help ensure your contract (and your program) is set up for success. Work with your legal team to make sure everything is on point before you sign.
Why Work with a Professional?
A seasoned event planner knows the hotel landscape, speaks the language of contracts, and can help you avoid hidden fees or logistical headaches. At Typecast Events, we source properties that elevate the guest experience while staying aligned with your brand and budget.
Final Thoughts
The perfect venue doesn’t just host your event—it enhances it. With the right strategy, hotel sourcing becomes an exciting and empowering part of your planning journey. Need help navigating your next venue search? Let’s chat.
📩 Reach out to Typecast Meetings + Events — your partner in seamless, impactful events.
