Site Selection and Negotiation

Step One Tell Us Everything

There is a lot that goes into choosing the location for your event. Site selection and negotiation begins with few key questions.

Mulit-day conference; incentive trip; product launch, brand activation?

Determining your date range and pattern will have a big impact on hotel availability.

Determining your group size is very important. Some locations that might be contenders for your conference may not be able to hold your group.

Do you know you want to hold your event in Austin, Texas? Maybe you are only certain you want to be in the southern United States, Or maybe your vision is more vague: you just know you want to be on the coast. Being able to identify any of these will help you narrow down your options.

Some of our clients really like the consistency and rewards of working with the same brand over and over. Alternatively, we have others who prefer the more boutique atmosphere from independent hotels. What’s your preference?

Knowing both your expectation and your guests’ expectations ahead of time will help narrow down your hotel options. Are you looking for a three-diamond property or a five-diamond property? Your budget will also come into play here.

Try to find a location that doesn’t make it difficult or cost-prohibitive for guests to attend.

Do you know your guests will want to hit the spa; spend their afternoons at the golf course; explore off-site excursions; or sample a new restaurant each night? Pinpointing your guests’ preferences will help you find a successful hotel partner.

It’s important to know how much money you have to work with – both for room rate and food and beverage. This detail will further narrow down what properties are in-line with your event.

Step Two We’ll Do The Rest

A Blue Spark event producer will research and recommend the right property for your event, ensuring you get the most value for your money. We’re all about making deals and tracking your ROI.

Location Analysis

Domestic or international

Climate consideration

Room and meeting space capacity

Flight duration for guests

Accessibility of airport and distance to property

Local attractions and experiences

Review location for competing city-wide events

Venue Analysis

Room rate and room type

Function space availability

Review food and beverage minimums and menu costs

Hotel amenities

Miscellaneous fees (resort, parking, receiving, security, etc)


Contract Analysis

Negotiate: room rate, attrition, F&B minimum and pricing

Analyze concessions: complimentary rooms, room upgrades, transportation, parking, receiving, etc.

Review important clauses: force majeure, cancellation, deposit schedules, guest relocation, reservation stipulations, catering standards, maintenance and renovation, re-booking, competition, indemnification, etc.

Let’s Get Started