Time is of the Essence: Find the Perfect Venue for Corporate Events
BDI Events can Help Source & Secure an Amazing Venue to Save You Time & Money
Over the past few months, the BDI Events team of event planners has been working hard to secure the perfect venues for our clients’ annual meetings and conferences in 2025 and 2026. In fact, over the past 20 years since we’ve been in operation, BDI has booked thousands of event spaces in destinations around the world!
Our clients come to us to take the weight off their shoulders because the hunt for a venue is a stressful and time-consuming one. Luckily, we have the connections, savvy and market expertise to help you quickly identify venues that complement your gathering, whether that’s a corporate retreat, conference, meeting, association fundraiser and more. But time is always of the essence.
If you are planning an upcoming corporate or association conference and don’t already have a venue for next year, we’re available to help you find an event venue ASAP.
If you are planning for 2026 or 2027, you do have a little more time, but we still encourage you to get started now. That is because the hotel and convention market is very strong right now. The reason for this is that we are still feeling the compression of post-pandemic, large-scale bookings into 2025 that are taking much of the midweek market share for association and corporate conferences and meetings. However, with our expert assistance, there is hope!
What Does This Mean for You?
If you are planning for 2025 and still reading this, your options are likely limited. However, if you can be flexible on your dates, some destinations are still offering incentives to fill the gaps in their 2025 calendars!
If you are looking towards 2026, the time is now to get your RFP out.
What to Consider When Finding an Event Venue
With the hotel and conference venue market being as strong as it is right now, here are the top considerations when planning for and finding your venue:
Date/Pattern Flexibility: Prior to providing us with your preferred dates, think about how flexible you could be on the days of the week you host your conference, or even time of year. You may open up some more options this way!
First-Tier Destinations: Don’t be surprised if you get limited availability from some of the most popular conference destinations (think: Orlando, San Diego, Dallas, Chicago, etc.). These cities are getting full and/or holding out for the right program that can maximize space usage.
Experience > Destination: Let’s brainstorm together about the unique experiences you want to include, which may open up some conference destinations you’ve never thought of before!
It’s Never Too Early… To begin talking about your venue for 2027. We like to provide our clients the most options possible for their conference venue. Pending the size and scope of your event, let's plan ahead and start talking 2027.
How We Find Perfect Venue
Step 1: Meet with BDI to discuss your event goals and vision.
Step 2: We reach out to our trusted partners with your event details.
Step 3: We consolidate the proposals received for you and set up a meeting to discuss the pros and cons of each. During this process, we bring our expertise and experience of working in hundreds of venues to help evaluate your options.
Step 4: BDI sets up a site visit to the selected venue/destination.
Step 5: We also review the site visit experience and negotiate favorable terms with your preferred venue.
Incentives for Booking Early
Simply put, the earlier you book, the more you could save. Pending the time of year we begin sourcing for you, the destination or venue could provide some incentives. These could include:
Venue Rebates
Discounts on Food & Beverage and Audio-Visual
Destination Rebates
Additional Concession Packages to Help Your Event Budget’s Bottom Line
BDI Events is Here to Help
Our team is here to help and make this process as easy as possible. We leverage our relationships and industry buying power to both do the work for you as a complimentary service. BDI Events provides our decades of experience and knowledge to find the perfect venue for your next conference, meeting or retreat!
Contact us today to get started on your association corporate event venue search!
