Category: RFP Best Practices

The Future of Venue Sourcing & Selecting Hotels for Business Events

Posted on April 21, 2025 by Melanie Zeidlhack - Industry News & Insights, RFP Best Practices

GoGather x Hopskip talk about the future of event tech

Do you ever feel like finding the perfect hotel for your next business event is like searching for a needle in a haystack? You’re not alone.

Recently, GoGather CEO Brian Kellerman chatted with Sean Whalin, CEO and co-founder of Hopskip, about how venue sourcing is evolving. Whether you’re a planner, hotel, or sales affiliate, their conversation offers valuable insights for navigating sourcing hotels and venues for events.

Watch the full recording here. Or, read the recap below.

GoGather's Brian Kellerman joins Sean Whalin to discuss the future of event tech

The Headaches of Sourcing Hotels for Business Events

Let’s be honest – finding and booking the right venue can be a real pain. Many planners face these challenges daily:

The Scattered Information Problem: There is no single source of truth for venue information. We’re all piecing together options from different sources, relying on what we’ve learned over the years.
Proposal Format Chaos: Why does every hotel chain use a completely different template? Comparing options feels like trying to match apples to oranges.
Spreadsheet Overload: Raise your hand if you’ve spent hours copy-pasting data from proposals into spreadsheets to make sense of your options. (We see you!)
The Client Presentation Scramble: Transforming all that raw data into something presentable for clients or executives? That’s a whole other challenge.

“I think we’ve all been there,” notes Kellerman. “Explaining to stakeholders why one property costs more than another when the proposals look completely different is incredibly frustrating.”

Strategic Contract Negotiation in the Hotel Selection Process

The discussion offered valuable insights for both planners and suppliers on approaching the negotiation phase more strategically:

For Event Planners:

Strategic Shortlisting: After reviewing initial proposals, narrow options to 3-5 properties before investing time in detailed negotiations
Proactive Contract Requirements: Include specific contract language requirements upfront in RFPs to set clear expectations early
Risk Assessment Focus: Pay particular attention to attrition, cancellation terms, and hidden fees that could significantly impact the budget
Complete Cost Visibility: Request fully itemized breakdowns of all charges, including taxes, service fees, and mandatory surcharges

For Hotels and Venues:

Transparency Builds Trust: Properties that provide comprehensive cost breakdowns upfront establish greater credibility
Responsiveness Matters: Quick, thorough responses to inquiries significantly impact selection decisions
Quality Over Quantity: Detailed, thoughtful proposals stand out compared to minimal responses

Yes, Technology and People Skills Need to Coexist

One of the most refreshing parts of the conversation was how both leaders resist the idea that technology means losing the human touch.

“Technology helps strengthen relationships and create new ones,” Whalin pointed out. “Tech doesn’t replace — we will never replace that human element.”

The sweet spot in venue sourcing seems to be where:

Technology handles the boring, repetitive tasks that drain your energy
Your expertise shines when evaluating the feel of a space and how it fits your event
Digital tools connect you with venues you might have missed otherwise
Your relationships with industry pros (those NSOs, GSOs, CVBs, and DMOs we all know and love) remain as valuable as ever

Think of it this way: technology frees you up to spend more time on the parts of the job that actually need your human touch.

How AI Is Entering the Hotel Sourcing Conversation

The discussion got really interesting when the topic turned to AI (because, let’s face it, what conversation doesn’t include AI these days?). Here’s how artificial intelligence might actually be useful in hotel venue selection:

What AI Could Do For You:

Play fortune-teller with hotel rates: Get estimated prices for markets and seasons before you even send an RFP
Be your contract wingman: Spot those risky clauses and negotiation opportunities that might slip past tired eyes
Compare venues holistically: Look beyond just price to evaluate proposals based on the full picture
Consider the intangibles: Help weigh those “X factors” that sometimes make the difference between a good venue and the perfect one

The good news? Both leaders agreed that AI should help you make better decisions, not replace your judgment. Your expertise isn’t going anywhere.

How to Choose Tech That Actually Helps Your Venue Search

If you’re eyeing new technology for your hotel sourcing process, Whalin offered three simple questions to ask:

Will it support my relationships? Or will it create awkward barriers with the hotel and venue partners you’ve worked hard to build?
Will it actually save me time? Or will I spend more hours learning and maintaining it than I save?
Is the pricing crystal clear? Or are there surprise costs hiding in the fine print?

As Whalin said, “Technology should be an efficiency booster; it should not detract or do the opposite.” That’s a pretty good litmus test for any tool you’re considering.

Who Benefits When Hotel Sourcing Gets Smarter?

The conversation made it clear that everyone wins with better hotel selection technology:

For Event Planners:

Less time wrestling with spreadsheets
More venue options you might have missed otherwise
Better data to back up your recommendations
Client presentations that impress

For Hotels and Venues:

Leads that actually match what you offer
Less time wasted on proposals that go nowhere
Better insights into what your competition is doing
Simpler response processes that free up your sales team

For Sales Organizations:

Clearer visibility into what planners really need
More valuable hotel recommendations
Stronger partnerships with the properties you represent
Real data on what’s working in your market

As Kellerman said, “You get out what you put in.” Whether you’re a planner, a hotel, or a sales organization, thoughtful engagement with new tools pays off for everyone involved.

What’s Next for Hotel Venue Sourcing?

As the conversation wrapped up, both leaders agreed that the future looks brightest for those who blend:

The irreplaceable human touch that builds trust and understanding
Smart technology that eliminates tedious tasks
Data-informed decisions that replace guesswork
Open, honest communication between planners and venues

Kellerman shared a perfect example: his team recently discovered fantastic hotel options in Cabo San Lucas they’d never considered before on Hopskip despite years of experience in the destination. Technology didn’t replace their expertise – it enhanced it.

5 Takeaways to Improve Your Venue Sourcing Right Now

Want to level up your hotel selection process? Here are 5 practical nuggets:

Embrace helpful tech – The right tools can transform your venue search from overwhelming to manageable.
Demand true cost transparency – Get those all-in prices upfront to avoid budget surprises later.
Blend digital and personal – Use technology to handle the data work while you focus on nurturing relationships.
Review contracts strategically – Identify potential issues before they become expensive problems.
Keep an open mind about AI – These emerging tools might help you find your perfect venue match.

Planners who implement these approaches will likely spend less time on administrative tasks and more time creating exceptional events in venues that truly fit their needs.

Want to hear the full conversation? Listen to Brian Kellerman and Sean Whalin discuss these topics and more here.

How to Evaluate Venue Sustainability: Expert Tips for Event Planners

Posted on March 18, 2025 by Melanie Zeidlhack - RFP Best Practices

Romina Kwong's Expert Tips for Evaluating Hotel Sustainability

If you’ve felt like you’ve struggled to balance good intentions and sustainability with other critical event requirements, you are not alone.

Enter Romina Kwong, an event planner with an environmental studies degree and over 12 years of hospitality experience. She’s built her consultancy around bridging the gap between environmental sustainability and the practical demands of event execution.

Sitting down with Kwong, she shared her advice and practical approach to navigating sustainability in events, specifically at hotels, to help planners make more sustainable choices without sacrificing event quality or breaking budgets.

Where to Start with Sustainable Event Planning

Kwong starts initially by saying, “Go back to the basics of reduce, reuse, recycle.” The key to success is following the waste management hierarchy.

Here’s how Kwong applies reducing, reusing, and recycling to sourcing and working with hotels:

Reduce First

“The first thing I look at is location,” says Kwong. She recommends evaluating a venue’s accessibility and impact on overall event transportation needs. “Do you understand where most of your attendees are coming from? Are they on the East Coast or the West Coast? Pick a city closest to most of them,” she advises. Additionally, look for venues “accessible by multiple modes of transportation, so you don’t have to drive there, you don’t have to take an Uber — you can take public transit, train, walk or bike.”

Reuse What’s Available

Next, Kwong points out an often-overlooked sustainability advantage of hotels: existing infrastructure. “Hotels have a lot of equipment or built-in AV that’s already on site, so you’re already reducing the transportation of items to and from the event venue itself,” she explains. This built-in benefit means “you’re not trucking thousands of chairs” or other equipment, reducing both costs and carbon footprint.

Recycle and Manage Waste

Planners should focus on recycling and waste management only after maximizing reduction and reuse. “Understand what can be tossed out in what bin and know that it’s different at every venue and city,” Kwong notes. She recommends speaking to the venue to find out who their waste management provider is and get the information from them directly.

Evaluating Venue Sustainability

When asked about finding venues that will support sustainability goals, Kwong outlines a systematic approach that any planner can follow:

Start with Location Strategy

“Look on Google Maps or a map to see where the hotel is in the city. Is it close to the airport? Is it far from the airport?” suggests Kwong. This broader view helps planners understand how the venue’s location will impact the event’s overall carbon footprint through transportation needs.

Research Digital Presence

“The second thing I look at is the property’s website,” Kwong explains. “Do they have a dedicated sustainability page? Do they address anything environmental related at all?” This initial research can quickly indicate whether sustainability is a priority for the venue and can suggest a like-minded partner.

Ask the Right Questions During the RFP process

Kwong recommends focusing on several key areas:

Waste Management Policies: “Understanding what is and isn’t allowed on site” helps planners plan for proper waste sorting and disposal.
Food Recovery Programs: Look for venues with established partnerships with food recovery organizations that can repurpose excess food.
Default to Reusables: “Prioritizing the reusables on site. Do they offer that first versus single-use cups or single-use water bottles?”
Building and Energy Efficiencies: Check if the property has implemented energy-saving features such as low-flush toilets, LED lighting, and movement sensors for lighting control.

Turning Sustainability Goals into Action

Once you’ve selected a venue, Kwong emphasizes that success lies in clear communication and proactive planning.

Communication is Key

“Sometimes you talk to the sales rep or your event manager at the hotel, and it doesn’t always get passed down to the people managing the event on-site that day,” Kwong notes. Her solution? Reiterate sustainability requests and reconfirm arrangements with on-site teams.

Simple Changes, Big Impact

Kwong shares a powerful example of an easy win: “We showed up at the hotel, and there were a lot of single-use cups and reusable cups at the coffee and tea stations. I said, ‘Hey, can we eliminate all the single-use items?'” The result? People used reusable mugs, and it didn’t cost any more money.

Measuring Success

When it comes to tracking sustainability efforts, Kwong recommends starting with waste management metrics: “The easiest one to tackle first is waste management, so the weight of everything — how much after your event went to landfill, how much went to recycling, and how much went to compost.”

Don’t forget about travel impact too. Track attendee travel emissions by collecting postal/zip codes or cities during registration, then use a tool like Purpose Net Zero to calculate the carbon footprint. Since transportation often accounts for the largest chunk of your event’s environmental impact, having this data gives you a more complete picture of your sustainability efforts.

Looking Ahead: Making Progress, Not Perfection

The Future of Sustainable Events

Kwong emphasizes that the events industry is at a turning point, similar to how food and beverage have evolved. “7 to 8 years ago, there were not a ton of options when it came to vegan or vegetarian options on a menu. And I think the more people demanded it, the more the industry had to shift and change,” she explains. “It’s the same thing here. The more planners ask for it, the more venues and everybody in the industry has to change and evolve.”

Key Takeaways for Planners:

Start Small and Build: “You don’t have to do everything,” Kwong emphasizes. Pick one or two things this year and add to them once you’re successful the following year.”
Focus on Communication: Include sustainability requirements in your RFPs and ensure they’re communicated to all levels of venue staff, from sales to on-site operations.
Look for Low-Hanging Fruit: Focus on changes that don’t increase costs first, like eliminating single-use items in favor of reusables already available at the hotel.
Track and Measure: Start with basic metrics like waste management, then expand to more comprehensive measurements as your program grows.

Kwong says, “Everyone wants to do their part, but they don’t necessarily know how to.” The key is taking that first step, no matter how small, and building on each success.

Resources for Planning More Sustainable Events

Proven Tips To Lower Meeting Room Rental Costs

Posted on November 10, 2024 by Sean Whalin - RFP Best Practices

In a recent HopSkip x Legalese with the Ladies webinar, Sean Whalin, Co-founder and CEO of HopSkip, moderated a discussion on the latest changes in hotel fees and contracts affecting the events industry in 2024.

The session featured Kelly Bagnall, Partner at Holland & Knight LLP and a leading authority on hospitality law, along with Barbara Dunn, Partner at Barnes & Thornburg LLP, who shared their expertise on how planners can effectively navigate these challenges and effectively negotiate hotel contracts.

The Challenge of Meeting Room Rental Fees

Meeting planners often face the challenge of managing room rental charges, especially as costs continue to rise. While hotels have increased expenses tied to maintaining these spaces, planners can gain leverage by strategically utilizing a favorable rooms-to-space ratio and thoughtfully coordinating room usage for meals and meetings. This post explores how planners can approach negotiations, what considerations are key, and insights shared by industry experts.

Understanding the Rooms-to-Space Ratio

The rooms-to-space ratio represents the relationship between the number of guest rooms booked and the amount of meeting space requested. Hotels prioritize efficient use of space, especially for groups requiring flexibility.

A higher ratio of guest rooms to meeting space often strengthens a planner’s negotiating position. Planners should assess their needs and convey how their groups space-to-rooms ratio optimizes space usage, which could persuade hotels to provide discounts or offer concessions on rental fees.

Negotiation Tips for Meeting Room Rental Charges

Barbara Dunn advised planners to have candid conversations about budget limits and their space requirements. Here are some key negotiation tips:

1. Leverage Multi-Use Room Configurations

Using the same space for multiple functions, such as meetings and meals, offers hotels the flexibility they seek while reducing setup and operational costs. This approach can lead to favorable terms, especially for groups that maintain a balance between meeting and guest room usage.This approach is advantageous for both parties, as it allows hotels to optimize their resources and planners to achieve cost savings.
As suggested in the webinar, justifying space requests clearly and efficiently can improve a planner’s bargaining position, enabling them to explore sponsorships or reduced fees.

2. Negotiate for a Reduced Set Fee

If full complimentary space isn’t an option, work towards a lower flat fee to accommodate your budget. When complimentary meeting space is not a viable option, it is essential to focus on negotiating a reduced flat fee that aligns with your financial constraints.Begin by clearly outlining your budgetary limitations and the value your event brings to the hotel. Highlight any potential benefits, such as increased guest room bookings or extended stays, that your event might offer. By presenting a well-rounded case, you can work towards securing a more affordable rate that fits within your budget, ensuring that the financial aspect of your event planning is manageable and sustainable.

3. Avoid Over-Extending F&B Minimums

Don’t feel pressured to raise food and beverage (F&B) minimums beyond what is feasible just to offset rental charges.It is crucial not to succumb to the pressure of inflating food and beverage (F&B) minimums beyond what is realistically achievable, merely to counterbalance rental fees. Carefully assess your event’s needs and expected attendance to set a feasible F&B minimum that reflects actual consumption.

By doing so, you maintain control over your budget and avoid unnecessary financial strain. This approach not only helps in managing costs but also strengthens your negotiating position by demonstrating a realistic and well-thought-out plan.

4. Discuss Reassignment Clauses

Ensure that space assignment clauses are reviewed carefully, especially if space may be reassigned without planner consent. Take the time to thoroughly examine and discuss space assignment clauses within your contract, paying particular attention to any provisions that allow for the reassignment of space without your consent.It is vital to ensure that these clauses are clearly defined and mutually agreed upon to prevent any unexpected changes that could disrupt your event planning. By addressing these clauses upfront, you safeguard your interests and maintain control over the logistics of your event, ensuring that the allocated space meets your specific requirements and expectations.

Hotel Expenses and Meeting Room Fees

Although planners often include meeting room fees in their budgets, it’s crucial to recognize the expenses hotels incur to maintain these spaces. As Kelly Bagnall noted, hotels face substantial costs related to utilities, cleaning, maintenance, and repairs. Grasping this viewpoint can help planners better understand the rationale behind certain fee structures.

Balancing F&B Minimums and Negotiation Power

Establishing an F&B minimum that truly reflects anticipated spending is essential. Some groups might opt for lower F&B minimums with the intention of surpassing them, but Kelly Bagnall pointed out that this tactic could weaken a planner’s bargaining position. By committing to a minimum that matches the expected expenditure, planners can show good faith and potentially enhance negotiation results for rental rates and other terms.

Conclusion

Navigating the negotiation of meeting room rental fees is a complex task, particularly as hotels encounter increasing operational expenses. By comprehending the rooms-to-space ratio, employing versatile space usage, and establishing clear budgetary guidelines, planners can strengthen their negotiating leverage.

Effective planning, along with open communication, enables both parties to derive value, ensuring a successful event experience for planners and their participants.

Get Access to the Full Webinar Recording

To learn more about navigating resort fees and other hotel charges, access the full recording below!

Watch the full webinar recording here.

Unlocking Leverage: Expert Tips for Negotiating Hotel Deposits

Posted on June 17, 2024 by Sean Whalin - RFP Best Practices

Introduction:

In a recent HopSkip webinar, industry experts Sean Whalin (Co-founder and CEO of HopSkip), Barbara Dunn (Partner at Barnes & Thornburg LLP representing groups), and Lisa Sommer Devlin (Devlin Law Firm, P.C. representing hotels) discussed the challenging issue of high hotel deposits for event bookings.

Barbara shared: hotels are now demanding heftier and more frequent deposits, even from those with sterling credit. “Leverage is everything,” she advised, hinting that savvy negotiators could reduce subsequent deposit demands after the initial payout.

But Lisa Sommer Devlin painted a stark picture of the hotels’ perspective, revealing a deep-seated fear of unpaid bills that has only intensified in recent years. Her advice? A solid payment history and glowing recommendations could tip the scales in your favor.

As the conversation heated up, both experts dismissed the idea of escrow arrangements as a costly and impractical solution, underscoring the delicate dance of negotiation needed to balance trust and security in these high-stakes dealings.

Hotel event costs that planners should be aware of

Posted on March 2, 2023 by Sean Whalin - Contracts, RFP Best Practices

The information provided in this video does not, and is not intended to, constitute legal advice; instead, all information, content, and materials available on this site are for general informational purposes only. Information in this video may not constitute the most up-to-date legal or other information. Readers of this website should contact their attorney to obtain advice with respect to any particular legal matter.

In this video, Sean Whalin (Co-founder and CEO of HopSkip) sits down with Barbara Dunn (Partner at Barnes & Thornburg LLP, representing groups) and Lisa Sommer Devlin (Devlin Law Firm, P.C., representing hotels) to discuss the most significant fees or costs a planner should be aware of in hotel contracts.

Check out what Barbara Dunn (Partner at Barnes & Thornburg LLP, representing groups) and Lisa Sommer Devlin (Devlin Law Firm, P.C. representing hotels) have to say in Legalease With the Ladies- powered by HopSkip!

Popular Hotel Concessions in 2022

Posted on September 27, 2022 by Luke Whalin - Contracts, RFP Best Practices

Requesting concessions during the hotel proposal process can be a planner’s secret weapon. If you’re bringing a substantial amount of business to a hotel, these concessions can be a serious cost avoidance tool by adding cost savings to your meeting’s bottom line. They also act as a great way to deliver additional perks to your attendees.

What To Include In Your Function Space Contract Clause

Posted on October 8, 2021 by Sean Whalin - RFP Best Practices

In this video, you’ll learn how to approach including a function space clause in your hotel contract. What should you be aware of? What is important to share with the hotel? Why some groups might be sensitive with their function space request.

How to Structure Your Hotel Event Deposits and Credits

Posted on October 8, 2021 by Sean Whalin - Contracts, RFP Best Practices

In this video, you’ll learn about how to approach your event deposits with your hotel partner. Learn about what it means for a planner to have a master account with a hotel, how to structure your deposit schedule with your hotel partner and why getting your hotel partner to agree to accept your deposit be placed into an escrow account might be difficult.