In today’s competitive meetings landscape, the best venues don’t stay available for long. Whether you're planning a corporate retreat, board meeting, incentive trip, or conference, identifying a “winning” venue before everyone else does can elevate your event—and your reputation.
So how do seasoned planners spot a standout property early? It’s equal parts strategy, instinct, and industry awareness.
Here’s how to sharpen your eagle eye.
Winning venues often show early signs of buzz before they become fully mainstream.
Pay attention to:
Recent renovations or rebrands
Leadership changes bringing fresh direction
Destination investments (airport expansions, new attractions, infrastructure upgrades)
Industry recognition or sustainability certifications
For example, secondary markets like Scottsdale or Greenville gained traction years ago due to walkability, culinary growth, and boutique luxury—before becoming top-tier meeting hot spots.
Early awareness gives you first pick of prime dates and rates.
A stunning lobby is nice. A functional, flexible event space is essential.
Winning venues offer:
Adaptable meeting rooms with natural light
Seamless indoor/outdoor flow
Built-in A/V infrastructure
Dedicated planner workspaces
Strong Wi-Fi bandwidth (ask for real numbers)
Walk the entire meeting footprint. Is the pre-function space intuitive? Are breakout rooms conveniently located? Does the layout support networking flow?
A beautiful property that doesn’t function well for your group isn’t a win.
The true difference-maker is service.
Ask yourself:
How responsive was the sales team during the RFP process?
Are department heads accessible?
Do they offer creative solutions—or standard packages only?
Can they pivot under pressure?
Top-tier properties — like The Breakers or Montage Laguna Beach — are known not just for luxury, but for anticipatory service and operational excellence.
A venue’s culture will show up long before your event does.
Attendees remember how a destination feels.
Consider:
Airport accessibility
Transfer times
Off-site dining and entertainment
Wellness amenities
Unique local experiences
Properties near experiential hubs—like Broadway in Nashville or the vibrant River Walk in San Antonio—offer built-in programming opportunities without added production cost.
When the location enhances your agenda naturally, you’ve found a winner.
Lowest rate rarely equals best value.
Look at:
Concessions (comp rooms, upgrades, discounted meeting space)
F&B minimum flexibility
Resort fee inclusions
Attrition clauses
Date flexibility
A slightly higher room rate may come with meaningful concessions that dramatically improve your bottom line.
Winning venues think long-term partnership—not one-time transaction.
Experienced planners develop instinct through exposure.
Review:
Consistency in online reviews
Repeat corporate clientele
Awards and press mentions
Brand track record
Global brands such as Four Seasons Hotels and Resorts or Auberge Resorts Collection often signal operational consistency, while standout independents may offer greater flexibility and creativity.
The key is knowing what aligns with your audience.
If a venue checks the boxes:
Location appeal
Operational strength
Financial value
Cultural fit
Don’t hesitate.
High-demand properties are booking further out each year, especially for peak spring and fall dates. Acting early locks in leverage and avoids settling later.
Final Thought: The Competitive Advantage Is Vision
Spotting a winning venue isn’t luck—it’s preparation meeting opportunity.
Stay informed. Visit often. Build relationships with CVBs and sales leaders. Track destination development. When you consistently scan the landscape, you’ll see potential before it becomes obvious.
That’s the true eagle eye.
Creator of digital platform meetingpages complete event planning directory and resource delivering leads and national, regional and local exposure for event venues, suppliers and destinations in MN, WI, IA & CO markets. In her free time, this 19 year industry veteran enjoys dance, group fitness, and training her young golden retriever dog in competition obedience and confirmation.
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