The Secret to a Perfect Event, Starts With a Hotel Site Visit

Planning the perfect event isn’t just about picking a pretty venue or locking in a low rate. It’s about knowing your group, understanding the experience you want to deliver, and making informed decisions—from day one. And the truth is, that all starts with one thing: a site visit.

Want to make your site visit work harder for you? We created a free Event Hotel Site Inspection Checklist that includes everything you should evaluate while touring a venue. 

Though, before you even set foot on a property, here are a few ways to prepare and make the most of your visit and time.

Click Here For FREE Site Visit Checklist

Know Your Group

Healthcare CEOs probably don’t want to stay at a roadside motel, and a per diem-heavy team might not be jazzed about $600-a-night rooms. Some groups want the spotlight all to themselves—they’d love being the biggest event in town. Others want to blend in and explore a major city. It’s your job as a corporate event coordinator to guide the decision, and the client’s job to come in with a few clear parameters.

So if you’re the client: think about region, vibe, accessibility, budget, and the kind of experience you want to create. The clearer your vision, the better your outcome.

Tap Into Your Network

Don't forget to lean on the pros. NSOs (National Sales Offices) and CVBs (Convention and Visitor Bureaus) are incredible, underused resources. When a client says, "I want something in the South," you don’t need to start from scratch. Reach out to your contacts at Marriott, Visit Denver, or wherever makes sense. Share your RFP, your priorities, and let them recommend the best-fit destinations based on real data and experience. This is a key part of the value that corporate event organizers bring to the table—and a major boost to your venue sourcing strategy.

Nail the RFP (Or Regret It Later)

Your Request for Proposal (RFP) is your first impression. So make it count.

Be honest. Be specific. If your event starts at 8:00 AM on a Tuesday, you’re probably going to need access to the space on Monday (or even Sunday!). If your attendees can't afford $300 hotel rooms, say so. If you need extra time for AV setup or space to host a welcome lounge, spell that out.

The best part about working with BME? You don’t actually have to create the RFP yourself. If you know your group and your agenda, we’ll take it from there—crafting a detailed, strategic RFP that gets real results. If it’s our first time working together, we’ll even attend your event the year prior to gather insight and help shape the most accurate proposal possible. And if we’ve been longtime partners, the only things you’ll need to weigh in on are where you want to go and when to send it—we’ll handle the rest.

An accurate RFP saves everyone time and helps you land a venue that fits your needs—without surprises or last-minute stress. It’s what separates a professional event planner from the rest.

Why Site Visits Matter (More Than You Think)

You’d be surprised how many planners don’t prioritize site visits. At BME, a leader in event planning services and corporate event management, we believe it’s non-negotiable. Photos, videos, and Zoom calls can only show you so much. You need to feel the space.

During a site visit, you don’t just look—you experience. You notice the culture of the staff, you catch little things like outlet placement, lighting quality (Are the lights dimmable?), safety protocols, the vibe of the surrounding neighborhood, and how customer service actually feels in real time. You get to see what your guests will see. That’s the kind of insight you can’t get from a PDF.

This July, we’re putting that into action with six site visits for clients—and sharing the behind-the-scenes on our socials all month long. Follow along for real-time tips, inspiration, and lessons from the road.

Why BME Does It Differently

At BME, we look beyond what’s pretty or popular. We consult sources like Business Travel News and the U.S. Department of Transportation to evaluate:

• Average flight costs

• Hotel pricing

• Daily meal expenses

• Safety ratings

If you're prioritizing safety, we won't recommend high-risk destinations. Need direct flights under $400? We’ll avoid locations with limited airport access and sky-high fares. Most event planning companies don’t dig this deep—we do, so you don’t have to.

Whether you're managing a large-scale conference or planning your next executive retreat, BME takes the time-consuming task of venue sourcing off your plate. Our comprehensive process saves you hours of research, back-and-forth emails, and second-guessing. We handle the logistics, compare the options, and deliver venue solutions that align with your goals—so you can focus on the bigger picture.

And here’s something we’re seeing across the board: many hotels are already booked for 2026. If you’re planning an event for next year, now’s the time to lock in your venue—or get ahead of the curve and start planning for 2027. The earlier you start, the better your options.

Download our FREE Site Visit Checklist to make your next tour smarter, smoother, and way more strategic. It’s the easiest way to avoid mistakes and find the perfect venue—from the very first step.

FREE Site Visit Checklist