Site Selection

The practical guide to hotel and venue souricing for meetings, events and conferences.

Hotel & Venue Sourcing + Contract Negotiation | AMP Event Group

Hotel and Venue Sourcing & Contract Negotiation for Events & Conferences

Find the Perfect Venue. Secure the Right Terms. Set Your Event Up for Success.

When it comes to planning impactful events and conferences, your venue choice is foundational. But it’s not just about the space — it's about timing, terms, availability, and relationships. Site selection and contract negotiation are strategic moves that can make or break your event.

Start Your Event Profile & Request Pricing Explore Flat‑Fee Packages

Why Site Selection Matters

Choosing the right location isn’t just about square footage and seating capacity. It’s about understanding the market dynamics that affect your options and your costs.

Lead Time: Book too late and options shrink; book too early and you may overcommit before scope is final.
Availability & Compression: High‑demand windows limit choices and raise prices—avoid competing with citywides and peak seasons.
Seasonality: Timing impacts pricing, attendance, and flexibility.
Venue Relationships: Leverage long‑standing connections with hotels, convention centers, and CVBs to unlock access and concessions.
Contract Terms: Attrition, cancellation, F&B minimums and more can all be negotiated with the right approach.

The Pitfalls of Going It Alone

Overpaying for space and services
Overlooking fine print that becomes costly later
Missing better options due to timing or limited access
Wasting time chasing leads that go nowhere
Booking during compressed or peak market windows

Without insider knowledge, your team could spend more, stress more, and still end up with a less‑than‑ideal result.

How We Help

At AMP Event Group, our experienced team handles the heavy lifting and positions your event for success from RFP to signature.

Smart Sourcing

Expert analysis of available venues
Strategic timing & lead‑time planning
Access to venues not yet listed

Negotiation & Terms

Rates, concessions, and clauses in your favor
Room blocks, upgrades, comps, and amenities
Attrition, cancellation, and rebook language

Relationships that Work

Strong CVB & hotel partnerships
Market insight during compression
Peace of mind and clear choices

Our Site Selection & Negotiation Process

1) Discovery & Criteria

Goals, audience, dates, destination criteria, space needs, and budget.

2) RFP & Market Scan

Issue targeted RFPs, analyze compression/seasonality, gather holds and proposals.

3) Shortlist & Site Visits

Compare availability, fit, and total cost; coordinate virtual or on‑site walkthroughs.

4) Comparative Analysis

Side‑by‑side budget, space diagrams, and risk flags to support decision‑making.

5) Negotiation & Redlines

Rates, F&B minimums, concessions, attrition/cancellation, rebook, and force majeure.

6) Contract to Handoff

Final signatures, deliverables, and transition into production & logistics timeline.

Start Your Event Profile & Request Pricing Talk with a Planner

Ready to Talk Venues?

Schedule a Strategy Session with our site selection team and see how the right venue—with the right terms—sets the tone for everything else.

Book Your Strategy Session Explore Flat‑Fee Packages

Frequently Asked Questions

How does utilizing a site selection service benefit my event planning process?

Benefits of Using a Site Selection Service

You gain market access, time savings, and stronger negotiating power. We surface better‑fit options faster, flag hidden risks in contracts, and secure rates and concessions aligned to your goals—so you avoid costly missteps and compression traps.

What factors should I consider when selecting a venue for my event?

Key Factors for Venue Selection

Focus on location, capacity, accessibility, amenities, and total cost. Review the venue’s experience with similar events, flexibility of spaces, blackout dates, and restrictions. Site visits (virtual or on‑site) confirm fit for flow, branding, and technical needs.

Can a site selection service assist with contract negotiations, and how does that impact my event?

Negotiation Support & Impact

Yes. We negotiate rates, F&B minimums, upgrades, comps, and protective clauses (attrition, cancellation, rebook, force majeure) so terms match your objectives and risk tolerance. The result is stronger value, fewer surprises, and clearer success metrics.

Don’t just take our word for it

Hear from some of our amazing customers

“Working with AMP Events was heaven-sent. They consulted us every step of the way to assist us from design to alternative cost saving options for AV requirements to stay within budget.”

Kelly Williams

Head of Design, Layers

“It was truly a pleasure working with the AMP Events team on the 2016 ENRS Annual Conference in Pittsburgh, Pennsylvania. The team’s professionalism and ability to problem solve made our experience worry free. We look forward to working with them again.”

Eastern Nursing Research Society

Executive Director

“The President’s Reception is a meaningful event and AMP Events has helped us produce an incredible occasion to give thanks. Their professionalism while drafting up a quote through set up and tear down of the equipment is unparalleled. Thank you for helping us say thank you to our community.”

Gift of Life Family House