Where Great Events Begin
Site selection is a foundational part of how we design successful events. Our team manages venue sourcing and contract negotiations every single day, bringing deep industry knowledge, global relationships, and buying power to every engagement. We partner with you to identify venues that fit both your logistical needs and your vision — while optimizing cost, efficiency, and experience.
Venue Sourcing & Contracting
Finding the Right Venue to Bring Your Event to Life
Our Sourcing Services
We support hotel and venue sourcing for meetings, conferences, social events, and large-scale productions worldwide. Leveraging our industry relationships, accreditations, and expertise, we negotiate favorable contracts on your behalf — saving valuable time, reducing costs, and securing the best possible terms.
Identifying and vetting properties against your location, space, budget, and experience requirements across North America and internationally.
Building the specification, managing outreach directly with properties, and driving the response timeline so you aren't chasing hotels.
Presenting a clear, side-by-side comparison of availability, rates, space, and total cost to support an informed decision.
Coordinating and leading property visits, with detailed findings on space, service, and guest experience before you commit.
Negotiating guest room rates, complimentary rooms and suite upgrades, food and beverage minimums, audio-visual and production costs, internet and service fees, and additional value-added concessions.
Reviewing attrition, cancellation, force majeure, and payment terms so your exposure is understood and reduced before signing.
Setting block size, rate tiers, cutoff dates, and reservation methods to protect against attrition penalties.
Facilitating the process through final signature and transitioning all terms cleanly to your planning team or ours.
Serving as your representative throughout the sourcing process, providing objective recommendations, identifying opportunities and risks, and ensuring every decision supports your event goals while securing the best possible terms.
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our approach
We identify venues that match your location, space needs, and event goals, then manage property outreach, collect proposals, and provide a clear side-by-side comparison to support your decision. Once a venue is selected, we negotiate rates, concessions, and contract terms to maximize value and protect your interests from selection through signing.
As is standard in the industry, BDI Events is compensated by the venue, not by you.
Our site selection and contract negotiation services are provided at no cost to clients, while our global hospitality relationships and buying power help secure savings, added value, and stronger contract terms.
A Cost-Effective Partnership
BDI Events is compensated through commissions paid by the selected venue, a standard practice throughout the hospitality industry. As a result, our site selection and contract negotiation services are provided at no cost to you. We work as your advocate throughout the sourcing process, leveraging market knowledge and industry relationships to secure competitive pricing, valuable concessions, and contract protections that help maximize your event budget.
The BDI Advantage
01
We negotiate venue contracts every single day
This is daily work for our team, not an occasional task — which means sharper terms and fewer surprises for you.
02
Relationships and accreditations that move terms
Our global hospitality relationships and industry accreditations give us leverage to secure rates and concessions that aren’t on the table for most groups.
03
Savings that often make us free
Because we’re compensated by the venue, our service typically costs you little or nothing — and the concessions we negotiate frequently exceed any cost. Our clients typically see an average savings of 10% to 25% off standard venue and vendor rates.
04
A strategic approach that protects your budget and timeline
We treat sourcing as strategy, aligning every recommendation with your goals, your budget, and your schedule.
FEATURED CASE STUDY
Finding Space Where There Was None
THE CHALLENGE
BDI was brought in at the last minute to help a client secure space for a series of c-suite investor meetings. The timing was challenging as one of the year’s largest industry trade shows had taken over Las Vegas, and nearly every suitable space was already booked — no private dining rooms and no available meeting space. The client had a set of very specific, high-end requirements including a confidential, ultra-premium environment that felt completely separate from the convention crowds. They needed it sourced and planned quickly.
THE STRATEGY
BDI Events secured and designed several penthouse suites at a luxury hotel, each outfitted with lounge areas, executive board tables, continuous food and beverage, audio-visual, florals, and branded elements. We arranged private car service to transport guests to and from meetings and coordinated a cocktail reception to bring partners and investors together.
IMPACT
The intimate, design-forward setting elevated the quality of conversation and gave the client a polished, private home base amid a high-traffic show environment — a white glove experience that reflected the caliber of its executive guests.
AUDIENCE
50 attendees
