Conference Planning Services offers free hotel venue sourcing and site selection for meeting and event planners. This resource page answers common questions about our no-cost model, commission-based structure, contract negotiation process, and site visit coordination. We help corporate, association, nonprofit, and government planners understand how a dedicated CPS team member manages venue selection from RFP to signed contract.
We are a no-cost site selection company, so there are absolutely no costs or hidden fees to our clients.
We receive a commission directly from the venues.
We provide a highly personalized experience that larger companies simply can’t match. We take the time to understand your unique needs and curate venue options that align with your goals, ensuring you have the right information to make an informed decision. Our ongoing support means you never feel like just another client.
No. We pass all perks and negotiated concessions, including meeting planner points, to our clients. In the event that a hotel offers double points, we decline those and instead request that the hotel extend this benefit directly to the client to ensure our venue selection services remain impartial.
No. We work with every hotel chain including Four Seasons, Hilton, Hyatt, IHG, Lowes, Marriott, Omni, Wyndham, and their affiliates, as well as a variety of independent venues. We do not, however, work for these hotels – we work for you! Think of us as a trustworthy extension of your meeting planning team.
We ask that you fill out a form outlining your site selection needs and preferences such as location, dates, number of attendees, meeting space requirements, etc… We use that information to create a customized Request for Proposals (RFP) to send to hotels that match your event criteria.
Yes! We set up your entire itinerary for you to visit the hotels of your choice. We will also secure free accommodations and ground transportation while you’re in the prospective host city. Many venues offer virtual site visits if that is preferable to the client.
CPS provides free hotel venue sourcing and site selection for event planners booking room blocks for conferences, board meetings, and conventions.
Yes. CPS works at no cost to clients, earning compensation from host hotels rather than charging planners directly.
Event planners at associations, nonprofits, and corporations across the U.S. and internationally who need hotel meeting space for multi-day conferences, executive meetings, or corporate offsites.
CPS creates and distributes your RFP to matching venues and guarantees hotel responses within your required timeframe.
CPS uses a worldwide hotel database, industry relationships, and experience to research venues matching your location, budget, and meeting requirements.
CPS consolidates all proposals into one shareable comparison document showing rates, availability, meeting space, and concessions.
Yes. Due to its volume across multiple clients, CPS negotiates reduced group rates, stronger concession packages, and increased buying power.
Yes. CPS coordinates schedules and itineraries for site inspections so planners can evaluate venues in person.
Yes. CPS oversees contracting to confirm rates, agenda, and concessions are correctly specified, and can refer legal counsel if needed.
