Site selection has always been one of the most critical – and complex – aspects of event planning. As we look ahead, the process is becoming even more nuanced. Budgets are tighter, expectations are higher, and planners are being asked to balance attendee experience, accessibility, risk management, and financial protection – all at the same time.
Based on our experience supporting a wide range of clients across associations, nonprofits, and corporate events, here are the site selection best practices that matter most this year and beyond.
1. Start with What Truly Drives Your Event
Before diving into destinations or sending an RFP, it’s essential to define what success looks like for your specific group.
- Yes, cost, flight connectivity, and availability still matter. But increasingly, we’re seeing planners prioritize:
- Attendee experience and engagement
- Accessibility and inclusivity
- Walkability and ease of navigation
- Flexible meeting space that supports different learning styles
Every group is different, and what works beautifully for one event may be a poor fit for another. Clear priorities at the outset lead to better venue matches – and fewer compromises later.
2. Use Virtual Tools Strategically – But Validate in Person
Virtual tours, floor plans, and videos are valuable tools for narrowing down options, especially in the early stages of sourcing. They help planners move quickly and compare properties efficiently.
That said, there’s no substitute for an in-person site visit.
When visiting a property, experienced planners look beyond the polished sales tour:
- Request to see the smallest rooms and rooms with less desirable views
- Pay close attention to bathrooms, lighting, hallways, and signage
- Observe housekeeping practices and overall property upkeep
- Walk the surrounding area to assess safety, accessibility, and flow
The goal is to experience the venue the way your attendees will – not just how it’s presented. Download our Site Visit Checklist at this link.
3. Think Beyond “ADA Compliant” to Attendee-Friendly
Accessibility continues to be a critical – and often misunderstood – part of site selection.
A property may be technically ADA compliant, but that doesn’t always mean it will be usable or comfortable for your attendees. We encourage planners to:
- Ask detailed questions about specific ADA room types
- Confirm bathroom layouts, transfer space, elevator and door widths
- Consider access to common areas, pools, and outdoor spaces
- Build accessibility requirements directly into the contract
Proactively addressing these details protects both the attendee experience and the organization. This article on ADA Compliance Requirements for Hotels and other types of lodging offers a quick reference guide on what to look for and what questions to ask.
4. Protect Your Organization through Smart Contracting
As we jump into 2026, contracts are requiring more scrutiny than ever. Beyond the headline room rate, planners need to fully understand how minimums, service charges, taxes, and ancillary costs are calculated and applied – and how those obligations change if pickup or attendance shifts.
We’re seeing increased focus on attrition, cancellation, and rebooking language; clear audit rights to verify room pickup; and the group’s total financial exposure across guest rooms, meeting space, AV, and food and beverage. Thoughtful contract review isn’t about being difficult – it’s about clarity, fairness, and protecting your organization.
Explore our Contracting Resources for tips on negotiating, common clauses that can reduce risk, and other contracting topics.
5. Evaluate Risk Holistically
Risk management has expanded well beyond basic safety checklists. Planners today are considering:
- Physical safety within the venue and surrounding area
- Emergency preparedness and staff training
- Alcohol service policies and liability exposure
- How quickly issues can be addressed if something goes wrong
Taking the time to assess risk during site selection – rather than after a contract is signed – allows planners to make informed decisions and put appropriate safeguards in place.
6. Understand Your Group’s True Value
Room nights and banquet minimums are only part of the picture. Savvy planners are increasingly looking at:
- Ancillary spend across hotel revenue outlets
- Length of stay patterns
- Seasonal or need-period value for the property
- Long-term partnership potential
Understanding and communicating your group’s full value strengthens your negotiating position and often leads to better rates, concessions, and flexibility.
7. Relationships Still Matter
Even in a data-driven, technology-enabled environment, relationships remain one of the most powerful tools in site selection. Strong relationships with hotels, CVBs, and destination partners:
- Lead to more transparent conversations
- Make negotiations smoother
- Help resolve issues more effectively when challenges arise
The best outcomes often come from collaborative partnerships built on trust and experience.
Site Selection for 2026 and Beyond
As site selection continues to grow more complex, many organizations are choosing to bring in additional support earlier in the process.
At Conference Planning Services, we work as a complimentary extension of in-house planning teams. As clients plan for 2026 and beyond, we’re helping them identify the right venues, evaluate real-world fit and accessibility, negotiate clear and protective contract terms, and leverage industry relationships to secure competitive rates and concessions. Our services are complimentary, as we’re compensated by the venues, allowing planners to gain added expertise and bandwidth without increasing their event budget.
