Selling meeting space isn’t easy. Hotels and venues compete for the same events, and planners have more options than ever. If you don’t market your space well, it stays empty.
The good news? A few smart moves helps you position your property better, book more events, and grow revenue. Whether you’re targeting corporate meetings or social gatherings, these tips will help you sell your space and fill your calendar. Let’s get started.
Understanding the meeting space market
Selling meeting space isn’t always simple. Planners today have more choices, higher expectations, and tighter budgets. To win their business, you need to understand who they are, what they want, and who you’re competing against. You also need to keep an eye on developing trends in the market.
Who’s booking meeting space?
A wide range of planners are searching for venues, each with different needs:
Corporate event planners book spaces for meetings, training sessions, and executive retreats. They prioritize convenience, tech capabilities, and a polished atmosphere.
Associations host annual conferences and networking events. They often need large, flexible spaces and a seamless attendee experience.
Social event planners organize weddings, galas, and celebrations. They look for ambiance, unique features, and all-inclusive packages.
Local businesses need space for team offsites, product launches, and client meetings. They value affordability and easy booking.
Find out what event planners want from venues in our latest Planner Sourcing Report.
What do planners want?
No matter the event type, planners are looking for a few key things:
Flexibility – Customizable layouts, breakout spaces, and hybrid meeting options
Tech & connectivity – Fast Wi-Fi, video conferencing, and seamless AV integration
Ambiance & experience – Natural light, unique décor, and a setting that enhances their event
Transparent pricing – Simple, upfront pricing with no hidden fees
Great location – Easy access, parking, and nearby accommodations for attendees
How competition has changed
You’re no longer just competing with other hotels. Today’s options include:
Unique venues – Museums, rooftop spaces, and breweries attract planners looking for a “wow” factor.
Coworking spaces – These flexible, tech-friendly spaces appeal to corporate teams.
Hybrid & virtual solutions – Some companies are cutting back on in-person meetings in favor of virtual or hybrid events.
Why your meeting space isn’t selling
If your meeting space isn’t booking as fast as you’d like, it’s not just bad luck. Planners today expect convenience, clarity, and modern amenities. If you’re missing the mark in key areas, they’ll move on to a competitor. Here’s what might be holding you back:
Your marketing isn’t clear or compelling
Planners won’t book a space they don’t understand. If your messaging is vague or buried on your website, you’re losing potential business. Your marketing should instantly answer:
What types of events your space is best for
What amenities and tech you offer
Why your venue stands out from competitors
Your pricing isn’t competitive or transparent
If planners have to call for a price or sift through complicated packages, they’ll move on. Be upfront about your rates, offer flexible packages, and keep pricing in line with the market.
Your inquiry and booking process is a hassle
Can a planner easily check availability or request a quote? If they have to wait days for a response, they won’t wait at all. Offer instant quotes, clear contact options, and fast follow-ups.
Your tech is outdated
Planners expect strong Wi-Fi, hybrid event capabilities, and easy-to-use AV. If your venue still struggles with connectivity or lacks video conferencing tools, you’re at a disadvantage.
Your online presence is weak
Most planners start their search online. If your website is outdated, your photos are low quality, or your venue isn’t listed on booking platforms, you’re invisible to potential clients. Invest in a modern website, professional visuals, and a strong presence on Google and event listing sites.
9 strategies for selling your meeting space faster and earn loyalty
Selling meeting space is about making planners’ lives easier so they come back again and again. Here’s how to speed up bookings and build lasting relationships.
1. Build a strong online presence
Your venue should be easy to find online and give a strong first impression when planners research options. If your website is outdated, hard to navigate, or lacks essential information, you’ll likely lose potential clients.
The Cvent Supplier Network (CSN) is a great tool for hotels, venues, and CVBs wanting to attract event planners and corporate clients. With over 145K planners searching for meeting spaces every day, having a strong profile on CSN is a sure-fire bet to increase your group bookings.
Make sure you’re listed on CSN and update your profile with the latest information. Showcase your meeting space with beautiful photos and videos that demonstrate flexibility—rooms set up for different types of events, from small meetings to large conferences.
Then, optimize your CSN profile and website for search engine optimization. Use keywords like “meeting space in [city]” or “event venues near [location]” to ensure planners find you through search engines.
2. Make proper use of social media and email marketing
Social media and email marketing offer a powerful way to stay top-of-mind, share engaging content, and promote your meeting space to the right audience.
Social media storytelling: Platforms like Instagram and Facebook are perfect for showing off your space in action—post event photos, behind-the-scenes content, and time-lapse videos of room setups. Highlight client success stories and user-generated content to build trust.
Use email marketing to stay connected: Create a segmented email list to send personalized updates about new features, availability, or special promotions. Share behind-the-scenes looks or spotlight unique events hosted in your space.
Engage with your audience: Respond to comments, answer questions, and host live Q&As. Engaging with planners helps you build relationships that encourage trust and loyalty.
3. Make it a priority to respond fast
When a planner reaches out, time is of the essence. If you don’t reply quickly, you risk losing the opportunity.
The latest North American Edition of the Cvent Planner Sourcing Report revealed that most planners (80%) want responses to their RFPs in four days or less.
Twenty percent of planners said they thought hotels could speed up their turnaround time and 22% said hotels could do a better job at customizing their proposals.
Set response-time expectations: Ideally, respond to all inquiries within four days. Use response automation technology to manage inquiries and respond quickly, especially during busy times.
Make it easy to contact you: Ensure your contact info is easy to find on your website and consider adding a live chat option to answer questions in real time.
Follow up promptly: If you haven’t heard back from a planner within a few days, follow up with a friendly reminder email to see if they have any more questions or need additional details.
4. Personalize your pitch
Generic pitches aren’t enough. Planners want to know how your venue can solve their specific challenges.
Ask questions to understand their vision: What are their goals for the event? What’s the expected turnout? Do they need specific AV equipment or flexible room layouts? By asking these questions, you’ll be able to tailor your response and show how your venue meets their unique needs.
Feature what matters most to them: Once you understand the planner’s needs, highlight the relevant features of your space. Whether it's flexible seating arrangements, advanced AV capabilities, or catering options, show them how you can make their event a success.
5. Offer site visits & virtual tours
Letting planners experience your space in person—or virtually—will help them feel confident in their decision to book with you.
Host site visits: Invite planners to tour your venue, view room setups, and discuss their event requirements in person. This creates a personal connection and allows you to address concerns right away.
Offer virtual tours: Over an eighth (17%) of planners say deciding whether or not to submit an RFP depends on the inclusion of 3D or virtual tours. If in-person visits aren’t possible, create a virtual 3D walkthrough of your space. This lets planners see the venue from multiple angles, making them feel as though they’ve been there.
6. Provide exceptional customer service
Sometimes, all it takes is a simple follow-up to turn a potential client into a confirmed booking.
Don’t wait too long: After an inquiry or site visit, send a follow-up email within 48 hours. Be polite but assertive, and provide any additional details they may need to make a decision.
Offer additional value in the follow-up: Include information about new services, additional perks, or other upcoming availability to sweeten the deal.
7. Partner with the right people
Collaborations can amplify your reach and increase your booking potential.
Form relationships with event planners: They are often the ones deciding on venues for their clients, so building strong partnerships with them can be a game-changer.
Work with CVBs (Convention and Visitors Bureaus): Local CVBs are fantastic partners in helping you reach planners looking to book venues in your area. Many CVBs will feature your venue on their website or recommend it to their clients.
Engage with local businesses: Building connections with local suppliers, transportation companies, and entertainment providers can provide additional value to planners and make your venue more appealing.
8. Use technology that planners love
Event planners, whether they are booking large or simple meetings, like simplicity. Their jobs are hectic enough as it is. They appreciate technology that saves time and makes their job easier. Stay ahead by incorporating these tools:
Event diagramming technology: Use tech to help planners visualize their event setup before booking. It helps them better understand the layout, making them feel more confident about their space choice. Diagramming tech is also known for the time it saves on floor plans. Cvent Event Diagramming, for example, reduces diagramming time by up to 50%.
Passkey for room block management: Use room block management software like Cvent Passkey so planners can manage their own hotel room blocks. Having this tool available makes your venue even more attractive to planners organizing larger events.
Online booking for simple meetings: When it comes to small meetings, planners want to book quickly. Use platforms like Cvent Instant Book so planners can book smaller meetings online with ease. Use this tool to showcase live inventory and rates and give planners the power to select A/V or F&B packages without ever having to submit an RFP.
9. Make booking easy for simple meetings
Not all meetings require complex arrangements, so make booking straightforward for smaller events. Make booking easy by offering an instant reservation system for simple meetings. If planners can book the space in just a few clicks, it makes your venue much more appealing.
Go forth and sell more meeting space today with these tips
Selling your meeting space doesn’t have to be a lengthy, complicated process. Focus on key strategies like building a strong online presence, making booking simple, and offering personalized service to attract more planners and close deals faster.
The goal is to make the process as easy and rewarding as possible for event planners, which will not only help you sell more meeting space but also earn their loyalty for future events. Stay proactive, be responsive, and keep your venue top of mind, and you’ll soon find yourself the go-to location for successful meetings and events.
Download our latest Planner Sourcing Report for the lo-down on what planners need from venues today.
Mansi Soni
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