STRATEGIC RESEARCH
Through our extensive network and industry relationships, we balance your vision, preferred location, program needs, and budget to source the best properties to embody your brand.
Site Selection Simplified
Venue Sourcing & Procurement
REPORTING
Our thorough reporting helps you distill information, enables apples-to-apples comparisons, and allows stakeholders to make informed decisions.
VENUE PROCUREMENT
We leverage industry knowledge, collective buying power and negotiating prowess to secure a venue contract with favorable terms and conditions to save you money and minimize risk.
INDUSTRY LEADERS
Our sourcing experts are on the pulse of industry trends and emerging destinations, providing invaluable insight to enhance your planning team.
FROM SEARCH TO SELECTION
SHW Takes the Guess Work Out of Venue Procurement
Whether you need VIP accommodations for 10 executives or city-wide room blocks for a 10,000-person conference, SHW is your advocate throughout the RFP process.
Hotel and venue expenditure often comprise a substantial portion of your budget and can carry significant financial risk. By leveraging our extensive network, collective buying power, and expertise in procurement, contract negotiations, and event delivery, we secure favorable rates and concessions, optimize your hotel spend, and mitigate risk to safeguard your investment.
SHW caters to a variety of event types including Conferences, Executive Meetings, Corporate Retreats, Multi-City Roadshows, and Incentive Programs in both domestic and international markets.
EXPLORE OUR WORK
Best-Fit Solutions
Unlike agencies tied to specific hotel brands, our approach prioritizes finding you the best-fit property over brand loyalty.
Meetings & Conferences
Beyond the sleeping rooms, our detailed reports identify your venue's meeting and event space capabilities, ensuring your general sessions, break-outs and onsite events meet your RFP specifications.
Housing Management
SHW's Housing Management Services help maximize your room block, minimize attrition penalties and ensure your concessions are fulfilled.
Retreats & Incentives
From exclusive beachside resorts in Costa Rica to luxury properties in the heart of Paris, the possibilities are endless.
Venue Procurement
SHW SOURCING INSIDERS
“One of the most gratifying aspects of sourcing is the moment a client discovers their perfect match in a hotel or venue we’ve unearthed for them. There’s a special joy in knowing that our efforts have led them to a place that resonates with their needs.”
Merrill Behnke, Senior National Account Director
“I relish the opportunity to empower our clients with knowledge, especially when it comes to navigating the complexities of contracts and negotiations. Educating them on critical contact clauses and guiding them through creative solutions for any challenges that arise with a venue allows me to not only facilitate their event planning process, but also to build stronger, more informed relationships with them.”
Cheryl Barnet, Senior Director of Venue Sourcing, Housing & Event Tech
FAQs | Venue Sourcing & Procurement Services
What types of properties does SHW source?
We source a wide range of accommodations, from luxury properties and branded chains to boutique hotels, resorts, and more; always based on your event goals, budget, and desired guest experience.
How does SHW determine the best venue for our event?
We assess your program needs, audience profile, budget, and desired experience to create a tailored shortlist of property options. We also consider factors like accessibility, room availability, amenities, and local appeal to recommend the best-fit venue for your event.
Can SHW help us source hotels both domestically and internationally?
Yes. While we’re deeply rooted in the Pacific Northwest, our reach is global. We regularly source venues for events across the U.S. and around the world, ensuring your event has the perfect accommodation wherever you go.
Does SHW assist with hotel room blocks and housing management?
Absolutely. We manage hotel room blocks, negotiate favorable rates and concessions, monitor pickup and attrition, and offer housing platforms to streamline booking for your attendees. Our team works to ensure your guests have a smooth booking experience.
How early should we begin the hotel sourcing process?
Ideally, 12–18 months in advance for large programs or peak-season events. However, we can work on accelerated timelines depending on your needs, ensuring we secure the best hotels even on shorter timelines.
Does SHW handle hotel contract negotiations?
Yes, our experienced team specializes in hotel contract negotiations. We manage all aspects of the contract process, including securing favorable terms for room blocks, rates, and concessions. We also handle key clauses such as hotel attrition, cancellation policies, and penalty structures to ensure your event’s needs are met while minimizing risk.
Can you help with hotel budget forecasting and cost analysis during sourcing?
Yes. We provide detailed comparisons, budget implications, and value analysis to help you make informed decisions about your hotel and accommodation investments. We ensure you stay within budget while securing the best options for your event.
Are your hotel recommendations unbiased?
Absolutely. We are not tied to any specific hotel brand or chain. Our recommendations are based solely on what’s best for your event, ensuring we choose the venue for your specific needs, not based on incentives or commissions.
Can SHW manage multiple hotel properties for one event?
Yes. Whether your event requires multiple hotels for room blocks or different properties for various group needs and budget considerations, we coordinate all hotel logistics to create a seamless guest experience across all locations.
Does SHW offer hotel site inspection support?
We do. We coordinate and accompany site visits to hotels, providing expert insights and evaluation tools to ensure you select the perfect property for your event and attendees.
