How Hotels Can Attract Event Planners and Stay Top of Mind

In today’s competitive hospitality landscape, simply offering beautiful spaces and stellar service isn’t enough to consistently win over event planners. Hotels that want to become the go-to destination for conferences, weddings, galas, and corporate events need to take a proactive, relationship-driven approach.

Here are several strategic ways hotels can attract more event planners—and ensure they think of your venue first when the next event comes up.

1. Build Personal Relationships, Not Just Business Connections

Event planners aren’t just choosing a venue—they’re choosing a partner they trust to help them succeed. Create real, personal connections by:

Offering exclusive site tours with coffee or lunch
Following up with thoughtful touches (like birthday or holiday cards)
Sharing relevant content or insights, not just promotions

It’s about becoming a trusted ally, not just another vendor.

2. Host Familiarization (“FAM”) Events

Give planners a true taste of what you can deliver. Host quarterly or semi-annual FAM events where you:

Showcase your space with live setups
Provide food tastings or sample cocktails
Offer mini-experiences such as lighting demos, swag bags, or spa tours

Include planners on your priority invite list for any event that displays your hospitality or event capabilities.

3. Offer Tailored, Transparent Event Packages

Make planning easier by offering clear, customizable packages. Avoid generic one-size-fits-all offerings—instead, let planners choose from:

AV and tech options
Menu pairings (with dietary and cultural flexibility)
Décor upgrades
Hybrid event solutions

Transparency in pricing, inclusions, and timelines builds trust and makes decision-making easier for planners.

4. Provide Useful Planning Tools

Offer downloadable checklists, timelines, seating chart templates, and floor plans. Better yet, create a branded event-planning portal that your clients can access online. This not only adds value but positions your hotel as a planning partner rather than just a venue.

5. Use Branded Items to Stay Top of Mind

Mailing thoughtful branded items is a powerful and often overlooked way to stand out to event planners. The goal isn’t just to promote your hotel—it’s to show your attention to detail, creativity, and hospitality.

Branded Items That Make an Impression:

Desk Essentials: Elegant pens, notepads, USB drives, or sticky note cubes with your logo.
Planning Kits: Include event folders, badge holders, name tags, or even compact tools like measuring tapes or layout rulers.
Catering Samples: Mail a treat from your kitchen in a branded box with a menu insert or QR code to your catering options.
Travel-Friendly Gifts: Branded luggage tags, power banks, or travel mugs help you travel along with your planner wherever they go.
Mini "Event in a Box": Create a sample event setup experience—welcome signage, swag examples, and even branded coasters or candles.
Hospitality Surprises: Room key-shaped USB drives with your venue tour, custom coasters featuring testimonials, or “Do Not Disturb—Planning in Progress” door hangers.

Pair each item with a handwritten note or personalized card that references a previous interaction or thanks them for their time. These touches turn a promotional item into a meaningful gesture.

6. Engage Where They Are

Event planners are active on LinkedIn, Instagram, and in specific industry groups. Share behind-the-scenes content, planning tips, and success stories from recent events. Position your hotel as a source of inspiration and expertise—not just a sales pitch.

7. Follow Up with Value, Not Pressure

After an initial meeting or inquiry, don’t just “check in.” Instead:

Send new ideas that align with their style or industry
Share availability during peak seasons
Offer complimentary mock-ups or estimates
Mention updated packages or new services

This keeps your hotel relevant and helpful rather than forgettable or pushy.

Conclusion

Winning over event planners comes down to showing them—not telling them—that your hotel is the ideal venue. With genuine relationship-building, smart branding, immersive experiences, and an ongoing commitment to value, you can become their first call when the next event needs booking.

Ask An Expert/Request a Quote

With so many options available, choosing the right branded promotional item can be overwhelming. Since 2016, we, at Florida Custom Merch, have helped numerous businesses achieve success through the use of custom branded promotional merchandise. Hiring an expert can help you select the perfect item, save time and money, and, most importantly, maximize your results.

Thank you for reading! We hope you found this article helpful!

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