The venue sets the tone for everything: it shapes the atmosphere, guest experience, and overall impression of your event before a single detail is in place. After 15 years working inside some of New York City’s most iconic hotels and restaurants, we understand the industry from the inside out, from the service standards and the event logistics to the nuances of sales negotiations that most clients never see.
That firsthand experience is what sets our hotel and restaurant sourcing apart. Our hotel sourcing is complimentary, whether as a standalone service or combined with full-service event planning. Here’s how we approach it.
What Matters When Sourcing a Hotel or Restaurant for Your Next Event?
The best venue finds don’t typically turn up in an internet search or AI chat. They make themselves known through relationships. The kind that take years of trust and effort to develop. Let’s explore what that means to you.
Tapping into a Network that Works in Your Favor
When we narrow down venues for your event, we do not just fill out a form. We call people we’ve known for years – former colleagues who are now senior leaders at properties like Auberge and Four Seasons, and connections made through previous programs, opening events, site visits, LinkedIn, and conversations over coffee.
That kind of access makes all the difference. When a new property opens, we know before it hits the press. When a restaurant doesn’t advertise its private event space online, we know from firsthand experience what’s possible. And when a venue is about to go through a management change that could affect your event six months from now, we know to guide you elsewhere.
Curating with Sophistication and Experience
At every step, we evaluate the subtleties and the practicalities, not only from our perspective but also from fully understanding your needs and observing:
- How quickly, and graciously, does the salesperson respond to our RFP?
- What’s the arrival experience like? Are you greeted by real staff? Is the design current, and is the atmosphere intentional?
- What’s the square footage of the meeting space? What are the setup options? How is the style of food and service?
So much comes down to the feel of it all. Is it luxury? Our experience means we’re familiar with the standards of so many hospitality brands and have the instincts to know what will be the right fit for you.
The Hotel & Restaurant Sourcing Process
From the first conversation to the final logistics, here’s a high-level overview of what you can expect.
Part 1: Understanding Your Goals
We begin by listening to what’s most important for your event. Is it the meeting space – something bright and conducive to learning? Is it location and travel convenience, or access to team-building activities like water sports, pickleball, or beach olympics? Do you want full luxury or something more mid-tier?
Once we have a clear picture, we start sourcing by location, size, and investment, leaning on personal connections wherever possible. Our hotel background means the sales team will know we speak the same language for an uncomplicated, collaborative process.
Part 2: Presenting Options & Deciding on The One
We typically present a preliminary list of five or six recommended locations in an organized, visually compelling deck. Then, you’ll select your top three for site visits.
One common challenge is that many larger hotels won’t sell a meeting space without a large room block. For example, a hotel with a 3,000 square foot ballroom might require a minimum of 100 rooms per night because that group will ultimately spend more total dollars at the hotel than a group of 30.
For our smaller VIP groups that need ample meeting space even though they only have 20-30 rooms, we’ve learned that hotels will offer flexibility during lower demand periods where possible or charge a meeting space rental fee in exchange for a reduced room minimum. We also tend to favor boutique luxury properties like Auberge, which have fewer rooms and therefore often only have one group with meetings in house at a time.
How Much Do Hotel Sourcing Services Cost?
It’s complimentary, available to you at no cost. As an IATAN-accredited firm, we’re compensated through commissions paid by the hotel, not by our clients.
It’s natural to wonder whether that means you’re getting marked-up rates. But this isn’t a case of something too good to be true. The travel agent commissions come from a different bucket on the hotel budget. While some hotels quote higher rates to offset commissions, a skilled planner negotiates those down, typically at least 10% below what you’d find online.
Hotels & Restaurants that are Top of Mind in 2026
The properties that make it onto a shortlist don’t just know hospitality. They know us, and they know what our clients deserve. Here are some that get our stamp of approval.
Hotels
- The Ritz-Carlton Key Biscayne (Miami): For a global firmwide offsite with guests flying in from Asia, New York, and California, Miami was the destination of choice. Key Biscayne offered the resort energy we were after, but in a more connected setting than South Beach. With a recent renovation, the meeting spaces and rooms impressed the guests and set the tone for a great event.
- The St. Regis San Francisco: More modern than its classic New York sister property, this hotel is centrally located for corporate events with ample indoor and outdoor event space and a chic lobby restaurant. It’s functional and sophisticated.
- 1 Hotel Brooklyn Bridge (NYC): Sweeping views of the Manhattan skyline, a nature-inspired aesthetic, and thoughtfully designed event spaces make this one of the most compelling options in the city right now. It offers a welcome change of scenery for groups based in Manhattan — close enough to be convenient, distinct enough to feel like a destination.
Restaurants
- Cafe Carmellini (NYC): We’re often tasked with sourcing smaller 15-20 person dinners for founders and investors. This one has been our top choice for two similar dinners now. Chef Andrew Carmellini’s food and the quality of service consistently deliver.
- La Padrona (Boston): Situated inside the luxe Raffles Boston, this Michelin-recommended Italian restaurant is helmed by two-time James Beard Award winner Chef Jody Adams. Regionally inspired cuisine, warm hospitality, and dedicated private dining spaces make it a strong choice for intimate group dinners.
- Marcel (NYC): Opened by Robin Standefer and Stephen Alesch of Roman and Williams, Marcel has lived up to every bit of its buzz. We’ve had our eye on it from the start—especially given our history with the pair’s other restaurant, La Mercerie, where we consulted and became enamoured with the space and concept.
At Amy O’Keefe Events, we offer hotel sourcing at no cost to you, whether as a standalone service or combined with full-service event planning.
Allow our team of industry veterans to take this complex task off your plate and find the best location for your next offsite or group room block. Reach out to schedule a consultation.
