With vaccine distribution well underway and the end of the first quarter approaching, US companies are now racing to book space for their 2022 in-person events.  

 We answer the TOP 3 QUESTIONS companies are asking about booking space for 2022. 

When should we book for our 2022 Conference?  

If you are hoping to book an in-person event for 2022 – especially in Q1 or Q2, then now is the time. Many hotels and other event venues closed or went to skeleton staff over the past several months, and now we are seeing sales and reservations departments coming back on deck quickly to deal with the surge of inquiries for in-person events in 2022. Availability is still reasonably good at the time of writing for many destinations, but given the pent-up demand we are seeing, we recommend securing your space 12 months in advance of your event to avoid missing out.  

 What if there’s another lockdown?  

This is the million-dollar question. What happens if 2022 rolls around and we have another lockdown that means your attendees can’t travel to the event location? We are all hoping that with the rollout of the vaccine there are no further lockdowns on the horizon. But if 2020 has taught us anything it is to be prepared! We recommend a three-pronged approach for our clients to guard against the threat of another lockdown. 

1. Plan a hybrid event. If you plan all along that there will be an option for digital attendance, then you are covid proof – well almost!  

2. Select a destination that requires minimal travel for a large portion of your attendees. That way, you are maximizing the changes that you will have as many people as possible attending in person. 

3.  Be very careful with the cancellation terms that you agree to in your contract with the venue. We are seeing a wide variety of ‘COVID clauses’ in hotel and venue contracts and it is imperative that you are able to negotiate terms that afford you reasonable protection in the case of another Covid-related shutdown. The Huddle Venue Sourcing Team are experts in contract negotiations, and they are working hard right now to get our clients the terms we need for our 2022 events.  

 Are there some bargains around?  

I don’t think it will surprise anyone to learn that hotels and other event venues are very keen to secure as many future bookings as they can right now. To say it has been a tough time for the industry is obviously a huge understatement. But the bottom line will always be supply and demand. There are some good deals for those who are ready to book soon to secure the space, but as time goes on, these will become fewer as space becomes scarce in the more popular destinations. So, we recommend getting in early so you can select from a wider range of the best destinations as the best rates. 2022, here we come!  

Contact the Huddle Venue Sourcing Team for advice on securing a great venue for your upcoming events!