Picking the right venue for a live event is more than just finding a space—it’s about setting the stage for an unforgettable experience.
The venue creates first impressions, dictates the energy of the event, and directly impacts how people perceive your brand. So, how do you make your event feel high-end without emptying your budget?
It all comes down to strategy, negotiation, and knowing when to go all out.
That Time We Went All Out: The Beverly Hills Four Seasons Wilshire
One event that stands out to me was when we worked at the Four Seasons in Beverly Hills (Wilshire).
This wasn’t just any event—it was a $40,000-per-person mastermind. When attendees are investing at that level, everything needs to feel exclusive, luxurious, and worth every penny.
The company we worked with understood that perception matters. They didn’t cut corners because they knew the attendees expected a premium experience.
The moment you walked into the Four Seasons ballroom, you felt the difference. From the high-end décor, impeccable service, and stunning presentation, everything about the environment screamed elite.
And guess what? It enhanced sales. Attendees were already in the right mindset—they saw the quality, felt taken care of, and naturally trusted the value of the offer. When the front of the room is in order, you will have better results in sales for your back of the room team.
Lesson?
✅ If your attendees are paying premium prices, your venue better match the experience. Cutting costs in the wrong places can hurt your credibility and sales.
Beverly Hills Wilshire Four Seasons Hotel – GREAT VENUE, very pricey!
When Should You Go High-End?
There are times when going all out makes sense—and times when a more budget-friendly approach is just as effective.
Go All Out When:
✔️ Your attendees have invested high-dollar amounts (like a $40,000 mastermind).
✔️ You want to create an elite, high-status experience.
✔️ Your audience expects luxury and exclusivity.
Stay Budget-Smart When:
✔️ Your event is focused on content over aesthetics.
✔️ Attendees are there for education and networking, and not needing to feel like everyone is ‘rich’.”
✔️ The venue doesn’t impact the perceived value of the offer.
How to Get a High-End Venue Without Paying High-End Prices
Even if you’re working on a tighter budget, you can still create a premium feel—you just have to be strategic.
1. Call the Banquets Department First
One of the best negotiation tricks we’ve learned is to start with the banquet manager instead of the sales team.
Why?
Hotels care more about their food and beverage revenue than they do about the rental fee for the space. If you can meet their food and drink minimums, they might waive or discount the room rental.
✔️ Pro Tip: Instead of asking, “How much is the ballroom rental?” start with, “What are your food and beverage minimums?”
Example Script to Use:
“Hi, I’m planning a live event and looking for a venue. I’d love to speak with the banquet manager to see how we can structure our event in a way that works for both of us. I’d like to know about your food and beverage minimums before discussing room rental fees.”
This sets you up as a business partner, not just a customer, and can lead to better deals and upgrades.
We’ve seen events get their meeting space comped just by committing to a reasonable food and beverage package.
2. Elevate the Experience Without Blowing the Budget
Even if you’re in a moderately priced venue, you can make it feel luxurious with a few simple upgrades:
✅ Lighting is Everything
Bad lighting makes even the best venue feel dull. Uplighting, warm tones, and spotlights can transform a basic ballroom into an elegant space.
✔️ Pro Tip: Many venues offer lighting packages—ask if they can throw it in as part of your deal.
✅ High-End Table Settings
Even a basic venue feels upscale with the right linens, centerpieces, and glassware.
✔️ Pro Tip: Ask if the venue has premium table settings included with catering packages.
✅ Branded Elements & Signage
Custom banners, step-and-repeat backdrops, table clothes, and quality signage can turn a simple venue into an exclusive experience.
✔️ Pro Tip: Invest in high-quality retractable banners that you can use at multiple events.
3. Choose a Venue That Adds Value for Attendees
Your venue should make it easy and convenient for guests.
✔️ Location Matters: Pick a place close to hotels, airports, and dining options.
✔️ Parking & Transportation: If parking isn’t free, negotiate a discount for your attendees.
✔️ Local Attractions: Being near restaurants, entertainment, or luxury shopping can enhance the experience.
We once worked an event where the venue was gorgeous but inconvenient. Attendees had to Uber 30 minutes just to get a decent meal, and they weren’t happy about it.
✅ A beautiful venue is great, but convenience is just as important. Always keep the experience of the attendees at top of mind.
4. Negotiate Like a Pro (and Save Thousands on Your Venue)
Once you’ve found a venue, it’s time to negotiate.
5 Smart Negotiation Tactics:
1️⃣ Be Flexible with Dates
💡 Weekends are more expensive. If possible, book your event on a weekday or off-season for better pricing.
2️⃣ Ask for Value-Adds Instead of Discounts
💡 Instead of demanding a lower price, ask for free upgrades like better AV equipment, Wi-Fi, or parking.
3️⃣ Mention Other Venue Options
💡 Let them know you’re considering multiple venues—this keeps them competitive.
4️⃣ Lock in Multi-Event Deals
💡 If you’re hosting multiple events, ask for a long-term partnership discount.
5️⃣ Read the Fine Print
💡 Always check for hidden fees—like service charges, gratuities, and cancellation policies.
Final Thoughts: Choose Your Venue with Intention
Your venue sets the tone for your event. Whether you’re aiming for luxury or practicality, the key is aligning the experience with your audience’s expectations.
Key Takeaways:
✔️ If attendees invested big, your venue should match the price tag.
✔️ Call the banquet department first to negotiate food & beverage deals.
✔️ Lighting, table settings, and branding can make a budget-friendly venue feel high-end.
✔️ Pick a location that’s convenient and enhances the attendee experience.
✔️ Negotiate value-adds instead of just asking for a lower price.
FAQs
1. How do I get a luxury venue at a lower cost?
Start by calling the banquet department—they may waive the room fee if you meet their food & beverage minimums.
2. What’s the best way to make an event feel high-end on a budget?
✔️ Good lighting, elegant table settings, and branded signage can make even a basic venue feel premium.
3. How far in advance should I book my venue?
For the best rates, book 6-12 months in advance.
4. What’s the biggest mistake people make when booking a venue?
Not checking the fine print—hidden fees can add thousands to your bill.
5. Should I choose a venue based on price alone?
No! The location, convenience, and attendee experience matter even more than the cost.
Bottom Line:
Choose your venue wisely, match the experience to your audience, and negotiate like a pro. Because appearances matter—but smart planning matters more.
