Services

border
The search is over! Scout Hospitality is your one-stop shop for site selection, planning, and execution for your next event, conference, trade show, incentive trip, or virtual meeting.
There is nothing too big or small for us to handle.

We utilize our expertise in the hotel industry to collect venue proposals and negotiate the best bids on your behalf, leaving you more time to work on the important content of your programs.
function hall stage
Set The Scene
Finding the perfect venue for your event can be overwhelming and
time-consuming.
Without expert assistance, you may struggle to navigate the complex world of venue selection, leaving you feeling stressed, and uncertain about your choices.
WHAT WE DO
We will handle everything from submitting your RFP to negotiating guestroom rates, rental fees, and menu prices. We'll find venues that fit your vision and budget, and our Scouts will ensure that they put their best bid forward for your event.
WHAT IT COSTS
We offer complimentary site selection services with a minimum of 10 peak rooms in your room block.
Don't require guest rooms with your event? Our planning packages cover venue sourcing and menu planning for a fee.
Inception To Fruition
Do you need help coming up with inspiring menus, ordering the correct audio-visual, or running your event? What about rooming assignments or room blocks?
With so many details to manage, it's easy to get bogged down and feel like you're not making progress.
WHAT WE DO
At Scout Hospitality, we take ownership of your sourcing, negotiation, and planning process. Our team is experienced in managing all the logistical details of planning a successful event, and we'll be there to ensure that it runs smoothly. We work closely with the event manager at your venue to ensure that every detail is covered and stays within your budget, so you can relax and focus on other essential aspects of your event.
WHAT IT COSTS
The fee is based on a percentage of the event. Two event directors are always included, and additional coordinators can be added for an hourly or daily rate. Only need help with a few event components? We offer a la carte pricing!
Think Outside the Box
Have you ever struggled to make your event or conference memorable for attendees? Scout offers customized ideas for your upcoming conference, incentive trip, new product launch or virtual team gathering.
Attendees are loaded with information from all angles, making it tough to stand out in a sea of events and promotional materials. Without the right swag, you may miss out on creating a lasting impression on your guests.
Here at Scout Hospitality, we specialize in customizable options to help you create a unique and memorable experience for your attendees. From branded merchandise to personalized gifts, our team will work with you to develop a swag strategy that aligns with your brand message and event theme.
project image
Engagement From A Distance
Being a reputable event and conference concierge service, we take great delight in providing unparalleled services to guarantee your exceptional experience. We've partnered up with some of the top professionals in the industry. From a walk through the vines with winemakers to making gnocchi, decompressing with yoga, creating a masterpiece, or jamming out to live music—there is something for everyone!
guitar
MUSIC
Our events are more than just live music - they're a storytelling experience like no other. Our performers are engaging, funny, and know how to keep the energy up. Want to play a “Guess that Tune” or make song requests? We've got you covered!
gift
CURATED BOX ADD-ON
No matter what you choose, we can elevate these experiences with a one-of-a-kind box! Do you have swag or branding you want to add to a box? We can do that too!
painting
CREATE
Unlock your team's creativity and boost morale with our teacher-led step-by-step classes! Every member of your team will find their inner artist through our various activities, which vary from painting to building a beehive. With all supplies shipped directly to your attendees, there's no need to worry about logistics or coordination. Custom branding and add-ins are available!
pineapple
GAMES
Get ready to introduce some serious fun and excitement into your next team-building event with our high-energy game hosts! With over 20 games, the possibilities for branding and customization are endless! We'll create a private event just for you, complete with planning assistance, an interactive DJ, and a live host to keep the energy soaring. Add your images, videos, logos, text, and themes to make it unique. We will also record the entire event so you can relive the fun and share it with others.
plate
Drinks
Are you missing those in-person happy hours with your friends, family, or colleagues? We've got you covered! Collaborating with top winemakers, sommeliers, and mixologists, we offer a 100% customized happy hour experience. From wine tastings to cocktail classes, let us bring the happiness back with a personalized event that fits your preferences and budget.
food
FOOD
Imagine the joy of cooking alongside one of our talented executive or pastry chefs. Making food for your family is special, but creating a culinary masterpiece with a professional is an entirely different experience. From crafting pillowy-soft gnocchi to whipping up a decadent chocolate dessert that will leave your taste buds singing, you'll relish every moment of this unforgettable cooking adventure. Donning an apron has never felt this thrilling!
yoga
move
Yoga and Pilates classes are the perfect way to nurture your strength, improve your posture, and move your body in a mindful, low-impact way. With our team of expert instructors, we'll pair you with the perfect class to suit your skill level and help you achieve your wellness goals. 

If you're hosting a virtual conference, add a virtual movement class to energize your attendees and break up their day. This will leave your team feeling connected and rejuvenated!

Our Recent Projects

MEDELA EMPLOYEE APPRECIATION | RENAISSANCE SCHAUMBURG
ACM 2024 | INTERCONTIENTAL CHICAGO MAG MILE

See What Our Clients Are Saying

"We truly appreciate you and it's been such a joy to partner with you throughout the year on Winter Conference. You are such a valuable asset to our planning and execution team! Cheers to a terrific 2024 for you and your family. We look forward to collaborating on what will surely be the best and biggest conference yet!" - E.S.

I have worked with Kaitlyn and Lindsie with Scout Hospitality for over a year and I do not know how I would get through my day to day obligations at work if it was not for their partnership/friendship. They are absolutely amazing! They are responsive and always on top of all of my programs details during the planning process and after. We have planned many large successful programs and I look forward to planning 2024 with them as well!

- I.V.

I can’t say enough about the great service from Scout Hospitality.  Lindsie and Kaitlyn are a dream team.  From their professionalism, attention to detail and awesome personalities.  Scout Hospitality will always be my number one for meeting and venue planning.

K.C.

"We truly appreciate you and it's been such a joy to partner with you throughout the year on Winter Conference. You are such a valuable asset to our planning and execution team! Cheers to a terrific 2024 for you and your family. We look forward to collaborating on what will surely be the best and biggest conference yet!" - E.S.

I have worked with Kaitlyn and Lindsie with Scout Hospitality for over a year and I do not know how I would get through my day to day obligations at work if it was not for their partnership/friendship. They are absolutely amazing! They are responsive and always on top of all of my programs details during the planning process and after. We have planned many large successful programs and I look forward to planning 2024 with them as well!

- I.V.

I can’t say enough about the great service from Scout Hospitality.  Lindsie and Kaitlyn are a dream team.  From their professionalism, attention to detail and awesome personalities.  Scout Hospitality will always be my number one for meeting and venue planning.

K.C.

Frequently Asked Questions

Why choose Scout?

We are a women-owned concierge-style event planning company that allows a la carte delegation of event tasks and prices competitively based on the scope of work.

When should I start planning my next event / conference?

We are still seeing compression from COVID-19. For an event of 250 guests and under, one year is ideal. For 250+, we suggest a minimum of 18 months to ensure you get the most bids at competitive rates.

Do you have a minimum to source my next program?

We offer complimentary site selection services with a minimum of 10 peak rooms in your room block.

How is your site selection complimentary?

We are paid by the hotels on a commission basis. We always share that rate upfront, and it does NOT affect your room rate.

Scout Hospitality is your one stop shop for venue sourcing, planning and execution for your next event, conference, trade show or virtual meeting.