Services

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.
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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.

Plan Your Event With Us

SITE SELECTION

"Over 2,000 dental attendees gathered to learn & celebrate."

WINTER CONFERENCE 2022

"Lindsie and Kaitlyn are a dream team!"

SALES MEETING 2023

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!

EVENT PLANNING & EXECUTION

SUMMER BBQ

DERBY DAYS

EVENT SWAG

"From custom tablet sleeves and delicious chocolate chip cookies, these were a hit!"

VIRTUAL CONFERENCE BOX

"They are extremely knowledgeable of the ends and outs for every step of the process."

PRESIDENT'S CLUB WELCOME BOX

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.

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!

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!

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!

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!

VIRTUAL EXPERIENCES

“Scout has been phenomenal to work with."

BLUEWATER KINGS BAND | VIRTUAL CONFERENCE

"The event offerings are creative, fun, and highly engaging for attendees."

WAYNE HOFFMAN

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.

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

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!

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

"THANK YOU!! For another spectacular event! I know I can always count on Scout to bring it!!" S.F.

"Lindsie and Kaitlyn, You did an amazing job with the snack boxes for the Operations Excellence meeting! Wonderful communication, partnership, and execution!" -P.J.

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.

"Scout Hospitality was a wonderful partner for our Grand Opening Event. They thought of every detail needed. Lindsie and Kaitlyn were both attentive and responsive to all needs both pre planned and last minute. I highly recommend this team for any event both large and small." - S.F.

"The virtual experiences provided by Scout Hospitality added a unique touch to our event. Fantastic!"

"Scout Hospitality's custom-branded swag bags elevated our event experience. Loved it!"

"From planning to execution, Scout Hospitality handled every aspect of our event with professionalism."

"From custom tablet sleeves and delicious chocolate chip cookies, these were a hit!"

BLUEWATER KINGS BAND | VIRTUAL CONFERENCE

"With Scout Hospitality, we hosted a flawless event without the stress. Highly recommended!"

"They are extremely knowledgeable of the ends and outs for every step of the process."

"Thanks to Scout Hospitality, our event stayed on schedule and ran like clockwork."

"Prompt communication and expert management by Scout Hospitality ensured our event's success."

"The event offerings are creative, fun, and highly engaging for attendees."

"Scout Hospitality made our event unforgettable. Their attention to detail is exceptional!"

"The team at Scout Hospitality delivered a seamless event, exceeding our expectations!"

"The conference went so smoothly and was the best that we ever had."

See What Our Clients Are Saying

"THANK YOU!! For another spectacular event! I know I can always count on Scout to bring it!!" S.F.

"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.

Lindsie and team are top notch! They are extremely knowledgeable of the ends and outs for every step of the process; from locations and contracts to travel and gifts. We just wrapped the largest and best award trip in our company's history and much of its success was do to Scout Hospitality. Thanks team!

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- W.B.

"THANK YOU!! For another spectacular event! I know I can always count on Scout to bring it!!" S.F.

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- W.B.

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.

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