Why Advanced Sourcing Matters for 2026–2027 Meetings & Incentives
In today’s competitive events landscape, timing is everything. Whether planning a high-impact incentive trip or a leadership summit, sourcing early is one of the smartest moves you can make. It opens the door to better rates and added perks. Even more importantly, sourcing early ensures access to the best possible properties for your program, with stronger availability and choice before options become limited. Bonus! It provides you the leverage and flexibility to create a seamless, on-brand experience, without last-minute stress or budget surprises.
Give yourself time! It is SO important to book early to maximize your savings. Meeting planners who secure venues early, ideally 12–18 months ahead, will lock in better rates and typically receive additional perks. In fact, booking more than 75 days ahead for groups can save up to 10 %. The bottom line? The earlier you can plan your program, the better off you will be because any advanced planning will produce stronger cost control.
You can combat rising group rates with smart timing. Did you know that group-room rates have jumped approximately 5 % above last year and are 30 % higher than in 2019? In tight markets, postponing decisions even for a few weeks can shrink availability and erode your negotiating power.
The good news is that supplier responsiveness has improved. Today’s planners enjoy better responsiveness from hotels: only 32 % report slow RFP replies (down from 43 %), and just 29 % note staffing issues (down from 51 %). This improved partner engagement means more leeway to negotiate terms, amenities, and custom brand touches, such as incorporating company branding into event signage, on-site experiences, or welcome gifts.
The right sourcing partner changes everything. Planning corporate meetings and incentive trips can be complex. When you work with a trusted partner, you build a smarter, more strategic program from the ground up. Having a strategic meeting with a management partner drives efficiency and cost savings. Companies that use a partner can reduce sourcing time by 22 % and achieve 19 % lower room-night costs.
At the end of the day, it’s not just about logistics, but creating experiences that impress your leadership, engage your attendees, and deliver results. And with Fox in your corner, you can be confident your program is sourced and managed for success.
Sources:
Corporate Event News. (2023, August 29).
Cvent. (2024). Meeting and event trends: Pulse survey results.
Engaged Sourcing. (2024)
