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Boston Off-Site Meeting


Last Minute Off-Site in Boston-The Ultimate Executive Assistant Guide

The boss had a wonderful brainstorm over the weekend, and now you are tasked with getting the best last minute hotel rates in your city. You’re not just planning quickly, you are both planning and implementing at lightning fast speed while remaining mindful of your company’s budget and your group’s style and demands. Better go ahead and pull out your superhero cape, because while last minute hotel discounts are often some of the hottest deals, they also don’t tend to be available in bulk.


Using Time To Your Advantage

Yes, it’s possible. If a hotel does still have group rooms blocks available for booking this late in the game, then the property may be very willing to negotiate in order to avoid low occupancy levels. But how do you know which hotels have some versus tons of rooms ready for the taking? For starters, there is the overall size of the hotel to consider. The more rooms, the more likely to have vacancy – – generally. Now, take a look at the event calendar. Is there a convention in town? You can probably rule out any nearby hotels. A game that weekend? Steer clear of the stadium. The opposite works, too. No convention in town? That huge convention hotel might really enjoy hosting your last minute off-site. In fact, you may even find some small conference rooms onsite at the hotel at no rental cost since you are reserving guestrooms.


Reach Out To Old Faithful

There is something to be said for going with what is familiar – meaning reach out to the hotel that you’ve done business with for prior group meetings. They’ll remember you, your group, and ll of your group’s specific quirks and needs. They might turn down a last minute quote from someone new, but for an old friend they may just take a closer look at their rates and availability in order to welcome back some repeat business.


Sweeten The Deal

Perhaps as you are negotiating this last-minute group, you could take a look at the bigger picture and lock-in some corporate group hotel rates for a future event. Maybe you want the meeting space free and an upgraded suites for the brilliant boss, but to get those concessions you’re also willing to let the hotel’s restaurant cater the luncheon.


Bringing It To Boston

So now that you’ve got your strategy laid out and you’re busy developing your plan, what are some of the best value group hotels in Boston? Hard to say without taking your specific attendees and group needs into consideration, but here is a short list. The Four Seasons may catch your eye with its 5-star status and its location in the heart of the city, but with 196 guestrooms it may also be a good value for a group room block. With 77 suites, you have a good shot at being able to upgrade your VIPs. And while most of the meeting spaces are located on the second floor, you can opt for more privacy by reserving a fifth floor meeting room in the Executive Meeting Wing. At the Renaissance Boston Waterfront Hotel, your meeting attendees can bask in the harbor views. With the hotel’s contemporary style it seems only fitting that the Institute of Contemporary Art is located nearby. Also very close is the Boston Convention & Exhibition Center, so you’ll want to be sure to check and see what else is going on in Boston during your off-site event. Courtyard Boston Copley Square has transformed an 1800s apartment complex into a boutique hotel. Its unique design and perks like complimentary Internet and breakfast buffet have no doubt contributed to its business traveller recommended status. The hotel is happy to accept your rooming list, or create a complimentary web page where your guests can find information about the event, and reserve their rooms. The Lenox Hotel contrasts the typical cookie-cutter conference room you find at most chain hotels, with its inviting and thoughtfully appointed meeting rooms and executive suites. It’s style is an ideal alternative to the norm. Your attendees will find themselves in a setting that inspires ideas. And choose from three on-site restaurants when planning that luncheon or dinner reservation.


Ready to book that off-site meeting to Boston or Barcelona, Las Vegas or London?  Just go to, select your destination, select the hotels you want and let groople do the rest for you.

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