A premium 80 person offsite in Waikiki, negotiated with comped nights, upgrades and a discounted resort fee
Cartesia is a fast growing AI lab that wanted its offsite to match the moment: 80 people in Honolulu, founders in upgraded suites, a private evening event on the water, and a budget that started near $230K and was deliberately raised toward $250K for a higher quality experience. We ran a competitive sourcing process across Waikiki properties, landed the Moana Surfrider, and negotiated the contract down with complimentary room nights, a category upgrade, a cut resort fee and 20% allowable attrition.
A milestone offsite, in Hawaii
Cartesia wanted the offsite to reflect its growth: a real destination, an elevated experience, founders and key leaders in upgraded rooms, and a private evening event with both indoor and outdoor space. Honolulu was the target. The job was to get all of that at a quality bar the team would feel, without the budget running away.
Sourced across Waikiki, then negotiated
We ran a competitive process across the top Waikiki properties, loaded the proposals onto the platform for a clean side by side, and helped leadership choose the Moana Surfrider. Then we worked the contract: one complimentary room night for every fifty actualized, a complimentary category upgrade on a ten night minimum, and a resort fee cut to $42 from the published $54.
Built for a growing headcount
Because the team was still hiring, we built in flexibility: 20% allowable attrition, group rates three days before and after the contracted dates, and a 10% discount off published event technology pricing. Guests also picked up the resort inclusions, from enhanced Wi-Fi and a MiFi rental to daily cultural activities and morning yoga.
A clean, premium week
Cartesia got the Hawaii offsite it wanted, with the most negotiable line items, room nights, upgrades and the resort fee, moved in their favor and roughly $20K in concessions captured on the booked quote. One sourcing and negotiation partner, one signed contract.
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