A 180 person sales kickoff at a Hill Country resort, sourced and negotiated end to end
Horizon3.ai came to us wanting to run their own offsite without losing control of the planning, but with a venue still to find and rates still to fight for. They had a couple of properties in mind and a budget to protect. We came back with Hotel Viata in the Austin hills, a contract with the meeting room rental waived, and 15 percent knocked off food and beverage.
They wanted the wheel, not the busywork
Horizon3.ai had run offsites before and wanted to stay close to the decisions. What they did not want was to chase hotels, model out AV and flight costs, or negotiate rates line by line. We built the budget with them, compared the Austin options they were eyeing against the wider market, and ran the property conversations so they could keep their focus on the agenda.
Hotel Viata, in the Austin hills
For 180 people we landed on Hotel Viata in West Lake Hills, close enough to Austin for easy arrivals and set in the Hill Country for the offsite feel they wanted. We held the room block, confirmed availability, and locked the dates before anything hit a calendar invite.
The negotiation we ran for them
On the booked contract we secured the meeting room rental waived against the food and beverage minimum, 15 percent off food and beverage, a 10 percent attrition allowance on a cumulative basis, complimentary Wi-Fi in both the meeting space and guest rooms, and a 10 percent discount on in-house AV or the outside AV vendor fee waived. All of it agreed before they signed.
One signed contract, their hours kept
Horizon3.ai got the control they wanted on the experience and handed us the parts that eat time: sourcing, rate negotiation and contract terms. They walked into a 180 person kickoff at a venue that fit, on a deal that was already worked.
Planning an offsite like this?
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