Corporate meeting planning, done for you
21 hours
Average quote turnaround from the properties we bid
5 days
From first call to signed contract on a typical program
5 to 500
Attendees, single property or multi hotel city programs
IATA accredited
Domestic and international, one point of contact
Venue sourcing at no added cost
There is no service fee for sourcing your venue, at any group size. You get a dedicated Trip Designer, the RFP run for you and the negotiation handled, and you decide nothing until real quotes are in front of you.
Venue sourcing and contracting
A dedicated Trip Designer, the full RFP run for you, side by side quote comparison and contract review. No service fee, at any group size.
Rates negotiated for you
Our hotel partner network lets us negotiate what you cannot: room rates, resort fees, comp rooms and F&B credits. Across a full program that reaches up to 40% of total event cost.
Full event coordination
Our in house team runs coordination and transport at a fraction of a traditional DMC. No percentage of your spend, no markup on vendor invoices.
Estimate your event budget for free, right after your first call
Accommodation, F&B, meeting space, AV, activities and transport modelled for your headcount, with expected savings broken out line by line. Nothing to pay to see it.
The expertise we bring to the table
Our team came from inside the industry: hotels, venues, hospitality, production, events and technology. We have sat on the other side of the table, and now we sit on yours.
We know where the leverage is
Rates move, resort fees get waived, attrition terms loosen. Booking at volume typically lands well under the first quote, and up to 40% off your total event cost.
We read the contract for you
F&B minimums, attrition schedules, cutoff dates and force majeure. These are the clauses most teams learn about the hard way. We flag every one in plain language before anything is signed.
Every option is real and available
Each venue is vetted for a group your size and checked on live availability before it reaches your inbox. No dead ends, no chasing properties that were never going to work.
One expert owns your program
A dedicated Trip Designer as your single point of contact, accountable for the whole thing. Not a rotating queue and not a shared inbox.
Free budget estimate in a minute
Before you commit to anything, we model your accommodation, F&B, meeting space, AV, activities and transport, with the savings we expect to negotiate broken out line by line.
Proprietary software, global database
Venue search, RFP management, quote comparison, contracts, room blocks and attendee data in one place your stakeholders can open. Our own platform and global property database outperform the legacy systems this industry still runs on.
Every corporate meeting, covered year round
Single property buyouts, multi hotel city programs, and everything between. Domestic and international, 5 to 500 attendees.
National sales meetings
Sales kickoffs and regional roll ups with general session, breakouts and production.
Annual meetings
Company wide gatherings and user conferences with exhibit space and multi day agendas.
Board and leadership
Small, discreet programs where privacy and service level matter more than the rate.
Training programs
Recurring onboarding and certification sessions with classroom sets and repeat date patterns.
Incentive travel
Recognition and channel reward programs where the destination is the prize.
Client and partner events
Advisory councils, customer summits, hosted buyer programs and roadshows.
Department offsites
Team planning sessions and quarterly business reviews, often on short notice.
Milestone celebrations
Holiday parties, anniversaries and post close celebrations with F&B and entertainment.
Choose the level of support that fits
Most teams start with venue sourcing. You make every decision, you just stop spending three weeks chasing hotels for quotes.
Venue sourcing
No added cost
No service fee at any group size
Every property is checked on live availability before it reaches you, so nothing on your shortlist turns out to be a dead end.
Full program management
Flat fee, quoted up front
Everything in venue sourcing, plus:
Every property is checked on live availability before it reaches you, so nothing on your shortlist turns out to be a dead end.
First call to signed contract in about five days
The same work takes three to six weeks over email. Here is what each day looks like.
A 30 minute call
Everything starts here. Your Trip Designer builds the brief with you: dates, headcount, meeting space, budget per person, must haves.
Recommendations in hand
Your first round lands: properties vetted for your group, checked on live availability, with rates already negotiated.
Quotes, side by side
Live rates, F&B minimums, concessions and attrition terms compared in your dashboard. Nothing left to interpret.
We negotiate
Properties compete on rate, comp rooms, F&B credits and flexible attrition. You approve the target and we push.
Contract signed
Reviewed and redlined where needed, with every risk clause explained before anyone signs. Block on the books and your dates locked.
Typical for a single property program. Complex multi property and international programs run longer, and your Trip Designer tells you that on the first call.
Hospitality expertise, on your side of the table
Planning offsites is my favorite part of the job, but it’s time-consuming. TeamOut streamlined everything—venue research, logistics, even invoicing. It was such a relief and genuinely helpful. – Bianca Rivera, Executive Business Partner, Strava
Team Out took the stress out of venue sourcing and event planning. Their deep industry connections and seamless platform saved me hours of work and delivered options I wouldn’t have found on my own. – Andrew Reeves, Senior Executive Assistant, Reddit
Working with Team Out was a game-changer! They handled everything seamlessly, kept me on track, and even saved us $30K. Truly an invaluable partner for event planning! – Molly Estrada, Executive Assistant, Spot-On Transact
All I had to do was show up, and everything was already handled. It was such a relief to have every detail so well-organized—it made the whole experience easy and enjoyable.
I did some research independently to see if I could beat TeamOut’s rates and I couldn’t. They got us a huge discount, so it was worth it if only for that. Our Trip Designers were super helpful in all of it, brainstorming what to do and how to do it and what would work best. They made everything so much easier.
TeamOut delivered an exceptional experience! Our Trip Designer went above and beyond to secure a fantastic venue and ensure everything met our expectations. The Arizona Grand was stunning, and our team can’t wait to go back. Even when minor issues arose with the venue’s coordination, TeamOut stepped in and resolved them with ease. As someone with years of event planning experience, I can confidently say TeamOut stands out as a trusted and reliable partner
Our team loved the venue, and Teamout’s portal made the booking process incredibly smooth. The platform was user-friendly and seamless—an ideal solution for organizing events with ease.
We’d definitely consider TeamOut for our future events! Juggling planning with our regular work was challenging, and it’s clear Teamout can help alleviate that. Looking forward to seeing how they can make things even easier next time!
We used TeamOut as a test to see how much it would actually alleviate my work and my colleagues’ work, and it really did. It was so nice to not have to book anything, that was the best part. I actually got to participate in the onsite, which was amazing, because usually I am running around doing everything. Ten out of ten, I would recommend.
The experience with TeamOut was great. They helped us cancel the reservation we had with no extra expense and then find a new place in Denver. That was pretty seamless. That was great.
TeamOut made planning our corporate retreat effortless! From booking the venue to organizing transportation and activities, they handled everything seamlessly, saving me from the usual stress of event planning. Their service made our Colorado retreat unforgettable and hassle-free.
One of the standout features of TeamOut for us was the ability to use Brex Points. We funded a significant portion of our offsite using points, which was huge for us as a startup. Being able to do something impactful for our team without dipping into capital was critical, and it’s a major reason we’ll keep working with TeamOut.
Our Trip Designer took a lot of the heavy lift off my plate to make sure my team event went off well, and the tech side was just as impressive: simple and very streamlined.
Our retreat was a success thanks to TeamOut! The location they helped us secure was spectacular, and the venue offered spacious rooms at an excellent price. Everyone had great things to say about the experience. I’m excited to plan future events with them.
The TeamOut platform was straightforward and user-friendly, with an impressive selection of venues. I felt confident in their venue partnerships and would absolutely use them again for sourcing locations.
TeamOut’s quote process was impressively quick and seamless compared to other services. I received faster responses with them than even going directly to venues.
Against doing it yourself, and against a legacy agency
You have three real options. Here is where each one lands.
| Sourcing it in house | Legacy agency | TeamOut | |
|---|---|---|---|
| Where the process lives | Your inbox and a spreadsheet you build yourself | Their inbox, and a PDF summary when they are ready | The TeamOut platform. Venue search, RFPs, quotes, contracts, room blocks and attendee data in one place |
| Visibility for stakeholders | Whatever you forward on | Ask your rep and wait | Your stakeholders log in and see live status themselves |
| Time to first recommendations | 2 to 4 weeks of email chasing | 3 to 10 business days | 1 business day, quotes back in about 21 hours |
| Properties actually bid | Whoever answers the phone | Often the chain relationships they hold | Every viable property in the market, availability checked before it reaches you |
| Cost to your budget | None, but your hours are the cost | Varies, and rarely stated up front | No added cost for sourcing. Flat fee only if you add full coordination |
| Contract review | You, and possibly legal | Varies by rep | Attrition, cancellation and force majeure flagged in plain language before signature |
| If plans change | You negotiate your own way out | Case by case | We go back to the property and argue your case, using relationships you do not have on your own |
| Onsite support | You are onsite | Rarely included | Available on full program management |
TeamOut promise
Frequently asked questions
What does this cost my department?
Venue sourcing, RFP management, negotiation and contract review carry no added cost, at any group size. There is no service fee and nothing to sign to see your first recommendations.
Full event coordination carries a flat fee, scoped against your program and agreed before any work starts. We do not take a percentage of your spend and we do not mark up vendor invoices, because that would put our interests against yours. Our in house team delivers that coordination at a fraction of what a traditional DMC charges.
Do I have to do anything for the sourcing?
One 30 minute call to build the brief, then you review and decide. Your Trip Designer writes the RFP, contacts the properties, chases the quotes, builds the comparison and runs the negotiation. Recommendations arrive in your dashboard already vetted for your group size and checked on availability.
You stay in the decision seat the whole way through. Nothing gets committed without your sign off.
How do you get better rates than I can get myself?
Two reasons. We place group business into these properties constantly, so we know what a realistic rate looks like for your dates, your headcount and that specific market, which is the part that is hard to know from the outside.
And we never negotiate with one property in isolation. By the time recommendations reach you, several comparable venues have live offers on the table and they know it. That competition is what moves rate, comp rooms, F&B credits and attrition terms.
What happens if we have to cancel or cut the room block?
This is the most expensive clause in any group contract, so we negotiate it before signature rather than after: graduated attrition, realistic cutoff dates, and a cancellation schedule sized to how firm your headcount actually is.
If plans do change, we go back to the property and argue your case. We have moved client dates at short notice, and we have placed another group into a block to bring a cancellation fee down. We will not promise that outcome, because it depends on the property and what else is on their calendar. What we can tell you is that it happens often, and having someone with those relationships fighting for you is worth considerably more than an email from a one time customer.
We already have a property in mind. Can you still help?
Yes, and it is often where we add the most value. We bid your preferred property, then bid two or three credible alternatives alongside it. Even when you book the one you started with, having live competing offers usually moves the rate and the concessions.
Does this replace our existing sourcing or booking tool?
No, keep it. If you run Cvent or an internal system of record, that stays exactly where it is. The sourcing work runs on the TeamOut platform and we deliver the outcome into whatever process you already have. We can also format the proposal comparison to match your internal approval template.
Can you handle international and multi city programs?
Yes. We are IATA accredited and source across North America, Europe, Latin America and the Caribbean. Multi city and multi property programs get a single point of contact rather than one contact per market.
Are you set up to be onboarded as a vendor?
We are. W-9, certificate of insurance, MSA, security questionnaire and standard procurement documentation are ready the moment your team asks, and our internal controls follow the principles behind the major enterprise certifications your security team will be looking for. If your organization requires a specific paper trail, mention it on the first call and we start it in parallel with sourcing so it never becomes the bottleneck.
Do you handle group air and ground transport?
Ground transport is included on full program management: shuttles, coaches, airport transfers and cars through vetted operators. For air we coordinate group blocks and provide flight cost estimates during the destination decision, which is often what settles a debate between two cities.
One call, and your first recommendations land tomorrow
You do not need finalized dates, an approved budget or a signed off headcount. A rough brief on a 30 minute call is enough for us to come back with real properties, negotiated rates and a number you can take into your next planning meeting.
