Find the perfect venue, secure your sleeping room block, and negotiate the best possible contract – without the stress
Choosing the right venue is one of the most critical decisions in the event planning process – and one of the easiest to get wrong without expert guidance. At Naif Productions, we specialize in venue selection, sleeping room block negotiation, and contract negotiation to ensure your event is not only memorable but also maximally cost-effective. Our proven strategies have saved clients on average $200K per event.
Venue Selection
Naif Productions’ experienced event planners will research, vet, and deliver a curated list of venue options tailored to your event style, size, and budget – leveraging our deep relationships with top hotel brands and venues worldwide.
With thousands of properties available to you, it can be extremely overwhelming, but with our knowledge and expertise, we’ll weed out the unsuitable options, so you have a shortlist of only the most suitable venues.
Once you have selected the best venue, you may choose to have a site inspection to get a first-hand look at the venue and its opportunities. Naif Productions’ professional event planners can provide assistance on-site to establish a level of comfort that you are making the right venue choice.
Our venue selection services include:
- A customized shortlist of venues that meet your criteria
- Direct outreach to venue sales teams and submission of RFPs
- Management of all venue communications and follow-ups
- Detailed side-by-side comparison spreadsheet of rates, amenities, dates, AV needs, and more
- Scheduling and attendance at site visits (if needed), so you feel confident in your choice
Our site selection and contract negotiation services go beyond the basics — we include expert AV negotiation, a critical advantage rarely offered by others in the industry.
We simplify the venue sourcing process and give you the data you need to make the best decision – without the hassle.
Sleeping Room Block Management
For multi-day events requiring 100+ sleeping rooms per night, your room block is where the biggest dollars – and the biggest risks – live. Naif Productions negotiates and manages your entire sleeping room block from start to finish: securing the best possible rates, protecting you with favorable attrition terms, and handling the details that quietly wreck budgets when left unmanaged.
Our room block services include:
- Negotiating group sleeping room rates below standard offerings
- Structuring attrition clauses to protect you from costly shortfall penalties
- Securing complimentary rooms, suite upgrades, and rebates tied to your block
- Managing your room block leading up to the event, so pickup tracks against your commitment
- Advising on cut-off dates, booking links, and reservation methods
Best of all – our services come at no cost to you. Because we’re compensated by the venue, you get decades of expert negotiation working entirely in your favor, with nothing added to your bottom line.
Contract Negotiation
Unlock more value than you thought possible!
Once the venue is selected, we negotiate the sleeping room rates, food and beverage terms, contract terms, amenities, attrition, cancellation, and clauses that impact your bottom line.
Here’s what sets us apart:
Expert Negotiation: We go beyond standard group rates to unlock added value – attrition protection, waived fees, rebates, upgrades, and so much more.
White-Glove Service: From sourcing to contract review, every detail is handled with precision, speed, and care.
Time-Saving Efficiency: You focus on your event – we handle the back-and-forth with venues and suppliers.
Risk Mitigation: We identify hidden risks and protect you with clauses that safeguard your budget and guest experience.
Dedicated Support: We offer personalized support throughout the process managing your sleeping room block leading up to the event.
Stop wasting time and money on sourcing the perfect venue for your event. We will streamline the entire process, and elevate your entire event experience. With decades of expertise in strategic negotiation and industry relationships, we secure the best possible rates, concessions, and contract terms that most planners don’t even know are negotiable.
Site Selection / Contract Negotiation Form
We can’t wait to hear about your event! If you would, please provide your contact information, the date of your event, and any other details you’d like to share with us. We’ll be in touch quickly. Thank you!
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Frequently Asked Questions
Who We Are
What is Naif Productions?
Naif Productions is a New York–based event production company specializing in site selection, sleeping room block negotiation, and hotel contract work for all types of events with a significant sleeping room block. In plain terms: we find the right venue for your event, negotiate the best possible rates and contract terms, and manage your sleeping room block from the first RFP through the final night of your event – so you don’t have to.
What makes Naif Productions different from other site selection companies?
Three things. First, more than 30 years of hands-on negotiation experience across contract language, attrition, concessions, AV terms, F&B minimums, cancellation, and force majeure – we know what’s negotiable when most planners don’t. Second, we don’t stop at handing you a shortlist; we negotiate the contract and actively manage your room block leading up to the event. Third, our services are completely free to you – the venue pays our commission, not you.
Who do you work with?
We’re the right fit for organizations planning multi-day events that require a $50,000 minimum room spend. That’s the sweet spot where expert negotiation and room block management save the most money and prevent the costliest mistakes. Corporate conferences, annual meetings, and multi-day programs are exactly what we do best.
Do you only handle the venue, or the sleeping room block too?
Both – and the room block is central to what we do. Many firms will source a venue and walk away. We negotiate your group sleeping room rates, structure your attrition to protect you from shortfall penalties, secure complimentary rooms and upgrades, and manage the block all the way up to your event so your pickup tracks against your commitment.
What It Costs You
How much do your services cost?
Nothing. There is no cost to you for our site selection, negotiation, or sleeping room block management services as long as it includes the sleeping room block service. We are compensated through commission paid by the hotel – which means you get 30+ years of negotiation expertise working entirely in your favor, with nothing added to your budget.
Do I pay more at the hotel because I used you?
No. Our commission comes out of the hotel’s side, not yours – it does not raise your room rate or your event costs. In fact, because we negotiate on your behalf, our clients typically pay less, not more. Our strategies have saved clients an average of $200K per event.
Why do hotels pay you a commission?
Hotels and venues rely on professionals like us to bring them qualified group business. When we place a well-organized event with a committed room block, we’re delivering exactly the kind of business they want — so they pay a standard commission for it. It’s a long-established part of how the hospitality industry works, and it’s what allows us to offer our expertise to you at no cost.
Is there a catch to “free”?
None. You get the full benefit of our negotiation and management services, and the venue covers our fee. Our incentive is aligned with yours – the better the deal we negotiate and the more smoothly your block runs, the happier you are and the more likely you are to work with us again.
How It Works
What does the site selection process look like?
We start with a no-cost consultation to understand your event – dates, attendee count, room block size, meeting room requirements, budget, and AV requirements. From there we research and vet properties, send RFPs to venue sales teams, manage all communication and follow-up, and deliver a side-by-side comparison of rates, availability, amenities, and AV. If you’d like a site inspection, we’ll schedule and attend it with you so you feel confident in your choice.
Do you actually negotiate my contract and rates?
Yes – this is where our experience really pays off. Once you’ve chosen a venue, we negotiate sleeping room rates, food and beverage terms, attrition, cancellation and force majeure clauses, concessions, AV, and the fine print most planners don’t realize is negotiable. We identify hidden risks and protect you with clauses that safeguard both your budget and your guest experience.
What’s included when I work with you?
End-to-end support, including:
- A customized shortlist of venues that fit your criteria
- RFP submission and full management of venue communications
- A detailed side-by-side comparison of rates, concessions, dates, clauses, and AV
- Expert contract negotiation – including AV, F&B, and attrition
- Sleeping room block negotiation and ongoing management through your event
- Site visit scheduling and attendance, if desired
Do you manage the sleeping room block leading up to my event?
Yes. We don’t just negotiate the block and disappear – we manage it right up to your event, keeping an eye on pickup against your commitment, advising on cut-off dates and reservation methods, and helping you avoid the attrition penalties that catch so many planners off guard.
What if I’m flexible on city or dates?
Even better – flexibility is leverage. If you’re open on location or willing to consider alternate date patterns, we can use that to drive more competitive bids and stronger concessions across markets. Just tell us your preferences and constraints, and we’ll find the options that give you the best value.
For Event Planners
Are you an event planner with clients who host multi-day events? Refer them to us and earn a share of our commission – while they get expert site selection and room block negotiation at no cost. Here’s how our referral program works.
Can I earn money by referring my clients to Naif Productions?
Yes. When you refer a client whose event books through us, we pay you 10% of the commission we earn on that business. You bring the relationship; we handle the site selection, negotiation, and room block management – and you’re rewarded for the introduction.
How much can I earn?
It depends on the size of the event, but because our commission is tied to the room block, larger multi-day programs generate meaningful referral income. On events with a significant room block, 10% of our commission can add up quickly – and because it’s recurring, a single strong client relationship can pay you year after year.
Is the 10% a one-time payment or ongoing?
Ongoing. You earn 10% on that client’s repeat business for as long as you remain the planner on the account. Refer a client with an annual conference, and you continue to earn on it each year they rebook through us – not just the first event.
When and how do I get paid?
You’re paid after the event is complete and we’ve been paid. Specifically, once your client settles their final hotel bill and we receive our commission from the venue – which can take up to 45 days after the event – we release your 10% share. Your payout is tied directly to ours, so you’re always paid on real, collected business.
Do my clients pay more because I referred them?
No. Our services are free to your client, and your referral fee comes out of our commission – never theirs. Your client gets 30+ years of negotiation expertise at no cost, and you earn for connecting them. Everyone wins.
Do I need any special certification or training to refer?
None at all. You don’t need to be a hospitality expert or learn our process – that’s our job. If you know an organization planning an event with a significant sleeping room block, simply introduce us. We take it from there and keep you in the loop.
How do I refer a client?
Just reach out and let us know who you’d like to introduce. We’ll confirm the referral, connect with your client, and make sure you’re credited on the account so your commission is tracked from day one.
Still have questions?
We’d love to hear about your event. Reach out for a no-cost consultation and we’ll help you determine exactly what your venue and room block needs are for a successful event.