From beach towns to inland gems, planners can find strong value without sacrificing quality
With hotel rates hitting record highs in many major cities, event planners are taking a closer look at second-tier destinations that offer big savings without compromising on amenities or accessibility. As of 2025, several U.S. cities are standing out for their affordable accommodations, robust convention infrastructure, and growing appeal for business events.
Here’s a curated list of cost-effective cities to consider for your next meeting or conference—along with insights into seasonal rate trends and top convention hotels:
1. Amarillo, Texas
Average Nightly Rate: $49
Why it works: Amarillo tops the list for budget-conscious planners, especially for last-minute bookings. According to Lastminute.com, it consistently offers the lowest rates for rooms booked within three days of arrival.
Top Convention Hotels:
Embassy Suites by Hilton Amarillo Downtown (rates approx. $177) — Adjacent to the Amarillo Civic Center, this all-suite hotel offers contemporary meeting spaces and a business-friendly location.
Holiday Inn Amarillo West Medical Center – Flexible meeting areas and dependable service, with rates ranging from $81-$170.
Courtyard by Marriott Amarillo Downtown – Centrally located with solid meeting room options for small to mid-size groups, with rates ranging from $148-$166.
2. Reno, Nevada
Average Nightly Rate: $87
Why it works: Reno offers a vibrant mix of entertainment and affordability year-round. It’s also within easy reach of Lake Tahoe for leisure add-ons.
Top Convention Hotels:
Grand Sierra Resort (rates ranging from $85-$178) – A meetings powerhouse with nearly 2,000 rooms and over 200,000 square feet of event space.
Silver Legacy Resort & Casino (rates estimated $150-$200) – Part of a connected trio of resorts offering expansive convention capabilities.
Atlantis Casino Resort Spa – Known for upscale service and flexible meeting spaces; midweek rates hover around $143 weekends are about $265.
3. Arlington, Texas
Average Nightly Rate: $95
Why it works: Located between Dallas and Fort Worth, Arlington delivers stadium-sized attractions and competitive hotel pricing—especially outside sports seasons.
Top Convention Hotels:
Loews Arlington Hotel & Convention Center (weeknight rates approx. $267, weekend rates approx. $346) — Offers 888 rooms and a new convention center onsite.
Live! by Loews – Arlington (weeknights approx. $192, weekends approx. $270) – A boutique experience with 35,000 square feet of meeting space.
Sheraton Arlington Hotel (estimated rates $150-$200) – Close to the Esports Stadium and Globe Life Field, ideal for events that want walkability.
4. Oklahoma City, Oklahoma
Average Nightly Rate: $110–$130
Why it works: This emerging destination blends low hotel costs with cultural richness, a growing culinary and arts scene, and an appeal for post-event experiences.
Top Convention Hotels:
OKANA Resort & Indoor Waterpark (rates from $149) – A new entrant with 27,000 square feet of meeting space and unique recreational amenities.
Sheraton Oklahoma City Downtown (rates estimated $150-$200) – Centrally located with direct access to the Cox Convention Center.
Skirvin Hilton – A blend of historic charm and modern business amenities, with room rates averaging around $206.
5. Virginia Beach, Virginia
Average Nightly Rate: $108
Why it works: This coastal destination sees its best deals in the off-season—rates can drop by up to 40% in winter, according to TravelAwaits.
Top Convention Hotels:
Hilton Virginia Beach Oceanfront (weeknight rates approx. $194, weekend rates approx. $333) – Steps from the convention center, with panoramic views and modern meeting space.
DoubleTree by Hilton Virginia Beach (weeknight rates approx. $123, weekend rates approx. $124) – A reliable option near the boardwalk and convention area.
Westin Virginia Beach Town Center (estimated $150-$200) – Offers upscale meeting amenities in a walkable business district.
6. Myrtle Beach, South Carolina
Average Nightly Rate: $109 (Winter)
Why it works: As a classic resort town, Myrtle Beach becomes a value hotspot in the winter months—perfect for off-peak corporate retreats or association meetings.
Top Convention Hotels:
Sheraton Myrtle Beach Convention Center Hotel (rates approx. $114) — Connected directly to the convention center, with 400 rooms and business-focused services.
North Beach Resort and Villas (estimated rates $150-$250)— Ideal for executive retreats or mid-size events with on-site catering.
Ocean Creek Resort (estimated rates $100-$200) — Offers large-scale meeting spaces at family-friendly prices.
7. Jacksonville, Florida
Average Nightly Rate: $115 (Spring)
Why it works: With its mix of beachside appeal and a revitalized downtown, Jacksonville is ideal for spring meetings when rates are especially favorable.
Top Convention Hotels:
Hyatt Regency Jacksonville Riverfront (rates approx. $232) — The city’s flagship convention hotel with nearly 1,000 rooms and over 100,000 square feet of event space.
Southbank Hotel by Marriott Jacksonville Riverwalk features approximately 40,000 square feet of event space, 322 guest rooms, an outdoor pool, a fitness center, and an on-site restaurant. Rates ranging from approximately $99-$171.
Marriott Jacksonville Downtown provides over 12,972 sq ft of total event space, including several meeting rooms and a ballroom. It features 354 guest rooms, an outdoor pool, a fitness center, and an on-site restaurant and bar. The average nightly rate ranges from approximately $125-$225.
FURTHER READING: KEY DETAILS EVERY RFP SHOULD HAVE
7 Strategic Approaches to Cost Savings
Beyond selecting an affordable city, smart planners employ several tactics to maximize their budget:
1. Be Flexible with Dates: Shoulder seasons and weekdays often offer lower rates than peak periods and weekends. If your event dates are flexible, explore different times of the year or week to potentially secure significant savings.
2. Consider Total Spend: Hotels often look at the overall revenue generated by an event, including room bookings, catering, and other services. Consolidating your spending within one property can be a powerful negotiating tool for room rates.
3. Enquire About Group Discounts and Concessions: Always ask about complimentary rooms for a certain number of bookings, discounts on meeting spaces, audio-visual equipment, food and beverage, and waived fees (like resort or internet fees).
4. Explore Alternative Venues: While hotels are often the go-to for meetings, consider non-traditional venues like universities, conference centers not attached to hotels, or unique spaces that might offer more competitive pricing.
5. Book Early: Generally, the earlier you book, the better rates and availability you’ll find. This allows for more negotiation leverage as well.
6. Utilize Technology: Event housing management software can streamline the RFP process, provide market data for negotiation, and simplify booking for attendees, potentially leading to better overall rates.
7. Work with Convention and Visitors Bureaus (CVBs): CVBs often have local knowledge and relationships with hotels, and they may be able to assist in finding suitable and affordable options.
By combining the selection of cost-effective destinations with strategic negotiation and flexible planning, event organizers can successfully source inexpensive hotels for their meetings and conferences in 2025, ensuring a successful event without breaking the bank.
Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.
Photo by sidath vimukthi on Unsplash
