Services Offered
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We provide data-backed recommendations tailored to your guest count, budget, and event flow. We don't just find rooms; we find the right "home base" that aligns with your event’s culture and aesthetic.
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We handle the heavy lifting of contracting and monitoring. Our team maximizes your concessions (like suite upgrades and resort credits) while managing attrition and deadlines to protect you from financial penalties.
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Give your guests a VIP experience. We provide dedicated support for room bookings, airport transfers, and local logistics, acting as a central point of contact for all guest travel inquiries.
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The experience doesn't have to end at the farewell brunch. We curate seamless honeymoon extensions for couples and post-event excursions for groups, managing all the transitions in between.
Why Partner With Luxx Escapes?
Your strategic partner in seamless destination logistics.
Streamlined Communication
The Direct Link: Stop chasing hotel sales reps across time zones. You have one dedicated point of contact at Luxx Escapes who manages all communication with the property’s various departments—from sales to reservations—saving you dozens of hours in your inbox.
Expert Negotiation & Contract Support
We Speak "Hotel": We know exactly where there is room to negotiate. Our team works to secure better rates, lower food and beverage minimums, and more flexible cancellation terms, ensuring the contract protects both the couple and the planner.
Improved Guest Experience
A Five-Star First Impression: We ensure your guests feel cared for from the moment they book their flight until they return home. By providing a professional, responsive touchpoint for travel, we create a luxury experience that reflects beautifully on your brand.
Reduced Workload
Focus on the Magic: By offloading travel logistics to us, you can return your focus to creative design and event execution. We act as your specialized "travel department," removing the stress of tracking spreadsheets, booking codes, and flight manifests.
VENUE SCOUTING & RESEARCH
Strategic Venue Sourcing for Destination Events
Finding a beautiful venue is the easy part; finding a venue that works is where we come in. At Luxx Escapes, we treat venue scouting as a high-level feasibility study. We don’t just find locations; we vet them against your specific operational requirements to ensure a seamless event flow.
Our Three-Pillar Vetting Process
Every venue we recommend undergoes a rigorous audit across three critical categories:
1. Logistics & Infrastructure
Accessibility: We analyze proximity to international airports, ground transportation reliability, and ADA compliance.
Capacity Dynamics: We look beyond "total headcount" to evaluate how a space handles transitions between ceremony, cocktail hour, and reception.
Technical Readiness: For corporate retreats and incentive trips, we audit Wi-Fi bandwidth, AV capabilities, and backup power solutions.
2. Regulatory & Contractual Research
Local Regulations: We research noise ordinances, permit requirements for outdoor spaces, and local tax implications (VAT/IVA).
Contractual Health: We identify "hidden" costs like high food and beverage minimums, service charges, or restrictive preferred vendor lists.
3. The Guest Experience Audit
On-Site Flow: We evaluate the "walkability" of a property—ensuring guests aren't trekking long distances between their rooms and event spaces.
Climate & Seasonal Feasibility: We provide data on historical weather patterns, "Plan B" indoor options, and peak-season crowd impacts.
Venue Sourcing Services
Precision research for destination excellence.
Selecting a venue is the most significant decision of any event. Luxx Escapes moves beyond the surface level, providing deep-dive research that ensures your vision is physically, legally, and financially viable.
Our Sourcing Deliverables
Custom Venue Shortlists We don't provide "best of" lists. We curate a bespoke selection of properties based on your aesthetic, guest count, and specific destination preferences, ensuring every option is a legitimate contender.
Capacity & Layout Analysis A venue might hold 200 people, but can it hold 200 people for a seated dinner with a dance floor and a stage? We analyze floor plans and site flow to ensure comfort and operational efficiency.
Catering & Vendor Restrictions Review We dive into the fine print. Our team audits exclusivity agreements—identifying if you are tied to in-house catering or specific "preferred" vendors that may impact your budget or creative freedom.
Weather Contingency & Backup Planning Every outdoor dream needs a "Plan B." We evaluate secondary indoor spaces for every venue, ensuring the backup option is just as impressive as the primary site.
Preliminary Cost & Contract Insights We provide a high-level overview of anticipated spend, including "hidden" fees like service charges, resort fees, and tax implications, along with key contract clauses to be aware of before you sign.
Site Inspection Planning Assistance Once the shortlist is narrowed down, we coordinate your visit. We manage the scheduling with on-site coordinators and provide a custom "Inspection Checklist" to ensure no stone is left unturned during your walk-through.
The Luxx Escapes Advantage
"Research is a form of insurance." > By utilizing our scouting services, you mitigate the risk of hidden costs, logistical bottlenecks, and contractual pitfalls. We provide the data; you make the decision.
How It Works
Discovery: We discuss your event goals, guest demographics, and "must-haves."
Research: Our team vets properties across our global network.
The Shortlist: You receive a comprehensive comparison report of the top properties.
Selection: We facilitate the introduction to the venue’s sales team to begin the contracting phase.
