Hotel meeting costs are out of control and alternative international locations can now save companies big money – 

For the week of: April 29, 2025

Hotel meeting costs are out of control and alternative international locations can now save companies big money – Executive Travel assists many companies set up and run their company meetings and incentives. Since exiting COVID we have seen an alarming increase in the costs that hotels are charging for meeting services. Room rates, meeting room costs, meals, and audio visual costs have increased so much that meeting managers are now looking for alternatives. Executive Travel has been amazed how much the higher meeting costs in the U.S. have opened the door for companies to now consider holding meetings in international destinations in order to save money and add a little extra “spice” to their meetings.

New research reveals U.S. hotels exorbitant meeting prices now allow meetings to be held in Italy with savings up to 31% – Even When Including Airfare – New research from Executive Travel, Inc. (ETI), reveals that the skyrocketing costs of hosting meetings at U.S. hotels have made international destinations, such as Italy, a more cost-effective alternative. Executive Travel’s analysis shows that even when factoring in airfare, corporate meetings in Italy can save companies up to 31% compared to meetings held in major U.S. convention cities.

You can save up to $1,135 per person (31%) by holding your meeting in Italy vs the U.S. – Our cost comparison matrix factors in the cost per person for a five day meeting of 60 people in Charlotte, NC, versus a meeting in Montone, Italy, in November 2025.

• Audio/Visual Rental: A five day rental of basic AV equipment in a U.S. hotel now costs upwards of $7,000 a day while similar setups in Italy are 80% less in costs.
• Catering Costs: (including taxes and service charges)
  • Breakfast: $60 per person in the U.S. vs. $20 in Italy 
  • Lunch: $80 per person in the U.S. vs. $30 in Italy
  • Dinner: $120 per person in the U.S. vs. $50 in Italy

Airfare: While flights to major U.S. convention hubs
such as San Diego, San Antonio, Chicago, and Florida average $450 per person, round-trip airfare to Italy is approximately $1,300. However, when spread across a multi-day event, the overall savings on accommodations, food, AV and meeting space significantly outweigh the added airfare cost.

Besides saving BIG BUCKS, here are 7 additional benefits of holding a corporate meeting in Italy versus the U.S.

1. Increased Employee Engagement and Attendance – Italy isn’t just another meeting—it’s an experience. When companies announce meetings in Italy, attendance and enthusiasm skyrocket. It becomes a reward, not a chore, resulting in better focus, participation, and follow-through.
2. Built-In Team Bonding Through Cultural Activities – Cooking classes, vineyard tours, olive oil tastings—your agenda writes itself. Italy offers endless opportunities for informal networking and authentic bonding, which builds trust and team cohesion more effectively than a hotel bar happy hour.
3. Exceptional Culinary Experiences at Lower Costs – Goodbye, overcooked buffet. Hello, handmade tagliatelle. In Italy, food is an event. Multi-course meals with local wine cost a fraction of typical U.S. catering, and dining becomes a memorable shared experience—not a line item.
4. Unparalleled Scenic Backdrops for Content & Branding – Your photos, videos, and social media updates will look like a travel magazine. Whether you’re livestreaming a keynote or taking group shots, the visual branding opportunities in Italy are infinitely more appealing than a beige ballroom.
5. Better Work-Life Integration – Give your team a mental reset. The slower pace and serene settings of Italy foster mindfulness, creativity, and reflection—perfect for strategic planning or leadership development.
6. Stronger Executive and Client Impressions – It sends a message: your company values quality, creativity, and global perspective. Hosting in Italy impresses stakeholders, clients, and talent. It shows you’re forward-thinking and committed to exceptional experiences.
7. Flexible Venues with Old-World Charm and Modern Amenities – You can meet in a restored monastery with fiber internet. Italy’s meeting venues blend history with high-speed Wi-Fi, offering a refreshing alternative to the U.S. cookie-cutter conference centers.

If you are looking for the biggest “Bang for your Buck” look at Italy for your next meeting or incentive -If companies are already spending a premium to host meetings, why not take advantage of Italy’s affordability while providing attendees with an unforgettable experience? Businesses interested in learning more about cost-effective meeting solutions in Italy can contact Brian Wallingford at brianw@executivetravel.com or call 402-435-8888.

The Never Forget Liberation Tour to France is back!
One of the most meaningful trips I ever took was back in 2019 with the Nebraska National Guard Historical Society to commemorate the 75th anniversary of the end of World War II. I call it the “Never Forget” journey for a good reason. From July 13-26, 2026, we are returning for the third time, and registrations are now open for this once-in-a-lifetime emotional and educational tour through France, Luxembourg, and Belgium. This tour features scholars and academics in military history, and we will pay homage to the fallen at the American cemeteries with official wreath-laying ceremonies. Our good friend and retired colonel, Jerry Meyer, will lead it. We will also enjoy French cuisine, wine, and the arts, and conclude our journey with two full days in Paris.
CLICK HERE to learn all the details. Call or email our friendly group department today at (402) 395-4881 /GroupDepartment@executivetravel.com to join us. Do not hesitate; we have a maximum of 35 spots open, and the past two journeys sold out in an eyeblink.

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Need information on any of the above?
Call our friendly travel advisors…
Lincoln – 402-358-8888 Toll-free 800-737-0582