Challenges to Hosting Your Conference in Las Vegas

Las Vegas has long been a top destination for conferences, but with its reputation comes some unique challenges. 

From the infamous party scene to the tricky logistics, hosting an event in Sin City requires careful planning. 

In this article, we'll break down the most common obstacles you might face when organizing an event in Las Vegas and provide strategies to overcome them.

Quick Summary

Here are six frequent challenges our clients encounter when organizing events in Las Vegas:

1. More Chances for Your Attendees to Party
2. Many Hotels to Choose From
3. Unions Are a Key Consideration
4. Hotel Contracts Can Be Tricky
5. Rising Food and Beverage Costs
6. Vendor Costs May Be Higher

Now, let’s explore these challenges and how you can navigate them successfully.

1. More Chances for Your Attendees to Party

The biggest stigma around Vegas? 

People assume their attendees will be too busy partying to show up to sessions. 

And let’s be honest, they’re not entirely wrong. 

Vegas is designed for fun, and it's going to happen, so why fight it? Instead of pretending you can stop your attendees from going out on the town, lean into it. 

Here are a few strategies we use to work with this challenge:

Host a Brief Welcome Reception

Start your event off with a welcome reception on the first night, but keep it short. 

This allows your attendees to enjoy some networking and then head out to explore the city’s nightlife without missing out on the conference experience.

Design Your Schedule Strategically

Build downtime into your agenda so attendees can explore and enjoy Las Vegas without feeling like they’re missing out on sessions. 

Also, consider starting your general session a bit later in the morning to give people a chance to sleep a bit more if they are out late.

This balance will keep them energized for the main event.

Incorporate Local Experiences

Engage your attendees with fun, local activities that complement the Vegas atmosphere. 

Think concerts at The Sphere, catching a Golden Knights hockey game, or planning a themed team-building activity with one of our partners GoTeam Events.

These experiences keep attendees busy while still aligning with your event’s mission.

Create Give-Back Opportunities

Partner with local nonprofits for a unique way to keep your attendees engaged.

For example, have your group help build care packages for the military or work a couple of hours at a food bank. 

It’s a great way to combine fun with a sense of purpose, giving back to the local community while offering a memorable experience beyond the nightlife.

Here are 8 additional corporate social responsibility ideas to incorporate into your conference.

2. Many Hotels to Choose From 

With Las Vegas offering countless hotel options, narrowing down the perfect venue for a conference can be challenging. 

Each hotel comes with its own style, amenities, and booking requirements, which can feel overwhelming for companies trying to find the right fit.

One way to simplify the process is by working with partners who know the local landscape well and can navigate the specifics of each venue. 

Consider key factors like proximity to your event space, accommodation style, and any amenities your team and attendees may need.

Wondering where to start? Explore our top 10 conference venues in Las Vegas for ideas on what might suit your needs best. 

3. Unions Are a Key Consideration

One of the trickiest parts of hosting events in Las Vegas is navigating the city’s strong union presence. 

A lot of planners don’t realize that these union rules can add hidden costs, especially if you're not familiar with them.

Here are some common ones that you might encounter in Las Vegas:

• Setup and Teardown: Unions often require that their own teams handle even the simplest setups and breakdowns, which can mean extra labor costs, especially if your schedule is tight.
• Electrical and AV: In many venues, only union electricians can handle the AV equipment setup, and they charge for both the setup time and just being on standby during the event. It adds up quickly!
• Exhibit Handling: If you’re running an expo, unions may manage all the unloading, transporting, and setup of exhibitor materials, leading to hefty drayage fees that surprise many planners.
• Waste Disposal: Renting a dumpster might not be the end of it; union rules often cover how waste is handled, and extra fees can come up if you go over certain limits or need multiple pick-ups.
• Catering Staff: Depending on your event size, you might be required to have a certain number of union servers or bartenders, adding to catering costs if you’re not meeting their minimums.
• Overtime and Weekend Rates: Union rates for overtime, weekends, or holidays can drive up costs if your event goes beyond standard hours.

Hotels won’t always be upfront about these details, so it’s important to have people experienced with Las Vegas events on your team to help you navigate them.

Also, make sure you read every page of your contract, so you don’t get surprised by any last-minute charges.

4. Hotel Contracts Can Be Tricky

Speaking of contracts, Las Vegas hotel contracts are a beast of their own. 

From equipment storage to green room space for entertainers, there are countless small details you need to lock in early.

For example, hotels in Vegas often max out the footprint of their meeting spaces, so you may need to book an extra room for storage. 

If you don’t ask for it upfront, you could be scrambling later. 

On that note, here are some key concessions you should be asking for in your hotel contract.

5. Rising Food and Beverage Costs

Remember when Vegas was known for cheap buffets? 

Those days are long gone. 

Over the years, the cost of food and beverage (F&B) has skyrocketed, and people still think it’s more affordable than it really is.

Navigating these rising costs can be challenging for companies planning events. It’s important to craft menus that fit within your budget while still delivering quality. 

One effective strategy is to consider meal timings—like breakfast—since many attendees might skip it after a late night. Reducing headcounts for meals like this can help you cut costs significantly.

Being mindful of these details can help you manage F&B costs without compromising the overall experience for your guests.

6. Vendor Costs May Be Higher

Finally, let’s talk about vendor pricing. 

In a busy market like Las Vegas, where conferences are happening all the time, you might find that vendor costs are a bit steeper than in other places. 

To navigate this, consider seeking out local vendors who can provide value and convenience. 

Building connections with printers, florists, furniture rental companies, and entertainers can help you find better pricing options. 

Additionally, understanding entertainment contracts—whether you’re interested in A-list talent or local acts—can make a big difference in both cost and overall experience. 

Focusing on these strategies can help you elevate your event while keeping expenses in check.

Conclusion

Hosting your event in Las Vegas might come with some challenges, but with the right strategy and partnerships, you can turn those obstacles into opportunities. 

Whether it’s embracing the party atmosphere, navigating hotel contracts, or managing union rules, we’ve got the experience and connections to make sure your event runs smoothly.

Need help planning your next conference in Las Vegas? Let’s chat about how GoGather can help you create your best corporate event yet.