Are you choosing your event venue... or settling for what's familiar?
Venue choice is the second most influential factor in your event's success: 27% of meeting professionals rank the venue itself as the most crucial element in creating a memorable event, just after compelling content.
And yet, most corporate planners still default to hotel ballrooms and standard meeting spaces.
This podcast episode of The Gather Gurus is for anyone ready to break that habit.
Brian Kellerman (CEO and Partner at GoGather) sits down with Mateo Caño, co-founder of SpacePal, to talk about the future of venue sourcing, how planners can create unforgettable brand-aligned experiences, and why "different" doesn't have to mean "more expensive."
What you'll learn:
- How unique venues can strengthen your brand story
- Common hidden fees that inflate venue costs
- Creative ways to cut costs without cutting experience
- The red flags to watch for when sourcing new venues
- Why personalization and speed are the future of venue sourcing
Transcript summary.
Brian Kellerman: Good morning, everyone. Welcome to the GatherGurus! I’m Brian with GoGather—a full-service meeting and event management agency working with corporate clients around the world. I’m excited to be joined today by Mateo, co-founder of SpacePal. We’ll be talking about venue sourcing and how to improve the event planning experience.
Mateo, thanks for joining us. Why don’t you tell us a little about yourself and what SpacePal is all about?
Mateo Caño: Thanks, Brian. I’m Mateo, Co-Founder and CEO of SpacePal. Think of us as Airbnb for events—you can find and book all kinds of venues by the hour. We host everything from sales meetings and workshops to brand activations.
Our goal is to make booking a venue as seamless as booking a flight or ordering food. Right now, that process is still clunky—you send tons of emails, make phone calls, and deal with a lot of back-and-forth. We’re helping planners discover unique, flexible spaces they can book quickly, with no booking fees and instant support. Everything’s managed in one place.
👉Related: How the right venue sets the tone for your corporate event.
Brian: Love it. The simplicity of Airbnb, but for venues. You're right—so often we know our event goals, time of year, guest count, and budget, but finding the right space still takes a ton of work. What are some creative or practical ways you’ve seen people manage venue costs while still offering a great experience?
A lot of people think hotels are their only option, but there are tons of alternative venues that offer more flexibility, better rates, and stronger brand alignment.
One big mistake is only looking at the hourly rate. Many overlook hidden fees—things like overtime, cleaning charges, minimum spend requirements, or mandatory catering. These add up quickly.
With SpacePal, we also cut down the negotiation time. Instead of going back and forth for weeks, you can book a venue in five to ten minutes. That saves time and money.
👉Related: Check out these top 12 venue finding services to elevate your next corporate event.
Brian: That speed and simplicity can make a big difference, especially when you're juggling other planning details. You mentioned brand alignment—something that’s huge for us. When a space complements the brand, it elevates the whole experience.
Mateo: When you're working with a large-scale event like a conference, how do you balance the budget and create a memorable experience?
Brian: We always start by understanding the event’s goals. What’s the purpose? What does success look like? Once we know that, we can figure out the right venue to support it.
It’s not about finding something that “fits”— planners must choose a space that helps tell your story. Too often, people default to what they’ve done in the past. But there’s a real opportunity to try something different and give attendees something fresh.
Once we understand the event goals, even the logistical challenges—like transportation or budget—are easier to solve.
Does SpacePal help planners compare and communicate those options clearly to their internal teams or stakeholders?
Mateo: That’s a big part of what we offer. On SpacePal, planners can browse a wide range of underused and unconventional spaces—private lofts, mansions, creative studios, boutique offices, and private dining rooms. These venues often aren’t even on Google Maps.
We don’t charge service fees to the planners, so the final prices are usually lower than what you’d get elsewhere. Plus, we streamline everything: messaging, payments, contracts, insurance—it’s all in one place.
👉Related: Here are 7 venue finding agencies that make planning easier.
Brian: And these aren’t just alternatives to hotels. They’re entirely different types of spaces with different vibes. That’s exciting.
Mateo: Exactly. We do have traditional hotel meeting rooms listed, but our strength is in those unexpected spaces, like a gallery with a pool or a waterfront home. For example, small companies often book these types of venues for offsites and workshops because they feel more relaxed and aligned with their company culture.
It’s like going to Airbnb for inspiration. You might start looking for a hotel room but end up finding something completely different and better.
👉Related: You need this corporate event planning site visit checklist for 2025.
Brian: You're making me wish we had SpacePal a few years ago! We've done some great off-site events, but the time it took to coordinate was intense. One of the most memorable was a private dinner we hosted at the Library of Ephesus. Amazing experience, but it required so much legwork.
With incentive programs, we're always trying to create once-in-a-lifetime experiences, especially for top performers who have likely already seen luxury resorts. It's about going beyond that.
Have you seen any standout examples of groups doing something truly unique thanks to alternative venues?
Mateo: Yes—one tech company used SpacePal to book a waterfront mansion in Miami for their end-of-year workshop. Originally, they were looking at hotel conference rooms, but the cost and add-ons were high. Through SpacePal, they found this house with a garden and pool, and the price was 40% less than the hotel option.
The host even connected them with local vendors for catering and A/V, which gave them a super personalized and budget-friendly experience. Now that team books with us every year.
Brian: That's fantastic. Long-term vendor relationships like that really pay off.
When working with new venues, what should planners watch out for in contracts or estimates?
Mateo: Great question. The biggest one is hidden fees—cleaning, overtime, equipment, and service charges. Always ask for an all-inclusive quote.
Another thing is restrictions on external vendors. Some venues require you to use their in-house catering or services, which can inflate costs. Ask if you're allowed to bring in your own.
Cancellation policies are another biggie. Non-refundable deposits or strict change policies can cause problems.
And lastly, make sure the contract clearly outlines what's included—tables, chairs, AV, etc. Don’t assume anything.
👉Related: Keep an eye out for these 12 red flags when you're evaluating event management companies.
Brian: Does SpacePal vet the venues listed on the platform?
Mateo: Absolutely. That’s our top priority. We verify that hosts have the right to list their spaces and meet basic quality standards. Then we provide them with tools and guidance to offer a great guest experience. Our hosts are an extension of us, and we take that seriously.
Brian: Totally agree. We’re only as good as our partners. Even the best venue won’t work if the host isn’t on board. That collaboration is key.
Mateo: Exactly. We both have a responsibility to select and support the best providers for our clients.
How do you propose these new alternatives or creative experiences that are not traditional and might be risky for the client, when they come to you and say, "Hey, I need a hotel venue, a conference room"?
Brian: Being able to share examples, stories, and past experiences from other clients is incredibly helpful. A lot of clients want to create something unique and different. So, it's not just about what we've done in the past, but also about working together to create something entirely new.
However, knowing we have the right partners behind us is the most crucial part. Reassuring the clients that we have the right team in place is key because, at the end of the day, we’re only as good as our hosts. We can find the most amazing and unique venue, but if our suppliers or hosts aren't executing well, it’s going to impact the program.
It's about everyone supporting each other and understanding the overall objectives. It's about creating a sense of community where we all lift each other up. We need to reassure the client that we've put the right team together.
I mean, even the name GoGather speaks to this—bringing the right people together to execute and fulfill the client’s vision. It’s not just about saying, "I've got this." No, it takes a whole team to make it happen. Having a trusted, tested, and experienced partner is crucial in making that vision come to life.
So, looking ahead, what’s next for venue sourcing? What should planners be thinking about in the next 6 to 12 months?
👉 Related: How to elevate your venue sourcing strategy for corporate events.
Mateo: The industry is moving toward speed, flexibility, and personalization. Planners don’t want the same traditional options—they want new, creative alternatives.
AI is going to play a big role. Our goal is to match planners with the perfect venue, quickly and accurately, based on their specific needs, like a corporate event for 100 people or an intimate workshop for 20. Think Tinder, but for venue sourcing.
Brian: Love that. Personalization and creativity are where everything's heading. Thank you so much for the time today, Mateo. I’m excited to continue working together and discover some incredible venues. Maybe we’ll top Miami or the Library of Ephesus next time.
Mateo: Thanks again, Brian. We encourage all planners to think outside the box and try something different for their next event.
Brian: And for anyone looking to get started, how can they find you?
Mateo: They can visit SpacePal and start searching right away, or follow us on Instagram and other social media to stay connected.
👉 Related: How to source the right corporate event venue.
About the experts.
Brian Kellerman is the Co-Founder and CEO of GoGather. Since launching the company in 2008, Brian has helped top brands around the world turn corporate culture and goals into meaningful event experiences. With more than 20 years of experience, Brian has produced everything from incentive programs in Bora Bora to sales kickoffs in Boston. He served on the board of the San Diego American Marketing Association and was one of the first to earn a Strategic Meetings Management Program certification from GBTA.
Mateo Caño is the Co-Founder and CEO of SpacePal, a platform launched in 2023 that simplifies the venue booking process for corporate events. Mateo holds a bachelor’s degree in economics and has over five years of experience in digital entrepreneurship. He’s passionate about streamlining the event planning process and creating better, faster, more affordable ways for companies to connect through space.
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