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Where to Host Your Next Medicare Event

Where to Host Your Next Medicare Event

AEP is coming soon, and if Medicare events are part of your marketing approach – and they should be – then now is the time to start planning. For in-person events in particular, you want to start preparing early to make sure you get the venue of your choice while AEP dates are still available.

Find out some of the most popular options for Medicare event locations, pros and cons, and what you can expect to pay to rent meeting space.

Hotel Meeting & Conference Rooms

Hotels are one of the most popular locations for Medicare Seminars. They tend to be centrally located with plenty of available parking and may also provide technology to assist with your presentations, although equipment may involve additional fees.

According to PeerSpace, In 2022, you can expect to pay between $70 and $160 per hour to rent a space in a hotel. Some spaces can only be rented for half-day increments, so keep that in mind when looking at your options. Beyond that, the amount you spend on your space will depend largely on the overall price range of the hotel you choose. Rates may also vary based on the type of event and your specific presentation needs, but meeting space rates at hotels are often negotiable, particularly if you commit to booking the room more than once over a specific time period. 

Be aware that full-service hotels will often require you to purchase a food & beverage package and will not allow you to use outside catering. Limited service hotels are usually much more flexible in this regard.

Note: Keep CMS regulations in mind when planning any Medicare event, especially if you intend to serve food. If your event is educational in nature (and meets the CMS requirements for an educational event), then you may provide a meal. For other events, according to CMS, you may offer light refreshments and snacks but should “ensure that items provided could not be reasonably considered a meal and/or that multiple items are not being ‘bundled’ and provided as if a meal.”

Community Centers

The cost of renting community center space can vary widely depending on your location, and it’s common for these types of venues to require a minimum half-day rental. However, if you’re in the right area, you may be able to rent a small meeting space in your local community center for as little as $50 an hour.

Hosting your Medicare event at a community center may be a more viable option, particularly if you sell in a rural market where there may not be a hotel with a meeting space nearby. You aren’t likely to find the types of bells and whistles a hotel might offer, particularly in terms of technology, but if you’re in a rural market, then the low-tech approach may be more appealing to your prospects.

 

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Neighborhood/Apartment Complex Clubhouses

It’s common in the suburbs to find neighborhoods with their own clubhouses. These spaces are used for HOA meetings and other events relevant to the nearby community. If you happen to live in one of these neighborhoods and have a relationship with your HOA, you may even be able to hold your event in the clubhouse without paying a rental fee.

Similarly, many apartment complexes have clubhouses with meeting space rentals available, although you will usually have to pay to rent these spaces even if you’re a resident.

Don’t just look in your own neighborhood, though. Check nearby, particularly for neighborhoods or complexes with a high number of retirees. Fees for these types of spaces usually run between $50 and $100 an hour.

Restaurant Banquet & Meeting Spaces

Restaurants can be great venues for Medicare events because they are so recognizable in most communities. Your prospects might not be familiar with area hotels or the local community center, but they’ve most likely been out to dinner in town a time or two.

Here you’ll find the widest variation of all. You may be able to rent space in a local restaurant for as little as $25 an hour or as much as $350 an hour. As with hotels, it all depends on the venue you choose.

Again, since restaurants are food-forward locations, make sure you’re following all CMS guidelines related to snacks or meals at events. If in doubt, call your NCC Sales Support Specialist for a compliance check.

Want Support for Your Next Medicare Event?

NCC’s team of experienced Medicare professionals can help you weigh your options, find the best location for your next event, and make the most of your AEP. Call 800-695-0280 to speak to a Sales Support Specialist today!

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