There’s a quiet crisis happening in the meetings and events industry—and many of us are feeling it louder than ever.
For years, third-party planners and sourcing agencies have operated on a commission-based model. It was simple: You source the hotel or venue, negotiate the details, and get compensated by the supplier once the event books. But recently, that model has started to unravel.
And it’s not a slow fade—it’s a squeeze.
Clients are becoming bolder. After hours—sometimes days—of research, outreach, strategy, and negotiation, planners are being cut out of deals at the last second. The client takes the work, goes directly to the hotel, and asks to remove the commission.
Why?
So they can keep the savings for themselves.
This is happening. Not hypothetically. Not “once in a while.”
It’s real, it’s disrespectful, and it’s costing professionals their livelihoods.
A Wake-Up Call for the Industry
At virsitour, we’ve seen this firsthand. We recently sourced the perfect location for a client, negotiated value-packed concessions, and were days from contract. The client, seemingly grateful, instead approached the hotel directly to strip our commission and claim the savings—effectively wiping away our role in the process.
Even the hotel was confused. “Aren’t they your client?”
Yes, they were.
But in that moment, we became optional. Disposable.
Let’s be clear: Planners aren’t free labor.
Commission is our compensation—not a bonus or an extra line item. When it’s removed, we are literally working for free.
The Industry Has Changed—Have Our Agreements?
The old handshake model is no longer enough.
Planners need protection, and that starts with something too many overlook: an Agent of Record (AOR) Agreement.
This document isn’t just a formality. It’s a contract that:
- Declares who owns the sourcing relationship
- Outlines commission expectations
- Establishes compensation terms if the event is canceled or moved
- Sets boundaries on what “free” means (hint: it shouldn’t mean unpaid work)
We’re now seeing many planners—including us at virsitour—shift toward:
- Requiring an upfront deposit for sourcing work
- Refunding that deposit if/when commission is paid
- Charging a sourcing fee if the client circumvents the process
This isn’t about nickel-and-diming.
It’s about respect for professional labor and guardrails that protect both sides.
It’s Not Just About Money—It’s About Value
Let’s talk about what sourcing really includes:
- Understanding the client’s goals and budget
- Researching dozens of properties or destinations
- Coordinating RFPs, reviewing proposals
- Negotiating concessions, rates, and timelines
- Presenting options in a cohesive, client-ready format
- Scheduling site tours, advising on next steps
All of that—days, sometimes weeks of work—is often done before a contract is even signed.
If a client walks away or goes around you after all that?
There needs to be accountability.
Enter virsitour: A Better Way to Source and Plan
We created virsitour because we saw this coming. The old model was unsustainable, and we needed a tool that could:
- Streamline the sourcing process while protecting the planner’s role
- Provide visibility for suppliers in an increasingly noisy market
- Support different compensation models—commission, flat fees, hybrid, or project-based
Here’s what virsitour does differently:
For Planners:
- Use one platform to source hotels, venues, destinations, and services
- Send unlimited RFPs with proposal comparison tools
- Reduce the need for physical site visits with rich virtual tours and videos
- Stay in control of your events while cutting out busywork
For Suppliers:
- Get listed side-by-side with competitors in a transparent, easy-to-navigate space
- Reach qualified planners who are actively sourcing
- Showcase your offering with media-rich listings that stand out
For the Industry:
- Bring sourcing back to a place of trust, efficiency, and fairness
- Support planner compensation, regardless of how clients choose to pay
So, What Needs to Change?
If we’re being honest with ourselves, the commission model isn’t dead. But it is in need of a reboot.
Here’s what we believe needs to happen across the board:
- Planners must require signed AOR agreements before starting any work
- Free work must be redefined—clear boundaries, deposits, and refundable structures
- Clients must be educated on how this industry functions and the consequences of cutting corners
- Technology platforms must support transparency and protect both planners and suppliers
We also believe planners need to stand united. The more we accept working for free or being treated as optional, the harder it is to push the industry forward.
The Bottom Line
We love this industry. We love the creativity, the relationships, the moments that matter. But that doesn’t mean we accept being undervalued.
The truth is: free isn’t free.
It’s time to stop pretending it is.
At virsitour, we’re helping build the next era of planning and sourcing—where clarity, fairness, and professionalism guide how we work.
We’re not just a platform.
We’re a movement to protect what matters most: the professionals who make events happen.
Want to join the change?
If you’re a planner tired of being left behind—or a supplier ready to work with experienced professionals who know the industry—join us at www.virsitour.com.
Let’s build something better, together.