Corporate Meeting & Retreat Venue Experts

Premium venues, sourced at No Cost To You, anywhere in the US.

Xalmax Travel handles the shortlist, the negotiations, and the contracts for your next corporate meeting, incentive trip, or Presidents Club. Funded by our hotel partners, so it costs your company nothing.

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Fee to you

24–48 hr

Shortlist turnaround

500+

Venues sourced

50 states

Plus global destinations

100% Free Service Commission-Funded No Hidden Fees Global Venue Network Nationwide Coverage Trusted by Sales Leaders Contract Review Included Negotiated F&B Minimums 24–48 hr Shortlist Presidents Club Specialists

Why Xalmax

The concierge partner behind the meeting you don't have to plan alone.

We are the outsourced venue-sourcing team for corporate sales, executive teams, and the assistants who run the calendar. From a strategic offsite anywhere in the US to a Presidents Club at a Caribbean resort, we shortlist premium hotels, negotiate rates and contract terms, and hand you a decision-ready proposal. You pick a venue and get back to running the business.

Services

Six practices. One funnel. Zero fees.

Everything below is included in every engagement, funded by our hotel partners.

Xalmax advisor reviewing a hotel venue proposal on a Xalmax Travel laptop at a warmly lit desk

Corporate Meetings & Events

Board meetings, quarterlies, kickoffs, conferences.

Room blocks, meeting space, F&B minimums, and AV, sourced and negotiated across every major US market.

See how sourcing works

President's Club Incentives

Handpicked destinations worldwide. Full program design, from destination pick to farewell dinner.

See how it works

Executive Retreats

Distraction-free venues nationwide, from mountain lodges to coastal resorts, where leadership teams do the real work.

See retreat venues

Team-Building Retreats

Group experiences and culture programs, from urban hotels to mountain resorts. Built with HR and people ops.

See retreat venues

Venue Negotiation & Contracts

We negotiate rates and F&B, then read every attrition, cancellation, and force majeure clause before you sign.

See how we negotiate

RFP & Proposal Management

We distribute your RFP, wrangle responses, and hand back one decision-ready comparison, not twelve inboxes.

See how it works

How it works

Four steps from brief to signed contract.

The same funnel runs every engagement, whether it's a domestic board meeting or a global Presidents Club.

Submit your brief.

Group size, dates, geography, and the vibe you're after. Two minutes online or one call.

Get a shortlist.

A curated slate of premium venues with negotiated rates and a side-by-side comparison, within 24–48 hours.

Compare and choose.

One consolidated proposal. No vendor calls. No email marathon.

Sign and travel.

We handle contracts, room blocks, F&B, AV, and on-site logistics. You show up.

What clients say

“Xalmax shortlisted 6 Caribbean resorts for our 140-person Presidents Club in four days and negotiated our F&B minimum down 18%. Zero hidden fees, exactly as promised.”

AF Amanda FosterCorporate client, 140-person Presidents Club program

Xalmax Rewards

Earn on every booking. Redeem on Amazon, Visa, or your next trip.

The loyalty program built for businesses that meet, incentivize, and reward. Every qualified dollar you spend with Xalmax earns points, redeemable for gift cards, travel credit, and meeting enhancements. Free to join. No minimums to enroll.

Points redeemable for Amazon, Visa, or travel-retail credit

BronzeEarn on every booking. Email support.

SilverDedicated booking representative.

Gold15% more points per dollar. Quarterly reviews.

Platinum20% more points. VIP sourcing. Dedicated account lead.

See Full Rewards Details

Leather travel wallet, reward cards, passport and coffee beside a laptop on a hotel desk

Repeat partner

“Trusted partner three years running. Motivates top performers like nothing else.”

MJ Marcus JohnsonSales leader, repeat Presidents Club client

FAQ

Common questions before the first call.

Xalmax is commission-funded by the hotels and venues you book with. Sourcing, negotiation, contract review, and program management are provided at no cost to your business — no retainers, no planner fees, no per-attendee markup on our line.

24 to 48 hours is our standard on a straightforward brief. Negotiated rates typically follow within three to five business days. Larger, multi-city, or Presidents Club programs take longer and we set expectations honestly in the first call.

We source venues anywhere in the US, plus a global network for Presidents Club and multi-city executive itineraries.

Board and quarterly meetings, sales kickoffs, executive retreats, team-building offsites, Presidents Club programs, and sales incentive trips — anywhere in the US or at an overseas incentive destination.

No. There is no retainer, no exclusivity, and no fee to receive the shortlist. If you don't love the options we bring back, walk away — nothing gets signed and nothing shows up on an invoice.

Explore more

The full picture, in three places.

Get started

Ready to hand off the venue hunt?

One brief. A curated shortlist within 24–48 hours. Zero cost to your business.