How Waldorf Astoria Chicago Wins Multi-Stakeholder Executive & Buyout Events Remotely

MEETINGS & EVENTS

Recognized with Forbes Four-Star distinctions and named among the top luxury hotels in Chicago, Waldorf Astoria Chicago features 214 elegant suites and 9,000 sq. ft. of refined meeting and boardroom space.

Why it matters: Courtney Kaczor, Senior Sales Manager covering West Coast corporate accounts, shared how the team uses Visiting Media to sell C-suite board meetings, incentive buyouts, and executive retreats to geographically distant decision-makers.

Frictionless one-click 3D and 360° tours enable third-party sourcing managers, end-user executives, and CFOs to align on complex hotel buyouts without flying in for preliminary site visits.

Top 3 Core Objectives: With corporate booking windows shortening dramatically, Waldorf Astoria Chicago needed a frictionless way to convey Forbes Four-Star luxury and multi-floor event flow to remote executives and third-party planners.

Convey luxury virtually: Showcase the architectural detail and finish of 214 suites and two floors of event space with resolution worthy of a Forbes Four-Star flagship.
Equip third-party planners: Give sourcing managers a single, zero-login link they can forward directly to end-user executives, CFOs, and outside production vendors.
Compress short-lead decisions: Guide prospects through live screen-shared 3D walkthroughs on sales calls so corporate groups can approve spaces and contract immediately.

Innovators Mentioned

Visiting Media

Courtney Kaczor

Senior Sales Manager

Waldorf Astoria Chicago

"“With Visiting Media, you don’t have to sign up or download an app—the link is just right there. I send it to the planner, who shares it with the end-user, who sends it to the CFO. Our space speaks for itself.”"

Courtney Kaczor

Senior Sales Manager

👍 Senior Sales Manager Courtney Kaczor said that Senior Sales Manager Courtney Kaczor emphasized that zero-friction sharing across sourcing managers, end-users, and C-suite approvers is essential for complex luxury buyouts.:

"“With Visiting Media, you don’t have to sign up or download an app—the link is just right there. I send it to the planner, who shares it with the end-user, who sends it to the CFO. Our space speaks for itself.”"

⚖️ The selection process: During their research process, Courtney Kaczor evaluated Visiting Media's product differentiators, customer support, and holistic value as a strategic partner and ultimately decided that Visiting Media was the best fit solution:

Senior Sales Manager Courtney Kaczor said, about their decision: "“Booking windows have become significantly shorter. As soon as I show the space on a live virtual walkthrough and they can conceptualize their program, it all comes together.”"

📈 The results: Waldorf Astoria Chicago streamlined luxury group sales and multi-stakeholder event planning with Visiting Media.

- Near-Full Hotel Buyout Alignment: Enabled a multi-stakeholder international insurance incentive buyout to plan furniture rentals, decor, and room flow remotely across all parties.
- Faster Short-Lead Corporate Approvals: Replaced multi-week travel and on-site inspections with live guided 3D walkthroughs for West Coast C-suite and board meetings.
- Frictionless Multi-Tier Sharing: One-click browser access ensured proposals traveled effortlessly from third-party sourcing teams to final corporate signers.