The ultimate guide to event venue sourcing for event planners

Finding the perfect event venue for your event, conference, or meeting is one of the most crucial decisions you’ll make as an event planner. It sets the stage, creates the atmosphere, and significantly impacts your attendees' overall experience.

However, with so many options and factors to consider, venue sourcing can be a daunting task. This comprehensive guide will walk you through the steps and strategies needed to secure the ideal venue for your next event, ensuring it aligns with your goals and leaves a lasting impression on your guests.

Understanding the importance of event venue selection

Choosing the right venue is more than just finding a space that fits your budget. The venue influences the entire event experience, from logistics and accessibility to ambience and attendee satisfaction. Additionally, venue costs often represent a significant portion of the event budget, making it essential to choose wisely.

Step 1: Define your event's venue needs

Before you start searching for venues, it's crucial to define your event's specific needs and requirements. Here’s how you can outline your venue criteria:

• Purpose of the event: Clearly define the objective of your event. Is it a conference, a gala, a product launch, or a workshop? The purpose will guide you in selecting a venue that supports your event's goals and enhances the overall experience.
• Number of attendees: Estimate the number of guests to ensure the venue comfortably accommodates everyone. Overcrowding can lead to a negative experience, while too much empty space can make the event feel underwhelming.
• Type of event: Different events require different setups. Conferences might need breakout rooms and stages, while galas may need elegant dining spaces. Make sure the venue can provide the necessary facilities and layout.
• Budget constraints: Set a realistic budget that includes all venue-related costs, such as rental fees, catering, AV equipment, and additional services. Look for hidden fees and ensure there’s room for unexpected expenses.
• Sustainability certifications: If environmental sustainability is a priority, look for venues with certifications like eventplanner.eco. These venues demonstrate a commitment to eco-friendly practices, which can be a significant draw for environmentally conscious attendees.
• Attendee preferences: Consider the demographics, interests, and expectations of your attendees. Choose a venue that aligns with their preferences to create a memorable and engaging experience.
• Event location: Select a location that is easily accessible for your attendees. Consider transportation options, parking availability, and the overall convenience of the location.
• Event date: Secure your event date early to ensure venue availability. Be mindful of holidays, competing events, and seasonal trends that could affect attendance.
• Feedback on past events at the venues: Analyse feedback from previous events to learn what worked and what didn’t. Use this information to avoid past mistakes and improve your event. A good place to start is reading the eventplanner.net reviews on your venue.
• Must-haves and nice-to-haves: List essential features your venue must have and additional features that would enhance the event but are not critical. This helps prioritise your needs during the selection process.

Note that you don't always need to opt for a traditional event venue like a hotel. There are numerous other options to choose from, such as castles, event ships, clubs, theme parks, banqueting halls, wedding venues, theatres, conference halls, trade show halls, concert venues, meeting rooms, and even online event studios.

Also, have a look at our event venue checklist.

Step 2: Research venue options

With your criteria set, it's time for you to start researching potential venues. Here are several methods to help you find the perfect location:

• Search Engines and directories: Utilise online search engines and event venue directories like eventplanner.net to compile a list of potential venues. Quickly add the venues you like to your event mood board with the eventplanner.net event software, a fast way to get an overview of available options.
• Social media and groups: Leverage social media platforms and industry-specific groups, such as the eventplanner.net LinkedIn group, to seek recommendations and gather insights from fellow event professionals.
• Venue sourcing platforms: Explore platforms dedicated to venue sourcing, like eventplanner.net, which offer extensive databases of venues along with user reviews and ratings. These platforms often provide additional services, such as RFP management. With our event software, you'll follow up on all your venue & event supplier offers in one central spot.
• Convention and visitors bureaus: Contact local convention and visitors bureaus for insights and recommendations. These organisations often have valuable information on local venues and services.

Step 3: Crafting a request for proposal (RFP)

Once you've identified potential venues, the next step is to craft a comprehensive Request for Proposal (RFP). A well-drafted RFP helps venues understand your needs and provide detailed proposals. Here’s what to include:

• Event Details: Clearly state the name, date, and type of your event. Provide a brief overview of its purpose and objectives. When requesting offers from event venues on eventplanner.net, we guide you through entering all the necessary details. Plus, we save your information, so you won’t have to re-enter it when seeking quotes from multiple venues.
• Event requirements: Outline specific venue requirements such as room capacity, layout preferences, and technical specifications.
• Dates and duration: Specify the preferred event dates, including setup and teardown times. Communicate any flexibility in dates if applicable.
• Budget: Provide a budget range or limitations to ensure the proposals are within your financial parameters. Request detailed cost breakdowns to avoid surprises.
• Catering and food options: Indicate whether you require in-house catering or have specific dietary restrictions. Request menu options and pricing details.
• Technical requirements: List any technological needs such as Wi-Fi, audiovisual equipment, and other technical specifications.
• Additional Services: Mention any extra services required, such as security, transportation, or accommodations.
• Venue layout and floor plan: Request detailed layouts and floor plans, including available event spaces and any unique features.
• Terms and conditions: Inquire about specific terms and conditions, cancellation policies, contingency plans, and payment schedules.
• Site visit: Request the opportunity for a site visit to evaluate the venue in person and gather additional information.

Step 4: Evaluate event venue proposals

After receiving proposals, it's time to evaluate them carefully. Here’s how to approach this step:

• Reviewing proposals: Thoroughly review each proposal, paying attention to details such as pricing, services, and amenities. Compare the offerings against your event's requirements and budget.
• Negotiating contract terms: Before signing any contracts, negotiate the terms with the venue. Discuss pricing, additional services, policy flexibility, and any specific requirements you have.
• Reading the fine print: Carefully read the contract terms and conditions. Pay attention to cancellation policies, payment schedules, liability provisions, and potential penalties.
• Finalising the booking: Once you're satisfied with the terms and conditions, book the venue by signing the agreement and making the necessary deposits. Confirm all logistical details, including setup arrangements, technical requirements, catering preferences, and additional services.

Additional tips for venue sourcing

To ensure a successful venue sourcing process, consider these additional tips and best practices:

• Be Flexible with dates and times: Having alternative dates increases the chances of securing your preferred venue and may lead to better deals.
• Consider essential amenities: Ensure your chosen venue can provide must-have amenities like AV equipment, parking, and Wi-Fi.
• Get everything in writing: Document all agreements to avoid misunderstandings and protect both parties' interests.
• Negotiate for concessions: Negotiate for added perks like discounted rates, complimentary services, upgrades, or waived fees.
• Read venue reviews: Research reviews to get insights from past clients and attendees. Consider both positive and negative feedback.
• Explore shoulder or off-seasons: Booking during less busy times can result in better rates and more availability.

Conclusion

Venue sourcing is a critical aspect of event planning that requires thorough research, strategic negotiation, and careful evaluation. By defining your event's needs, conducting thorough research, crafting a compelling RFP, evaluating proposals, and finalising contracts, you can secure the ideal venue that sets the stage for an extraordinary event. Remember to be flexible, negotiate for concessions, and consider feedback from past venues and attendees. With the right venue, you can create an unforgettable and successful event that exceeds your attendees' expectations.

This comprehensive guide aims to provide event planners with the necessary tools and strategies to make informed decisions about venue sourcing. By following these steps and leveraging the right resources, you can ensure that your next event is both memorable and successful.

Want to know more about selecting the best event venues and how to organise impactful events? Dive into our event planning book for all the insights you need!