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The Importance of Using a Venue Finder

Finding the right venue can be extremely time consuming and challenging, especially if you are planning an event on a larger scale. By having a venue finder on board, this can take your event planning to the next level and help you out in many other ways.

As a venue finder, here at venuepot, our core aim is to research and find the best venue that fits your brief, brand, budget and requirements. You will receive first-hand expertise on the tools and knowledge on how to fulfill your brief and create the best experience for delegates.

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We offer a free service that will save the client’s time and unnecessary pressure.

I bet you’re thinking, “So how do they make their money?”.

Venues will pay a small amount of commission to the agency as an incentive for booking their venue. This will have no impact at all on the rates you will receive. If anything, we will negotiate better rates on your behalf – we put this down to our countless buying power and perfected negotiation skills.

We also look at added value for our clients – whether that’s an extra serving of tea/coffee, bacon rolls on arrival or a glass of bubbly for your drinks reception – it all adds up and it’s a great extra incentive for you and your delegates.

As a venue finder your role is to continually think “outside the box” and ask key questions that perhaps an inexperienced venue finder doesn’t think of. Below are some key examples.

  • Are your breakout rooms near your main room?
  • If you want natural daylight, do you still have the ability to black this out when using projectors?
  • Are there competitors in-house?
  • Is the room sound proof?
  • Does the room have air conditioning?
  • Does the main event room have the correct ceiling height that can fit your bespoke stage and set?
  • If accommodation is required – and is not onsite – are there any additional hotels that are close by to accommodate your numbers/budget?
  • Will you need three phase power, ceiling rigging points, carpeting and draping in the main room? (This would impact your overall venue costs)
  • Are there any hidden charges such as table/chair hire, water, waste, cutlery/crockery costs, linen, staff and security? This may be compulsory depending on your chosen venue.
  • Is there internet access? Are there any restrictions and if so, would there be an additional charge?
  • Is there onsite parking or is it close by? Is this included or are there extra costs involved?

The list can go on, but always ensure that you ask the right questions and ask as many of them as you need to, as there is nothing worse than explaining to a client why you didn’t ask a particular question which could have a knock-on effect for the event in question.

"By having a venue finder on board, this can take your event planning to the next level and help you out in many other ways."

When it comes to choosing the best venue options for our clients, developing and building relationships with contacts are so important. In order to be the best venue finder, you need to ensure you do the following:

  • On a weekly basis, attending venue appointments, and meeting with the contacts who will showcase their venue/portfolio. This information can then be passed onto the whole team and be instantly updated with any new openings or changes.
  • Attending networking events and educational trips in the UK and abroad will help you to develop your knowledge and experience, which can be shared with clients and colleagues.
  • Arranging site visits enables you to visualise the event in its entirety, so when you’re describing the venue to your client they can see your vision too. Also, site visits ensures first-hand knowledge that the venue ticks all of the boxes for the event.
  • Keeping track of feedback from past events, which can give you honest information on what to be aware of and any pitfalls that may occur.
  • The work doesn’t stop after your event, we can assist with invoicing and venue feedback.

If you are looking to plan an event but you aren’t sure on the style of venue that is best suited for you/your delegates, get in touch with the team today as we can help!

By Emma Jones – Senior Venue Consultant