Our free venue finding service for corporate events
In our experience the job of finding a venue is perhaps the slowest part when it comes to organising any event. Somebody always has to search and eventually phone all the possibilities. Next step we have to match, compare, analyse and chase availability. Our venue finding service does all that work for you. Across the M4 corridor and region or the wider UK and into most European destinations.
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So how are we different from any other venue finding service? Well the main difference is experience in who does the looking? First and foremost, we are event organisers and event planners and so we are at the coalface, putting on conferences, association events, incentives, award dinners and theme parties, so we know exactly what to look for when running your event and looking for a venue.
How does a venue search actually work
For any of our clients we like to think that the overall process is actually very straightforward. Generally a search will follow the following pathway:
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Send the brief. Just let us know the event type, the rough numbers you're looking at, prospective dates, and approximate budget. At this stage a feeling is more than enough. You don't have to have a fixed idea just an objective. But to avoid us wasting our time and yours, it's essential that you do have a budget in mind for the venue element.
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We search and shortlist. We look for venues that genuinely fit on all fronts with pricing, availability, together with our honest view on each one. Bear in mind venue finding is complex and can take one to two weeks. If you need a faster turn around, then we would can get one of our team onto it straight away, which may have costs associated with it.
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View the contenders. We arrange visits and ask the questions venues hope that nobody asks. We understand logistics, access points, suspension loads, quality checks, health and safety and wet we look at weather contingencies. We never assume that the venue will be giving us all the information, so we go armed with a brief and plenty of questions.
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We negotiate. We deal with rates, inclusions, and contract terms on your behalf if required. These are all settled before you commit.
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We book your venue. If you want us to run the event in the location we found for you then that step is very easy.
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Needs more support? Then we can arrange it. Delegate registration desks , online booking platforms for association events, supplier logistics management, transport, DMC liaison, theming, event coordination, entertainment and team building ideas.
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We know once you have your venue, the rest is all about careful planning and management. That's why we've introduced our AI Concierge Service - a 24-hour text based WhatsApp driven messaging platform designed to allow your guests to message questions straight to our AI bank.
Venue judgement from people who build events
Here is a tip for you. A brochure will always show a room at its very best. We look at what the event will actually look like pre-event. Where does the catering load in? Is there enough power for the production or will it trip mid speech? Just what does the room sound like with 200 people talking? Where are the catering stations placed? Is the registration area big enough? How do suppliers and sponsors access the room? Are there changing places for entertainment? Can the delivery point handle multiple drop offs does that need careful logistical planning?
We have taken care of company events in venues of every type, so we know which questions will matter for yours. That knowledge is the service. Finding a list of venues is easy - putting together a short list where every option would survive your event brief is not.
What does venue finding cost?
We truly believe knowledge is our service. We've had 25 years' experience running events across a range of venues for every size of event and in most European destinations. So you don't just get the venue finding service like you do with most agencies. You get all our combined experience, which is priceless.
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If you ask us to organise your event then of course the venue finding is free. Most agencies will be working on commission from the hotel, but we are not committed to any brand or product. The search is part of the job and not an extra on the invoice. However, we have to be frank: a lot of companies get several agencies to look around for venues and compete against each other. Sadly, this is not how we operate as it affects our credibility when we spend time calling all the venues. We are much more comfortable when a client is straight with us and instructs us with the exclusive opportunity to find them a venue.
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Site Visits
Generally, when we're at the stage of a shortlist, we do encourage our clients to attend with us to do a site visit. If there's no existing contract between us, then we generally ask you to cover our transportation fees, and if it's abroad, we would bill for accommodation and transport costs. However, if you go ahead with the contract, we would deduct these from the final bill.
One search, whatever the event
What types of events does a venue service look to produce options for? A short list could look like this.
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Conferences, and away days - this is about capacity, breakout space and quality audio visual support that can cope with your event
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Association events - these are our bread and butter as they are generally committee-led who are time short and they need our venue finding services as well as event and delegate management skills
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Team building days - things to get right: indoor space, outdoor ground, or both in one place
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Themed and Christmas parties - these are venues that can take a set build not just a dinner.
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Festivals and Fun Days - generally outdoor sites with the 24 - 48 hours access a daytime/evening event needs
Who generally sends us a venue brief
Within any business this might fall to a number of possible positions. Regardless of who sends us the brief, we can easily work with in-house teams and team members to share or own the work.
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EA and office managers - holding the search for a director who perhaps wants three good options, not thirty
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HR and social committees - Christmas and summer dates where the calendar is the enemy
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Marketing Teams - launches and client events where the venue is part of the messaging
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Committee organisations - generally for advanced personal or professional development conferences or seminars
Questions you might have about venue finding
Is your vending finding service free like others?
Yes it is, like most agencies, we do work on a commission from the venue. However, we do like transparency from our client if you intend to use other agencies, as we don't like to aggravate our venue suppliers by all jostling for the same slice of business. What we offer is event expertise on top of the venue finding.
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How quickly will we see venue options?
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Obviously, it does depend on how complex the venue find is, the dates and location. It's usually within days, not weeks - we will give you a firm date on the first call. Multi-city briefs can take longer, and we will say so upfront.
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Are we tied to the venues you suggest?
No. The shortlist is advice, not obligation. If nothing fits, we search again, and you can walk away at any point before contract. We attend most MICE events, so we have a really good knowledge base of venues and we have direct contact brands.
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How far ahead should we aim to start searching?
For the prime December dates, start by early autumn - the best venues go before the clocks change. Large conferences need six months or more. Small meetings can often be placed within weeks.
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I want to do the venue search myself. What should I look for?
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That's a great question. Of course, the first thing we would say is don't. But not in all cases. You might already have a venue in mind that you've used before, and we know that. But venue finding is incredibly time-consuming, and once you have found a place it's important you ask the right questions. We never just look at the venue, the room, or the spaces, we look at all the logistics. What does it actually look like on the day of delivery when you have 30 to 50 suppliers arriving? That's the key, that's the experience, that's the value we offer.
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Do you have account managers with most of the hotel brands?
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Yes, that's an essential part of our service. We attend all MICE events including EIBTN and MICE Europe. During these events, we get hosted and get to personally know all the brand representatives. We are also constantly taking time out of our busy diary to attend familiarisation trips. These events are so important in understanding geographical location, logistics, transport networks, and connecting with DMCs (destination management companies) in European cities. It's not always about what you know. It's about who you know.
