It is now the time of year to review event management processes and practices for 2023 and the best way to start is with venue sourcing. Here are some top tips for a more productive and sustainable venue-sourcing strategy.

1. Trust technology

Venue sourcing can be a challenging task. All those open tabs as you compare capacities, credentials, and locations. Technology erases this frustration through an automated process within one platform and gives you the proficiency to send out eRFPs while accessing virtual site visits for a more environmental-friendly approach.

2. Negotiate like an expert

After you received responses to your request for proposal and compared criteria to create a shortlist of preferred venues, now it is time to do negotiations. First, you need to understand whom you are negotiating with and what decision-making process they have.

3. Find pricing deals

Understand each venue’s pricing prototype. Some venues offer seasonal pricing, which means there is a possibility of the cost being lowered at certain periods of the year, whereas Cavendish Venues offer a transparent pricing system.

4. Keep Multiple events at the same venue

Consider keeping more than one meeting at the same time on the same day. Occupying more than one space within the venue may allow you to negotiate a better deal, especially if the space would be unused during your hire period.

5. Added value deals

See beyond the hire cost and always ask what other beneficial features can be included such as a day delegate rate or early access to set up for your event.

6. Deals based on trust

If you have promised to make sure your delegates have left the venue by a certain time or committed to leaving the venue in a certain way of tidiness, you need to ensure you keep to your side of the agreement. When you managed to build up a relationship of trust with venues, certain restrictions more than likely will ease, it can also allow you to bring your own DJ or additional catering.

7. Ask about hybrid packages

Event planners who are unable to make their budgets extend to bespoke, and usually complex hybrid setups, are now searching for venues that provide affordable technology packages, featuring mobile-friendly and on-site support. Venues are now adapting to these features by adding more screens and Av equipment included in DDRs.

 At The Venue Booker we are the leading UK venue booking agency specialising in booking green and sustainable venues, see HERE for our page which details exactly what we do, If you would to add your venue to the 140 + sustainable venues we already listed on our website please click HERE.  Alternatively, if you are looking for a conference or meeting venue please get in touch either HERE or call 0203 011 2511.