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6 steps to find & book the perfect venue in 40 minutes even if you’ve never sourced a venue before.

 

 

Before you start – agree a budget with the relevant stakeholder & clarify your brief, you should know the answers to the following questions:

 

Date:

Budget:

Location/ where most of the delegates are coming from:

Type of event (teambuilding or meeting):

Layout:

Numbers:

Facilitators:

AV required:

Catering needs:

 

Once you have the above nailed then start the clock…

 

3, 2, 1 GO…

 

 

  • Get a venue shortlist – spend 10 minutes - Go to google (other search engines are available!) input “venues in “required location”” you’ll get a google map with venues listed, click on the map and work through each listing to decide on up to 6 of the best venues in your chosen area, open up a tab on each of their websites, so you can get a true feel for each venue.

 

 

  • Call each venue from your list - spend 18 minutes (3 mins per call) - ask if they have the date available.

FREE checklist to download & print off for each phone call.

 

 

  • Follow up with an email - spend 12 minutes (2 min per venue) so you have everything in writing – copy and paste this email text into each email –
    • Copy & paste once you have completed the following:
    • Date:
    • Budget:
    • Location/ where most of the delegates are coming from:
    • Type of event (teambuilding or meeting):
    • Layout:
    • Numbers:
    • Facilitators:
    • AV required:
    • Catering needs:

 

  • Ask the venue to complete the following:
  • Main Room name:
  • Main Room dimensions:
  • Main room does it have natural daylight:
  • Syndicate room name:
  • Syndicate room dimensions:
  • Syndicate room does it have natural daylight:
  • Costs – either DDR or room hire + catering = £
  • AV included: 
  • Additional AV costs:
  • Technician onsite y/n:
  • Catering room – location/additional hire cost?/shared?
  • Nearest station:
  • Carpark onsite/nearest:
  • On hold on first option/second option:

 

 

 

 

 

  • Decide on your perfect venue that most closely matches your criteria

 

 

  • Negotiate  – Play on a quick turnaround to get something thrown in for free “if I get this signed off by the end of tomorrow/the week/today will you throw in complimentary bacon rolls on arrival/complimentary lunch upgrade/ complimentary round of reception drinks) If budget is really important then ask for a reduction in cost in exchange for a quick turnaround, or alternatively suggest they drop a snack serving with your tea and coffee breaks in exchange for a price drop. Have you seen our negotiation blog post?

 

 

  • Ask for a contract to be emailed over

 

 

We have created a really handy checklist to cover all the questions you may want to ask a venue when you're site visiting them. Click to download yours FREE, today!!

 

International Events offer a completely FREE venue finding service if you'd like us to provide a list of potential venues matching your criteria, ping us your brief (we have already pasted the list above into the email for you:-)) and we will get a proposal list back to you the same working day!*

Contact us here

 

*if brief received before 12pm

 

 

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Date Published

Thursday 1st January 1970