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:
Location/ where most of the delegates are coming from:
Type of event (teambuilding or meeting):
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:
- Location/ where most of the delegates are coming from:
- Type of event (teambuilding or meeting):
- 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!*
*if brief received before 12pm
Thursday 1st January 1970