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A Typical Venue Finder Sourcing Process

This article will discuss the process of sourcing a venue. There are various methods one can utilise to source a venue, whether that be a hotel, conference centre, hospitality suite, or otherwise. The most effective methods tend to involve a documented process. Rather than blindly searching the Internet or using the Yellow Pages to find a venue, the use of a professional venue finder may help you to locate that perfect venue for your event.

The example we will use in this instance is a country house hotel. The brief is to locate a suitable venue within 1-hour radius of Oxford. The venue is to be used for a Christmas party event for 60 people with a 3-bedroom allocation. We will now outline a typical process that a venue finder may follow.

The first stage is to perform a full search of the surrounding area and contact a number of luxury hotels. It is recommended that a professional venue finder agency is used for this stage as the experience and expertise is crucial. A proposal on any suitable hotels should be drafted (or obtained from the venue finder agency), and sent to the client for consideration. If necessary, site visits may be needed to each of the proposed venues to ensure they meet the required specification. It is often difficult to visualise some venues unless a site visit is performed, so this stage may be particularly important.

The second stage involves a more in-depth search and any hotels that were not contactable at the time of Stage 1 should be chased up in order to obtain the most detailed information possible. It is important to note that many Christmas parties are booked over 6 months prior to the event, so many hotels may already be fully booked. Planning well in advance will ensure a greater choice of venues.

By the third stage of the process, you should be well on the way to locating a suitable hotel. A confirmation will be needed from the chosen hotel to ensure the proposed date is available. If the venue is suitable and dates for the event are available, it is time to book the venue, ensuring the correct numbers of delegates are provided to ensure correct allocation of seating, food and drinks.

Experienced venue finders will follow-up an event with a conversation to ensure it went ahead without problems. This allows the venue finder to improve their service in the future and gain valuable insight, which can be utilised when sourcing similar venues in the future.

LA Serve

AJM Venue Finder - A leading venue finder agency operating in the UK and Europe. Make your event an occasion to remember by celebrating it at the perfect location with AJM Venue Finders.

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