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6 ways to get more from your venue sourcing and event management partner
6 ways to get more from your venue sourcing and event management partner
There’s a lot riding on a successful event. Whether it’s a team training session, a client conference, a leadership offsite or something else entirely, you want it to run smoothly, stay on budget and leave people feeling it was time well spent.
If you’re the one making it happen, you’ll know it’s not just about picking a great venue. It’s about everything around it.
Maybe the AV setup wasn’t quite right. Or the room looked perfect online but felt wrong on the day. Maybe you found yourself chasing last-minute details that were supposed to be handled. Or holding your breath hoping nothing goes wrong.
But when it works, it really works. The right space, the right support and the right flow means everything clicks into place. And the best part? You get to enjoy the event instead of firefighting it.
If you’re already working with a venue sourcing and event management partner, this guide is for you. These six tips will help you get more from that relationship, avoid common pitfalls and feel more in control from start to finish.
1. Start with the right brief
Before diving into shortlists and room capacities, step back and ask: what’s the goal of this event? What does success look like for your team, your stakeholders, and your attendees?
Even with a great partner in place, a strong brief is what makes everything else click. It saves time, avoids irrelevant suggestions, and helps your events team deliver options that hit the mark first time.
The smallest details, like whether you need breakouts, step-free access, or a space that feels formal or relaxed, can have a big impact on which venues will work. If those things aren’t clear upfront, it can lead to delays, missed opportunities or last-minute compromises later.
Key things to think about:
- What kind of event is it? Training, client-facing, celebratory, or strategic?
- Who’s attending and what’s their level of seniority?
- Is it internal or external? Free to attend or ticketed?
- Are overnight stays or social elements involved?
- Do you need any accessibility features, audio-visual (AV) support, or a setup that allows some attendees to join remotely?
Tip: Be open and specific about your priorities. Let your venue partner know what’s essential and what’s flexible, as spending additional time at the start will make the process faster and more focused later.
2. Choose the right location for your audience
Your venue sourcing agent will usually filter locations based on your brief, but that only works if they fully understand your attendees’ needs.
Consider:
- How are guests travelling? Are they coming by train, car, or flying in?
- Is your sector more active in certain regions? For example, pharma tends to cluster in the North, media in Manchester, and education in Birmingham.
- With the above answers in mind, is central London necessary, or would airport access be more practical?
- Will people need accommodation nearby or parking on site?
- Have you had feedback before about certain venues or areas?
The best venues aren’t just convenient, they feel connected to your audience, reduce friction, support the day’s schedule, and leave a good, lasting impression on your guests.
Tip: If you’ve ever had low event turnout or have received feedback about location, share that history. It helps your partner avoid repeating the same issues.
3. Book early for more choice
Planning ahead isn’t just about getting availability. It’s about making the most of your venue sourcing agent’s expertise. Work with them to build a realistic timeline, as they’ll know how far in advance you need to book to get the right space, the right rates and enough breathing room to avoid last-minute stress.
For example:
- Tuesdays and Wednesdays are busiest because people are in work mode midweek and more likely to attend.
- Thursdays with a Friday checkout are popular as hybrid working puts more people in the office midweek and makes it easier to roll into the weekend.
- Mid-September to December gets booked up fast
- School holidays can affect both attendance and pricing
- Multi-year deals can save money and stress for larger or recurring events
Tip: Even if dates are still being finalised, flag them early. The more notice you give, the more options your partner can line up for you.
4. Think about the bigger picture
Booking a venue isn’t just about the space, it’s about the overall experience. Your venue sourcing agency can handle the logistics, but it’s worth sharing the wider context so they can bring the right solutions to the table.
Think about:
- What experience are you trying to create?
- What do attendees expect, and what will make it memorable?
- Is the catering suitable for the audience and occasion?
- Does the AV setup suit your agenda (and fit the space)?
- What are the timings of the conference/event? (The start & finish doesn’t have to be 9am-5pm)
For example, low ceiling heights can be a deal-breaker if you’re planning a large screen or stage. And for client-facing or paid-for events, food and service quality really influence perceived value.
Tip: Don’t assume your agency knows your audience. Share what’s gone well (or not so well) in the past. It helps shape smarter recommendations.
5. Always check the venue (or ask for more detail)
You don’t always have time for a site visit, but your venue sourcing agency should and if they know the venue well, they can often give you a clearer picture than the official brochure ever will.
If possible, try and site visit a minimum of 3 shortlisted venues, accompanied by one of the team from your agency to offer support, guidance and help with transportation. You will gain a completely different feel of a venue and the spaces you can use that a website or even a virtual tour are unable to provide. If you don’t have time for a site visit, ask your venue agency to view on your behalf, although they should know most venues well.
In our experience, clients often have a clear idea of which venue they think will be the best option pre-site visit, only to completely change their mind after visiting their shortlisted options.
Make sure you get:
- Feedback based on recent, real-world experience
- Honest pros and cons, not just why it “ticks the boxes”
- A side-by-side comparison if you’re choosing between options
Tip: If something doesn’t feel right, speak up. A good partner will either reassure you or suggest an alternative that fits better.
6. Plan for the unexpected together
Even the best-laid plans can shift and change. It could be a speaker cancellation, a tech failure, transport delay or a last-minute cancellation of your event booking by the supplier.
So, it is important to be mindful that things can (and do) go off script. But when they do, you shouldn’t be the one managing it alone.
Your venue sourcing agency will, and should, have planning contingencies for you, such as:
- Last-minute adjustments
- AV or tech backup
- Contacting the venue directly on your behalf
- Keeping everything on schedule if something changes
Tip: Share your worries about tight timings, VIPs, or risky tech setups early, to give your support team time to build a proper plan around them.
The right support makes all the difference
When you’re working with the right venue and event management team, the whole process feels easier. You spend less time worrying about the details and more time focused on the people, the purpose, and the outcomes of the event.
It’s about trust, communication, and the confidence that someone has your back, not just when things go smoothly, but when they don’t.
If you’re regularly responsible for arranging meetings, training, conferences or travel, and you want to reduce the stress, risk and cost involved, it’s worth checking that you’re getting the right level of support. We’d love to hear about your plans and explore how we can make things easier for you.