How to find a venue for your event?

When organizing a meeting or an event, the first challenge to overcome is finding the right place to host your event fulfilling all your requirements. This part is time-consuming and can bring some extra pressure on launching the event on time. Whether you are sourcing a convention hall or a hotel, finding the right place at the right price can be both stressful and energy-draining, not to mention making sure you are staying within the required budget.

Finding the right place to host your event does come with some challenges and sometimes concerns. Looking for a venue from a distance for safer event planning is a new ability that many marketers need to develop.?

As hybrid and in-person events are coming back, there is a whole new way to think about event spaces and space layouts. There are some details that you have not had to consider before. People who attend your event expect an environment with social distancing and health protocols in place. Now it is more important than ever to find the right spot that can ensure safe event experiences.

The added challenge is finding event spaces with enough room to accommodate layouts that ensure safety, without physically going on-site to see them. There are tools you can confidently use to source the perfect venues for your attendees, while at the same time putting them at ease when it comes to safety.

Usually finding the space was centered around items like location and destination appeal, budget, transportation, food, A/V, meeting space, fun, relaxation and entertainment, and so on. All those factors still apply 100%, with the new layer of safety being the utmost concern to your attendees and staff. ?

?Venue sourcing tools simplify the venue search.

?Using the right technology will help you find the right venue and collect critical information from hotels to ensure the venue fits the new normal and meets attendees’ needs and concerns. You can access diagrams on a venue profile to get a true sense of the space without having to do an on-site visit.

Once a manual and complicated process that largely lived in Excel, venue sourcing tools exist to save time and make the entire process better. But, while you may be aware?of some tools, there are tools you can use when sourcing your next venue.

Move away from basic internet searches, email writing back and forth, phone calls.

Use a tool that can compare venues side by side and help you submit RFPs easily. Using a trusted venue sourcing tool can shorten your venue search by allowing you to specify your search, reach out to venues more quickly, and manage those responses.

What to pay attention to when evaluating a Venue Sourcing Tool:

• Request proposals from multiple venues with one single RFP
• Compare space details side by side
• Track and record savings from the initial bid to the final, negotiated price
• Take notes and upload photos from site visits
• Store and share a standard set of terms and conditions for venues to access and review
• Load and track budget information.

For more about using technology to manage your events please visit?our blog to discover more?about this topic.

Let me show how a leading events platform can transform the way you run events and get you the results you need to deliver.

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