How Visual Tools are Revolutionising Venue Selection for Overseas Event Planners

With 20 years of experience in venue marketing, I’ve seen the challenges that come with selecting the perfect venue, particularly when it involves planning an event abroad. With over 50 years of hospitality experience in the company, we have seen how event planners struggle for time and resources when venue finding.? Choosing the right location and space is crucial, and yet, for international event planners, the logistical barriers – time zones, unfamiliar territories, language differences – can turn venue selection into a real headache. However, in recent years, the rapid development of visual tools has dramatically transformed how we approach venue selection, making it easier than ever for planners to assess spaces without the need for costly site visits. Below, I’ll share some of the best visual tools available, along with an exciting new solution: video tours by E X P L O R E?

1. Virtual Tours: A First Step

For venues and planners alike, virtual tours using interactive video have become an invaluable resource. A high-quality virtual tour allows planners to explore a venue in intricate detail from any corner of the world. Over the last decade, we’ve seen platforms like Matterport try to elevate this experience, offering a walk-through of venues that captures the layout of the space. Whilst 360 walkthroughs can be frustrating for users because they can get lost within the experience and there is limited storytelling and brand presence, they can play a valuable role at the very latest stages of your sales process or post-contract for event planning.? However, you are going to require a storytelling tool that helps you to engage and capture customers first and lead them through your sales process.

For planners working on overseas events, virtual tours can save significant time and money. Rather than flying across the world for an initial site inspection, planners can tour a venue virtually, assess whether it meets their requirements, and move on to other stages of planning. From luxury ballrooms to expansive conference centres, virtual tours help bridge the gap between the planner and the venue, making remote selection far more efficient.

2. Virtual Video Tours with E X P L O R E: A Game-Changer

While virtual tours using 360 image technology have their place, video tours add a level of dynamic engagement that static tours can’t match. E X P L O R E is leading the way in this space, offering an innovative video tour solution that combines high-quality visuals with engaging, interactive features.

What sets E X P L O R E apart is its customisable approach. Venues can provide planners with a professionally filmed, guided video tour, which highlights key features, venue brand and unique selling points. The added advantage is that these tours can be interactive – planners can click on specific areas of interest to learn more, access additional media, or even request further information.

For overseas planners, E X P L O R E takes things a step further by offering more personalised experiences tailored to users. Whether you're planning a destination wedding or a corporate retreat, the video tour provides the necessary insights to make informed decisions. I’ve personally seen planning clients confident enough to book without site visits, as it combines the engaging rich visual detail of interactive video with the convenience of remote accessibility.

3. Drone Footage for Larger Venues

Drone footage is another tool that’s becoming indispensable, particularly for larger properties such as resorts or outdoor spaces. Aerial views give planners a bird’s-eye perspective of the property and its surroundings. This can be especially useful for venues offering extensive grounds or unique outdoor areas that are difficult to grasp through static photos alone.

High-definition drone footage can showcase everything from panoramic views of the venue’s setting – perhaps a beachfront for a tropical wedding or scenic landscapes for a corporate retreat – to practical details like parking facilities and accessibility. When planning events overseas, understanding the layout and proximity of key features is crucial, and drone footage helps capture the full scope of a venue’s potential.

4. Augmented Reality (AR) and 3D Floor Plans

For those needing a more hands-on feel of how their event will come together, augmented reality (AR) and 3D floor plans have proven to be invaluable. AR tools allow planners to visualise exactly how an event setup will look within the space, from staging to seating arrangements and décor. Imagine virtually "placing" your tables, stage, or even flower arrangements into the venue’s ballroom before deciding. It’s an effective way to experiment with layouts and ensure the venue’s capacity aligns with the event’s vision.

Tools like Allseated and RoomSketcher offer interfaces for customising floor plans, ensuring planners can trial different configurations before making a final call. In a global context, AR helps eliminate doubts and builds confidence, knowing exactly what to expect before ever setting foot on-site. The lack of AR hardware in the market does create issues with distribution but as Apple’s Vision Pro finds its place and the costs reduce this may change.?

5. Venue Management Platforms: All-in-One Solutions

Many digital platforms have consolidated these visual tools into comprehensive venue management systems. Platforms like Eventopedia, Cvent or Event Temple are instrumental in streamlining the venue selection process. With detailed venue profiles, including video tours, interactive floor plans, and real-time availability, these platforms offer a one-stop shop for international planners to research, compare, and book venues.

For planners handling multiple international events, these platforms simplify the decision-making process by allowing side-by-side comparisons of venues, all without leaving the office. Integrated reviews, ratings, and historical event data further enhance the selection process, ensuring informed, data-driven decisions.

6. vFloorplan: Interactive Mapping for Complex Venues

A notable newcomer in the visual tools landscape is vFloorplan, which provides an innovative solution for exploring large or complex venues. vFloorplan offers a detailed, interactive floor plan system that gives planners a bird’s-eye view of the entire venue, with the ability to zoom in and examine specific spaces. One of the standout features is the ability to view different configurations for rooms and layouts, making it easy to visualise how the venue can be customised to meet the needs of an event.

vFloorplan also allows planners to layer information such as room capacities, dimensions, and technical specifications directly onto the floor plan, which is particularly useful for international events where precision is key. The platform's intuitive design helps planners gain an accurate understanding of how the venue functions, from flow between rooms to technical setups for audio-visual or catering requirements.?

6. Virtual Meetings and Guided Live Tours

Despite all the technology available, human connection remains key in event planning. Video calls via Zoom or Teams are still essential when it comes to discussing specific event details. Many venues now offer live, guided virtual tours where planners can interact with venue staff in real time, asking questions and getting immediate answers.

This combination of technology and personal service helps to bridge the gap that often exists when planning events overseas. The ability to interact with venue representatives adds a layer of trust and professionalism, particularly for high-end events where every detail must be perfect.

Conclusion

The modern tools available to event planners have fundamentally changed the way we approach venue selection, particularly for overseas events. From high-quality virtual tours and cutting-edge video solutions like E X P L O R E to vFloorplan, planners now can explore, assess, and secure venues remotely with confidence. For venue marketing professionals, these tools not only showcase a property’s strengths but also provide international planners with peace of mind. By integrating these technologies, we can elevate the planning process and ensure that every overseas event, regardless of distance, is executed with precision and excellence.

Originally published on eventopedia.com