Venue Sourcing Made Simple: Where to Start

At some point during the event planning process you will wonder, “Where are we going to have this function?”.

Sometimes, this means deciding on the venue; other times, it means narrowing down from a list of potential destinations. It is a loaded question that usually gets an opinion from everyone in the room. 

Some folks would consider it the most important decision you have to make during the event planning process, but it doesn’t have to be stressful!  

Below are a few questions you should be sure to ask yourself before starting the venue sourcing process. Knowing the answers to these will ensure you are prepared and have a clear understanding of your venue requirements:. 

Do I need hotel rooms? 

Whether you only need a few rooms over one night for the organizers, or a multi-night room block for a few hundred folks, determining if you will need a venue that has accommodations on-site or nearby is important and must be done as early in advance as possible due to availability. This doesn’t mean you have to have your function in a hotel meeting room - there are plenty of unique event venues with multiple hotel options nearby. 

What does the timeline look like? 

Having a draft of your expected event timeline is important when you start reaching out to venues for their availability. This includes set up and breakdown time on either side of the event. Will multiple functions be happening at the same time? What meals will you be paying for and providing during the event?

You may not know exactly what is going to be happening in each space yet, or the overall program/agenda will be, but ensuring you have enough space to execute all of the potential ideas is imperative. Depending on the venue, being flexible on your dates or timing could allow for some negotiating power or ultimately be the deciding factor of that venue’s availability. 

Is there a budget for additional rentals? 

Does your overall event budget account for bringing in rental equipment like audio-visual gear, decor, tables, chairs, or staging? If expenses are tight, you should be sure to know what equipment is included with the venues you are considering. An unexpected rental bill because you don’t like the style of the chairs or the in-house speaker system doesn’t support your audio visual requirements is preventable. An understanding of your overall event budget should be in place before selecting your venue! 

What are my guests’ must-haves? 

Consider what other details about your event are important to take into consideration for venue selection. Think about things specifically from the vantage point of your event guests; what they need and what you want to ensure they have access to. Some additional criteria to think about are accessibility requirements, sustainability practices, transportation needs, and vicinity to local attractions and restaurants.

What is an RFP? 

An RFP, or Request for Proposal, is a document used by event organizers to source bids from venues and contractors like AV companies, caterers, and photographers.  

Where should I send my Request for Proposal (RFP)? 

If you know what city or destination your event will be held, you can send your RFP directly to any potential venues being considered. If you haven’t narrowed down the potential cities yet, you can send your RFP to local CVB/Tourism Organizations.

If you don’t have an RFP, reach out to us at info@emeraldaveproductions.com and we can create and submit it on your behalf! Venue sourcing is a big tetris puzzle and can easily be overwhelming if you haven’t done it before. 

The same as you would reach out to an accounting professional to advise you with your taxes, let an experienced event professional assist with your event sourcing and planning needs. Reach out to us at Emerald Ave Productions and we can assist with finding the ideal venue for any event!