The Importance of Using a Venue Finding Agency:
The aim of using a venue finding agency is ultimately to take the hard work away from your staff and therefore saving you time and money, leaving them to deal with other important tasks. This is generally a free service offered to corporate companies by venue finders.
If you are not sure what you are looking for or what rates to expect this can be a very time consuming exercise for your staff and Venue Finders are there to take that burden away. With so many venues available and each of them offering different facilities, finding a venue for your event can quickly become a challenge and very time consuming. This is a challenge that most venue finders are keen to take on, as this is their main role and they are experts in the industry. When you look at the whole process of finding a venue you will realise how time consuming it can be and even more so if you are not sure where or what you are looking for.
Your enquiry could consist of the following tasks;
Initial proposal, sourcing and short-listing of venues, arranging and booking site inspections, final venue selection, contract & rates negotiation, amendments with venues on final numbers and rooming lists. Additional services may also include on site support, team building arrangements and specific equipment hire. All this can normally be sourced or provided by the venue finder free of charge.
Many venue finders have built up valuable relationships with suppliers throughout the industry and as a result can obtain competitive rates along with added value to enhance your event. This could be anything from complimentary bedroom upgrades, pre dinner drinks or enhanced meeting packages. They can offer advice on contract negotiation and ensure that you minimise any cancellation charges which might be incurred should your event have to be cancelled for any reason. They can also offer advice on many venues that they have viewed first hand or used previously for other clients. As they may book large volumes into specific venues from various clients they could have agreed rates in place offering substantial discounts off the hotel published rates.
Hotels can change which groups they are managed by and this could affect the service or quality at that particular hotel, weather it be good or bad. By using a Venue Finder you can be assured that they will keep on top of the changes, including hotel refurbishments that may be taking place, changes within the groups and new openings. They meet with account managers who represent the hotels and receive regular updates. The venue finders are also often aware of special offers that are in place and what might not be within your budget one month may fit nicely within the hotel the following month therefore offering a better rate. Also for example Monday and Fridays are generally a slightly cheaper day to hold a meeting, as these are often quieter days at hotels. Therefore if your budget was tight it would advisable to consider one of these days and possibly get a higher quality venue that you would be happier with and that will fit within your budget.
When you are thinking about booking your next event, that could include anything from small meetings to large conferences, Christmas parties, incentives groups in the UK or abroad, group accommodation or a private dinner, then do consider using a venue finding agency. If it is not a corporate hotel you are looking for they will look outside the box and offer suggestions of independent venues, thus offering something a little different and maybe something you have not considered in the past, for example castles, universities or sporting grounds.
If your enquiry warrants a site visit a representative from the agency would be more than happy to accompany you to the venue and discuss how best the event will work for you. Sometimes you really need to see a venue to ensure that it will offer everything you are looking for to make your event a complete success.
At ACE Bookings once we have received your brief we will initially supply up to 3 options for you to consider and we will continue to search until we have found the right venue for your event. We can continue to offer help and advice when it comes to signing contracts and agreeing to the hotels terms and conditions. If it is on site assistance you require, for registration or a full event service then we can also put you in touch with the right people who can help.
Ultimately, it is important that you understand that sourcing the right venue is key to a successful event and a venue finder can ensure that your needs are taken care of saving you time and money.