It is often said that venue sourcing is part science, part art. Selecting a Venue is the most important part of conducting your event. But it goes beyond just selection and dealing with room expenses, and meeting spaces. You need to make the right choice at the right time within the stipulated budget.

This article aims to load you with tips that will save the day for you while you seek event sourcing services.

Five quick tips for event venue sourcing

While you can gain immense benefit from the tips below, it is a preferred practice over the world to hire event companies for services like these. Especially if you consider a trade and commerce hub like the UAE, you will observe how organizations rely greatly on such professional services for venue sourcing of their conferences.

If you are planning your event there, you can get in touch with one of the event companies in Abu Dhabi to ensure that venue selection and all the relevant affairs g smoothly.

Following are the tips you must consider and keep your event planner aware of:

1. Estimate the required space ratio beforehand

First of all, you must be clear about the extent and scale of your event. Be clear of the number of people you will be hosting, whether as participants or as audiences. After clarity on the number and scale, you can get an estimate of the number of seats and rooms that you will require. This will help you narrow down the list of venues and gets you a step closer to selecting a venue.

2. Use your network

If you arrange corporate events for your organization frequently, or you have planned multiple conferences before as well, you can use those venue sources again if you had good experiences. You may have formed good relationships ad formed a network among the venue sourcing consultants. You can arrange a meeting for your event planner with those venue sourcing people form your network to benefit from your history and past experience.

3. List your demands

You must have a clear set of demands as an event owner. Unless you are clear on what you want from your venue, you cannot have a firm stance while making a deal. List down all the requirements of your event and then filter the requirements which will place demands on the selection of a venue. Only after making the demands clear to your event planner can you expect him/her to carry out venue sourcing effectively.  

4. Show flexibility

Make all your requirements clear, but do show flexibility. You may have decided dates for your conference and think them to be the best choice for your own set of reasons. The hotel may be pre-occupied. The venue may not be available for the dates you want the event to occur in. Instead of ruining a deal, you may try to show a will to be flexible. When your representative is flexible towards the venue source provider, the opposite party will also put in an effort to give you a deal suitable to you if not ideal.

5. Avoid the shotgun approach

Many people try to go for a shotgun approach and think of addressing as many people as possible as their target audience. If you are organizing your conference, do not think on the same lines. Pinpoint your target audience even if it’s a small group of people instead of aiming for stars. When you have your target audience defined, you will be able to select a venue more suitable and, eventually, go into further details of planning your event.  

Thus it is best practice for you to avoid the shotgun approach and carefully specify your target audience.

Looking for the appropriate venue for your next conference?

Venue sure plays a key role in how any event unrolls. When you organize a conference, there will be many things to consider before choosing an event. When you make this all-so-important decision make sure you do not miss out on the tips listed above for you.

When you start off with planning your event, do not forget to hire a professional event planning resource to ensure that these tips are followed with utmost efficiency. If you are living in the UAE, you can easily get in touch with reputable and supportive event planners. You can rely on events companies in Dubai to carry out event sourcing to the best of their abilities to help make your conference a success.

Make sure you only choose the best resource, because no matter how good your ideas are, only a good professional can help you materialize them.