Making it work (in reality)
Our venue sourcing specialists bring decades of experience to the table. Vicki Laurie, with a background spanning from hotel management to global sales for prestigious hotel groups, has an unparalleled knowledge of the industry. She explains:
“A venue isn’t just about size and location; it’s about practicality,” says Vicki. “Having worked on both sides of the industry – client and supplier – I know how crucial it is to find a space that works in reality, not just on paper.”
Finding the right venue isn’t just about booking a space; it’s about curating an experience. Here are some of the vital factors we consider:
Accessibility and location
Whether guests are arriving from across the UK or internationally, accessibility to airports, train stations, and major transport hubs is paramount. “We’d love to book exciting new destinations,” Vicki notes, “however, there needs to be good flight access needs that can support delegates that may be coming in from all around the world.”
Realistic capacity and space planning
A venue might advertise that it can hold 200 people, but once staging, AV equipment, and aisles are factored in, that number often shrinks. “Many venues use an optimistic mathematical model to determine capacity,” says Vicki. “We verify it with real-world knowledge and work closely with our production teams to ensure the space is genuinely fit for purpose.”
Practical logistics and flow
Beyond the main event space, catering areas, breakout rooms, and accommodation need to be considered. “A venue might tick the boxes for a conference, but not every hotel has the two ballrooms needed if a client wants a private seated lunch or a dedicated space for an exhibition. We have to ensure there’s an appropriate space for it.”
Industry knowledge and insider access
One of the biggest advantages of working with a specialist venue sourcing team is the industry relationships they bring. “Together with my Venue Finder colleague Michelle Shackleton, we’ve cultivated strong partnerships with hotel groups and venue managers over many years,” says Vicki. “That means we can often negotiate availability and secure solutions that wouldn’t be possible for a one-off booker.”
The ever-changing venue landscape
Trends in venue selection shift based on cost, accessibility, and emerging destinations. London and Paris remain popular but increasingly expensive. Cities like Madrid, Lisbon, and Berlin are growing in popularity due to their combination of affordability and ease of access.
Boutique hotels offer an intimate, exclusive feel but can be inconsistent in room style, while larger hotels provide uniformity and scalability. “A smaller venue can create a personalised experience,” Vicki explains, “but that may also mean that there not be the quantity of bedrooms required in a certain category or enough meeting room space.”
The Viva Esprit advantage
Navigating these complexities requires more than just an online search. “For a PA planning a corporate event, using an agency like ours means tapping into a wealth of knowledge and connections that simply aren’t available otherwise,” Vicki adds. “We know who to call, what to ask, and how to get results.”
And now, so do you…
Tel No – +44 (0)20 3981 0112
Contact email – inspire@vivaesprit.com
