Expert insights

How to… write the perfect venue-find brief

11 January 2017

Nail your perfect meeting or event venue with briefing tips from our business development team.

Be precise in your venue brief

The more accurate you are about what you are trying to achieve from the event in your venue brief – including timings, budgets and numbers – the clearer our ideas can be.

It’s also great to know more about your event content. A jump from 100 to 300 guests can make a big difference to the venues and activities we can suggest. In addition, when thinking about numbers, don’t forget to consider the number of daytime attendees separately from those who will need a room for the night.

Know your budget

Having a clear idea of how much you have to spend will mean we can plan a meeting that works for you from the get-go. It helps guide us – you don’t want to organise your training programme in a high-tech venue, only to end up without enough left in the pot for accommodation. Here’s how to make your meetings and events budget go further.

It’s often the case that events budgets need to stretch when you gather various teams together, so do bear that in mind. One-day conferences usually tend to extend into the next day, for example – and this is sensible when people have travelled to make the most of their time together.

Don’t lose sight of the goal

Knowing what you want from your meeting means we can come up with ways to help you achieve it. For example, if you need to deliver some bad news about missed sales targets, a glitzy venue with a high-end lunch might send the wrong message.

Planning a meeting to bring together a new department? Why not add a team-building event to break it up, or look at engagement activities prior to your event, and follow through to post-event? Or, if we know your event is one that customers will be attending, we can pull out all the stops to impress them.

Consider the journey to the venue

Don’t think about the meeting in isolation. In any brief, you should work through the process of how your customers will get there and get home afterwards. We have experts who will organise their travel and connections, from booking flights to escorting guests from the airport to their transfer bus.

Know where you’re headed

Be as specific as possible when it comes to location. It’s good to know, for example, if you want to be in London – but London is a big place! If you’re happy for attendees to make their own way to the venue by public transport, how many tube stops are too many? Would you prefer a venue within walking distance of the office? And do your delegates like to remain in the daytime venue overnight, or stay elsewhere? If they are happy to travel, you might be able to save money by being savvy about the travel zone they stay in.

Remember the good times – but embrace the new, too

Telling us about the events you’ve enjoyed in the past will help us find something that suits you again. If you’ve heard of a venue and think it might work, do say. If it’s in the UK, we can organise a free site inspection. Likewise, we love to suggest some wild cards. We’re venue experts, so we can wow you with some ideas!

Don’t worry if you’ve already found a venue

We won’t be offended, and we’ll gladly help with all other aspects of event planning. Need some destination inspiration? Check out our guides to hotels and venues.

Rest assured, there’s no such thing as too late...

We’ve had requests to organise meetings at just two days’ notice – and we often make same-day arrangements for meeting rooms.

…or too outlandish

It might sound ridiculous, but chances are we’ll be able to help. For example, we’ve previously taken on the role of Father Christmas, creating a Santa’s Grotto at BT Tower – so there really is no job too big. We love a challenge!

Last but not least: don’t panic

These guidelines are designed to make your life easier. The fact is, the more detailed a venue brief you have, the better a proposal we can provide –and that goes for event briefs, too. But we’re here to help. Even if you don’t have ideas in mind, we’ll work with you to organise a successful meeting or event. We look forward to working with you!

Interested? Let’s have a chat about your company’s travel, meetings and events objectives - from the stuff that keeps you awake at night, to the everyday experiences of your employees! Call us on 0330 390 0340, or submit your details below.