Why Use a Venue Finding Agent for Corporate Events? Discuss

Not sure whether to use a venue finding agent for your next event? Or are you wondering if it’s money for old rope, (albeit not yours?). Let’s weigh it up.

First if all, how familiar does this sound…?

·       You’ve nailed your event brief

·       A budget’s set

·       There’s a deadline for taking options back to the decision makers

·       You’ve got about twelve browser tabs open already

·       One venue replies promptly but misses half the brief

·       Another looks perfect until you get to the rates

·       A third goes quiet for days

THIS is where a venue finding agent is worth its weight in gold by doing one job properly. And that job is matching the right brief to the right venue, without you having to go backwards and forwards, and the associated inbox bedlam.

When a Dedicated Venue Finding Agent is Your Best Bet

“Ask 10 agencies what they do and you’ll hear a familiar answer: “We’re integrated. We do events, activations, content, production, strategy, digital, live…  everything,”, warns veteran events recruiter Robert Kenward in his recent M&IT magazine article Why agencies are specialising again - plus four more trends you can't ignore.

He concludes: “Buyers are increasingly weary of that. Specialisation reduces risk for clients. It builds confidence.”

Admittedly, the work of a venue finding agency might look like child’s play from the outside. But it’s the specialisation that makes a massive difference.

This is because dedicated event venue search support concentrates on venues, not content, production, and everything but the kitchen sink.

As it so happens, today’s conference and event buyers are looking for clarity. To this end, a specialist venue finding agent stands out by answering one question to the letter.

What Does Hotel and Event Venue Search Support Look Like in Practice?

So, what can you expect when you entrust a venue finding agent with your precious cargo?

·       One clear brief, not dozens of enquiry forms for different hotel and conference venues in the UK and Europe (and beyond, if you venture further afield)

·       A well-presented user-friendly shortlist based on availability and fit

·       Honest feedback from venue experts who work across the board, so they’re well-placed to wheedle out the good, bad, and ugly

·       Faster responses because of existing relationships

·       Time saved, without added cost

But perhaps the biggest surprise for first-time clients is taking a leap of faith and realising free conference venue sourcing really is free.

What Corporate Event Bookers Gain by Using a Venue Finding Agency

There’s a saying anything that looks too good to be true usually is. But not when you use a trustworthy event venue booking service.

It doesn’t impact your budget, because hotels and venues pay commission for confirmed business. What’s more, rates stay the same, or even improve, thanks to longstanding relationships and volume buying power.

In a nutshell, you benefit from:

·       Fewer emails and follow-ups

·       Comparable quotes presented clearly

·       Access to offers not shared publicly

·       Support with provisional holds, contracts, and deadlines

No hidden fees, inflated quotes, or awkward conversations. Win: Win.

The only decision you need to make is whether to use a human venue finding agent or a digital equivalent?

Human or Machine? Your Choice for Conference Venue Sourcing in 2026

There’s no doubt some of the major conference venue sourcing websites have made waves, as we become more inclined to live our lives online.

These digital tools and large language models generate enquiries based on essential criteria like location, numbers, dates and times, layout, breakout options, tech, and catering.

But the cracks appear when the responses start to roll in.

This is because most platforms rely on rigid dropdown forms. And as you’re aware, real event briefs rarely fit into neat little boxes. For this reason you’ll often find:

·       Your enquiry is sent to venues partially aligned at best

·       Venue responses can only be generic in the absence of fuller details

·       Further clarifying, correcting, and chasing is necessary to figure out which venues can actually help and be considered

On the other hand, a credible human venue finding agent plugs these gaps from the onset. For example, you can rely on an expert venue finding agent like the Venue Hunters to:

·       Translate event briefs, including out of the ordinary requirements

·       Sense check specific venue capacities, AV and tech capabilities, and menus, and understand how an event space works beyond how many chairs fit on paper, including all-important supplementary information about transport, access, and loading

·       Offer corporate event planning support with on and offsite accommodation allocations, conference dinners, networking events, and team building activities

·       Know from experience which venues respond well under pressure and which struggle with multiple events

Of course we’re biased. But it’s a heck of a lot of complex mucking about to do when the computer says no because it doesn’t get your needs, business brand, and overall vibe.

Your Next Corporate Event Venues Sorted, Without Cost, Compromise, or Chaos

At the Venue Hunters, our FREE venue finding service for corporate event planners opens access to:

·       Expert knowledge of conference venues UK and Europe-wide

·       Trusted industry relationships

·       Strong buying power and venue negotiation for events

Get in touch if an upcoming meeting, conference, or event is sitting on your desk. We’ll handle the venue search, conversations, and fiddling about, freeing you up to stay focused on the event itself.