Our Work - Venue Sourcing
For some clients we source all of their venues, at no cost to them. As well as saving them time spent searching, we can also save money by negotiating better rates than if they were to go direct.
Fabulous Awards Dinners!
We specialise in sourcing the perfect venues for awards dinners, creating unforgettable events that bring people together to celebrate and honour achievement. Our expertise helps clients find a venue that aligns with their desired style, size, location, and budget, while also considering accommodation needs when necessary. In addition to venue selection, we manage AV and production to ensure every detail runs smoothly and professionally, creating a seamless experience. Catering is another crucial element, and we provide guidance in menu selection and organise tastings to ensure the culinary experience is exceptional.
Organising an awards dinner involves many moving parts, but we ease the burden by handling all aspects of venue selection, logistics, and coordination, ensuring that our clients’ events are flawless and memorable.
In Autumn 2024, we were approached by a Paris-based technology company to help find the ideal venue for a customer event in London in December, catering to around 80-100 guests. The client was looking for a venue that was easily accessible, unique, and far from the typical meeting space, with a specific date and budget in mind.
After presenting a range of suitable options, we spent the day with the client visiting the shortlisted venues. The Bankside Hotel by Autograph Collection was ultimately selected. The Whitebox meeting space proved to be the perfect size, offering the added charm of an art collection adorning the walls. It also featured a spacious adjoining area for catering and networking, which worked beautifully for the event’s flow. Situated near Blackfriars, this venue provided the perfect atmosphere for what became a successful conference, followed by a lively networking drinks reception.
Technology client – London customer event – December 2024
International membership body: Training, conferences and awards dinners
This client runs a range of training events throughout the year as well as an annual conference and awards dinner. Supporting the Director of Membership and Director of Communications we source suitable venues, where appropriate arranging venue visits, and then negotiating rates and arranging for contracts to be raised and checking terms and conditions before sending to the client.
International Sales Kick-off for Tech Client
A global tech client tasked us with sourcing a location and venue for their sales kick off. We started with 10 locations then narrowed irt down to 2 favourites. The brief was to accommodate 100 – 120 team members from across EMEA in a hotel with meeting facilities in a location with lots going on, preferably with some sunshine! The event was to be a 4-day event, with full itinerary of teambuilding activities and dinners along with the more serious, business programme. As well as checking locations and venues we had to check flight schedules to ensure the chosen location would be accessible from all of the European cities where delegates would be leaving.
After lots of research we were able to present some great options in Dubai and Tenerife, presenting a full outline of each of the options, including costs.
After some site vists we had arranged the client settled on one of the Tenerife options. At this stage, the contracts were drawn up with both the venue and the selected local activities provider, and the necessary bookings with restaurants and venues were made.
Technology client: European Sales Kick Off events
For one of our global technology clients, we have sourced venues for their annual sales kick off, including meeting space and hotel accommodation for up to 75 employees. We have presented options in a range of locations including Mallorca, Malta and Barcelona.
We have arranged venue visits for them to choose their favoured venues and then arranged contracts. We ensure the venues receive the necessary information – rooming lists, agenda timings, dietary requirements.
International Exhibition
For one client we have sourced venues for their annual 150-stand exhibition in London, presenting a range of suitable options, including full cost comparisons and layout plans to demonstrate how the exhibition layout would work in each space presented.
The 2020 event now looks set to be a virtual event which Event Works are looking forward to supporting.
Government client: Meetings, conferences and large staff events
We work closely with a Government client, sourcing venues throughout the year, accompanying on venue visits and meetings, negotiating rates and arranging contracts. These venues are UK-wide, ranging from smaller board-room style meetings for 20, large venues for all-staff events for up to 800 and 2-day conferences with hotel accommodation for 250. We work with people from different departments across the organisation and during 2020 we have handled negotiations with venues on postponements due to Covid-19.
