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Looking for suitable event venues for your clients? Maybe they’re looking to host a summit or charity event, group conference or training day? No matter what type of event you’re looking to create for your clients, the venue can make or break it. The venue is going to help dictate the style and type of event, along with the practicalities around speaker lineup, guest numbers and even the type of catering you have.

But pick the right event and not only will your clients be happy with your choices, but their guests will rave about how successful the event was too.

So how can you source the right event venue for your clients? Here are some pointers that will help!

Record of Previously Used Venues

It is always a good idea to keep a spreadsheet of venues that one has used previously when hosting an event, this can be venues that you have used in previously roles or earlier in your Freelance PA or VA career. With the peace of mind that as an event location they have a good recommendation from having used them previously, although it is important to check that the venue has had a change of management the local reviews on Google or Trust Pilot if you are thinking about using the venue again, if you have not used it for some time.

Start early with your event venues research

You need to look as early as possible, and at least 8 months before your preferred event date. But before you look for venues, you need to establish the type of event, the space you need and the budget you’re working with. Knowing those things will help you narrow down your options and help venue organisers accurately understand and quote for your needs.

Make use of local knowledge and insights

If you’re looking for venues close to home, make use of available local knowledge. Local businesses and colleagues will often have recommendations based on their own needs, experiences, and contacts – and a personal recommendation can often lead to the best results (not to mention a possible ‘friends’ discount).

Take recommendations from other PAs and VAs 

Whilst you’re getting recommendations from your local contacts, don’t forget to reach out to other PAs and VAs. If they’ve been in business for a while, it’s a safe bet they’ve accumulated a Rolodex of excellent venues and contacts that they’d be more than happy to share with you. And don’t forget to ask other venue users and event planners too – from wedding organisers to cake suppliers and florists. They’ve supplied, organised, and catered to a range of venues and can often recommend some great places to use.

Don’t be afraid to go outside of your immediate location for your event venues

And lastly, don’t stay in your immediate location if there’s no solid reason to do so. Sometimes it can benefit you to go further afield. Not only does this open up your search area, but it often means you can pick a more central location that suits guests and speakers.

So if you’re wondering how to source event venues outside of your immediate location, turn again to people who can help. There are various nationwide Virtual Assistant groups you’re probably already a member of, where you can ask for recommendations. Just go and check out any potential venues in person before you commit to leaving a deposit and booking a date.

Sourcing event venues for your clients doesn’t have to be stressful or difficult. Often, it’s all about having a clear criterion in mind and then mining your existing contacts for recommendations. And once you’ve narrowed down your options, you can then plan visits and make your final decision.

Research and finding suitable venues is just one way a Virtual Personal Assistant can help you with your business. If you’re wondering how to get started with a VPA and how else they can help, reach out and let’s talk – you’ll find my contact information here.