What’s Included
Our venue sourcing service goes far beyond simply finding a space. We manage the full process from discovery to contract signing:
Research & Recommendations: We identify destinations and properties that align with your meeting or event objectives.
RFP Creation & Distribution: Customized RFPs are sent to vetted venues that meet your criteria.
Bid Comparison: We analyze proposals side by side so you can see the full financial and logistical picture.
Negotiation: From room rates and attrition clauses to AV and concessions, we secure the best possible terms.
Site Visits (optional): We coordinate and host property tours to help you visualize the experience firsthand or we can conduct them on your behalf.
Contract Review: Every line is carefully reviewed to protect your organization’s interests before you sign.
Where We Source
Our network spans the globe, allowing us to match the right setting to your specific purpose — whether you’re gathering executives, celebrating milestones, or hosting your top performers.
Domestic Destinations: From mountain retreats in Colorado to boardroom spaces in Boston.
International Venues: Partner properties in Europe, the Caribbean, and beyond.
Resorts & Conventions: Large-scale facilities built for productivity and connection.
Boutique & Distinctive Spaces: Intimate, design-forward properties that make a statement.
Nontraditional Venues: Museums, vineyards, and unique cultural spaces that spark creativity.
From Vision to Venue: Why We Sourced The Albatroz Hotel
For our client’s international incentive, they wanted something that felt both exclusive and authentically Portuguese — and The Albatroz Hotel delivered. From oceanfront terraces to personalized service, it’s a destination that truly captures the spirit of Cascais.
Read our blog post about why this venue stood out.
Why It Matters
Venue sourcing isn’t just about finding space — it’s about securing value.
Our clients regularly save 15–25% in negotiated concessions and avoid costly contractual pitfalls. With our experience and relationships, you’ll gain:
Time Savings: We handle the outreach, follow-up, and filtering so you don’t have to.
Cost Control: Our industry knowledge and negotiation power maximize your budget.
Reduced Risk: We know what language to push back on, protecting you from liabilities.
Peace of Mind: You’ll have a trusted partner advocating for your interests every step of the way.
FAQs
How much does venue sourcing cost?
Typically, there’s no cost to the end client. Our sourcing fees are covered by the venue commission we receive when you contract with a property. If you chose not to move forward with the program, we’ll assess a small fee to cover our time. If you elect to have us conduct a site visit, we charge a daily rate plus travel and expenses. In all cases, we’ll outline a simple, transparent fee structure up front.
How far in advance should I start the sourcing process?
Ideally 12-18 months for large events or international programs, and ofter at least 9 months for smaller meetings. Early sourcing gives you access to better dates, rates, and availability.
Is a site visit really necessary?
Like many things, the answer is, “it depends.” Photographers and designers can do wonders when it comes to making a venue look good on a website or a brochure, but there’s no substitute for actually experiencing the property and the service first-hand. A venue can literally make or break your event and have a lasting impact on your brand. If you want confidence in your choice, the investment of a site visit is often worthwhile.