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Venue sourcing
Venue sourcing is the identification, evaluation and negotiation of the venue: assessed against capacity, programme structure, delegate travel and the hotel inventory around it, and compared on total cost rather than on hire fee.
The venue decision fixes most of the budget, and it is usually made first.
Programme structure, session sizes, exhibition needs and delegate flow, written down before any venue is approached.
Candidates assessed on capacity, adjacency to hotel inventory, airlift and seasonality, not on availability alone.
Whether the building can actually run your programme: room adjacencies, breaks, catering flow, load-in and signage.
Structured against the programme, with findings documented so a committee can decide without travelling.
Hire fee, technical services, catering minimums, exclusivity, move-in days and cancellation compared as one figure.
Signature-ready terms with the commercial positions documented for board approval.
Contracts handed to congress delivery, to your team or to another organiser, whichever you have chosen.
Hire fee is rarely the largest number. We compare venues on what the building will actually cost across the week.
Venue sourcing is the identification, evaluation and negotiation of the venue for a conference or congress, assessed against capacity, programme structure, delegate travel, nearby hotel inventory and total cost rather than headline hire fee.
Large international congresses commonly secure venues three to seven years ahead, particularly where a city-wide bid is involved. Conferences typically work to twelve to twenty-four months.
It depends on delegate numbers, exhibition requirement and how much accommodation sits within walking distance. A hotel venue simplifies housing; a convention centre gives capacity and flexibility. The comparison should be made on total cost, not on hire fee.
Yes. Inspections are structured against the programme and the delegate flow, with findings documented so a committee can decide without having travelled.
Hire fee is rarely the largest number. Technical services, catering minimums, exclusivity clauses, move-in and move-out days and cancellation terms usually decide the real figure.
Yes, either for a single event or across a multi-year rotation, with delivery remaining with your team or your existing organiser.
That is exactly what the Commercial Risk Review answers.
Specialists in medium and large international conferences, congresses and corporate meetings.
