Whether you are an event agency, communications agency, PR agency, a future bride and groom or simply a private individual wishing to organize an event, have you never been confronted with the problem of finding the ideal venue? Here are our tips to avoid all the pitfalls of venue sourcing.

Generally, difficulties arise when a real estate agent, a very friendly one at that, offers to show you the most exceptional places in his region. But deep down, does he really know and understand your event needs?

At the end of the day, each event has its constraints and its particularities. A wedding is not organized in the same way as a fashion show, a cocktail party or a seminar, and not all venues are open to all event formats.

So what are the parameters to take into account to find the event venue of your dreams?

First of all: assess your needs and constraints

First of all, you must clearly identify your desires, and the needs but also the constraints related to the organization of your event.

Let’s take the case of a wedding for example. You are expecting 250 people, you want to party outside until 4 am, bring an orchestra and park all the guest’s cars onsite. And there, our real estate agent, always charming and attentive, offers you a villa in the centre of Cannes that will lend itself very well to the exercise with a few small adjustments such as covering the swimming pool, parking cars in the adjoining streets and a few prayers that the neighbours let you party until the end of the night. And there, unfortunately, you have every chance of experiencing a fiasco.

Better yet, you are a luxury professional, you are looking for an exclusive location for a fashion show and you’re offered the most famous Roof Top in Paris where your clients have already been hundreds of times.

The key to success: surround yourself with the right partners

The search for an event venue is a complex exercise, which requires a meticulous approach. Above all, it requires the work of professionals who understand you and who know the constraints of an event organizer, the language of advertisers or the expectations of a young couple looking to get married.

For us to open the doors to exclusive places, you must first have an idea of ​​what you are looking for: a unique venue that will create a surprise for a fashion show, a space in the middle of the Moroccan desert for a wedding, a Roof Top in Cannes during the Film Festival, a villa or a yacht in Saint Tropez for a birthday party…

From there, you must then take into account your constraints: accommodation for your guests, late closing and distance from guests’ homes for a festive evening, truck access in the event of set construction, on-site installations (kitchens, toilets, electrical power, etc.), in short, everything that our dear real estate agent does not tell you, not (we hope) out of bad faith but above all because he knows nothing about your professions or the constraints linked to the search for event venues.

So, here are some tips for when you start looking for the ideal event venue:

• Define your specifications and constraints.
• Focus your research on regions and venues that match your expectations.
• Call on a professional who understands you and can guide you.
• Work with locals who know the destination and can advise you on the different options available.
• Be open-minded and don’t hesitate to change your plans rather than opting for a location that won’t work.
• If this is not your area of expertise, trust a professional who will help you plan and imagine your event.
• Avoid confirming a venue if you don’t feel confident and your contacts don’t seem competent.