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Benefits of Using a Venue Sourcing Agency

Navigating the post-COVID world of events and meetings management is challenging. Demand is high, markets have shifted and positions have changed. No one knows the ins and outs of a post-pandemic market more than an involved Venue Sourcing team. They’re dealing with different markets and searching for venues across the world, discussing patterns, challenges, and wins with their entire team. They can tell you if a hotel isn’t up to par or what it will take to make sure that your program is the one that lands at the perfect hotel. Here, we explore how using a venue sourcing agency makes your life easier.


Why use an agency for venue sourcing?

They’re in the know

Venue sourcing consultants work day in and day out to make sure that their clients are not only searching for the right fit in a venue but getting the best deal. They are talking with their colleagues daily (if not hourly) about where they’ve gotten the best rates and the latest destination to consider that may not have even been on your radar.



After two years of no travel, many places in the world are opening back up. Everyone wants to be back on the road with their teams, and no one is more excited than meeting planners and meetings management groups. However, demand is far above pre-COVID levels and it’s a fight to find a good fit for programs.  Even if you do find availability, negotiating a contract isn’t what it used to be.   

Venue sourcing is your new best friend in this case. We are negotiating with venues daily, in every market around the world. We know what patterns are likely to be accepted, and what markets have need-dates and are able to ask for concessions that matter to your bottom line based on that knowledge.   

As a global company, working with a multitude of different companies from many different sectors, we can leverage our collective buying power to get the best rate & terms for your individual program. 


Related article: Venue contracting for 2021 and beyond

Three businesswomen in a meeting to source a venue for a client | Global Agency BCD Meetings & Events

Time = Saved

Good news! Staffing levels are rising again after the events of the past couple of years. Venues are receiving more leads than ever, which means sending RFPs to more venues than ever just to find a decent option. Do you have time to follow up with the 20 places you’ve emailed to make sure that they get you what you need? The odds are you don’t.   

But venue sourcing teams do. That’s their job—to make sure you get what you need to make the best choice for your business. That also means they have your back if a meeting needs to cancel. An agency can mitigate cancellation, work on rebooking the event, and even help execute the final addendum for you. Essentially, we’re here to save you time, money, and effort while helping you find the best possible venue.

Bottom Line: Top Dollar

Time is money these days and using a venue sourcing agency doesn’t cost your bottom line a penny! Saving yourself the time and effort of sourcing, negotiation, contracting, following up, and moving forward is literally free.  Your venue sourcing consultant makes sure you get the best rates and terms for your meetings and events, and follows all of your company’s standard contracting processes without affecting your bottom line at all.  It’s a win-win.


The Point by BCD M&E, a newsletter for meetings & events | Global Agency BCD Meetings & Events

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Originally published Sep 19, 2022 12:00:00 PM
Last updated on Dec 22, 2022 2:55:51 PM

Written by Lindsay Durr


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