Need to Hire a Conference Room? 5 Reasons to Use a Venue Partner

Do you want to hire a conference room? Four walls and some chairs do not make a venue. The event location is decisive in determining the success or failure of your meeting, workshop, or corporate event.

That leads us to the question: how to choose the right venue? From conference rooms in hotels to co-working spaces, there are enough options to baffle anyone!

And that is why you need a venue partner to help you make the right choice. Hiring a venue partner can save you time and money, making the planning process more manageable.

Let’s find out why more and more businesses are reaching out to venue partners when hiring conference rooms and corporate venues.

1. Expert Knowledge of Venues

Venue partners are deeply familiar with venues in the local market. They have established business relationships with corporate venues throughout the city. Whether you need a small meeting room with modern aesthetics or a spacious Victorian theatre-style conference hall that can accommodate 1,000 attendees, your venue partner will find the perfect space for you.

Venue partners don’t just have good working relationships with popular venues you see on your Instagram feed; they also have insider information about the up-and-coming, the hidden gems, and the budget steals of the city.

As opposed to using generic online descriptions, a venue partner can provide you with firsthand knowledge of the layout, lighting, acoustics, and facilities. They are also able to identify any restrictions that you may not have considered, such as parking or access limitations.

The crux of the matter is that venue partners can find you a venue that suits your budget, style preference, and technical requirements quickly, and probably at a better price.

2. Save Time and Effort

Finding the ideal conference room may consume hours or even days. You need to compare prices, availability, read terms, and conditions, and examine every small detail. A venue partner removes this legwork by doing it as part of their everyday business.

They can give you a list of the most appropriate venues with photos, prices, and main information to make a decision and visit such a place quickly and confidently.

This comes in handy, especially when you have a busy schedule and more pressing commitments. You no longer have to run around trying to find the venue managers and wait for a response; you can now concentrate on your agenda, speakers, and the content of your event to ensure it is on point.

3. Cost-Effective Solutions

You may think that using a venue partner will increase your costs, but in most instances, they will reduce the cost. Venue partners are typically able to secure special rates that are not publicly available. They already have contacts with the places; thus, they can negotiate on your behalf to secure discounts, upgrades, or flexible terms.

They may be in a position to package catering, AV support, and room hire together in a cost-effective package. They can also save you the cost of making unnecessary expenditures, as they will connect you with a venue that has what you need, and you won’t have to pay extra money for something you will not use.

Such savings may be significant in the long-term perspective, particularly when you frequently hire a conference room.

4. Professional Event Support

A space is not the only thing that makes a venue; it is part of the experience you give to your attendees. Venue partners know this and can put you in touch with places that have professional support staff. This may involve an on-site coordinator, technicians, or catering staff who will make sure that all goes well on the day.

They may also help you think outside the box.

For example, do you require branding in the foyer? Do you need a secure Wi-Fi connection to make presentations? Do you have a hybrid event that requires streaming? The venue partners will be capable of locating venues that meet all these requirements, eliminating the guesswork and headaches from the equation.

5. Added Flexibility and Extra Event Ideas

There are times when it is best to make your conference memorable by incorporating something unexpected. Venue partners are usually creative and connect with other spaces that are generally not meeting rooms.

The best advice is to book over the weekend and hold a team social or party. Why not make the best of it? After all, your attendees have already travelled. This is where Daniel Lay Event Services can assist in creating an ordinary conference into an unforgettable one.

Whether it is stylish furniture hire or custom event décor, they can provide the ideal backdrop for a post-event party or networking evening, helping your event get off to a flying start.

Whether the event is a fancy cocktail reception, a themed dinner, or a casual outdoor event, this element can help build better relationships and leave a lasting impression on your guests.

Searching for the perfect meeting room? Read our blog, 11 Corporate Event Venues to Hire in London, to find a venue of your choice.

How to Choose the Right Venue Partner

Once you have made the decision to work with a venue partner, take the time to select the right one. Find professionals who have a proven history, positive customer reviews, and a broad network of contacts. They must be flexible, open in their pricing, and eager to customise their suggestions to make them fit your event.

Never hesitate to request examples of previous events that they have assisted in organising. An effective venue partner will be happy to share success stories and testimonials from satisfied customers. Not only does this make you feel more confident that they know what they are doing, but it can also provide you with new ideas on how to make your own event.

Key Things to Consider Before You Hire a Conference Room

While a venue partner can do much of the heavy lifting, it’s still important to be clear about your requirements. Before starting your search, consider:

• Location: Is it accessible for all attendees, including those travelling from out of town?
• Capacity: Does it comfortably fit your group without feeling cramped or too spread out?
• Facilities: Do you require projectors, microphones, video conferencing equipment, or breakout spaces?
• Catering: Will you provide food and drinks, and if so, does the venue handle this in-house?
• Budget: What’s your total spend, and where can you be flexible?

Being clear on these points will help your venue partner find a space that truly suits your needs.

Final Thoughts

Hiring a conference room can be a logistical nightmare or a breeze. Working with a Venue partner will provide you with insider information, affordable services, and innovative event enhancements that can transform your event into a truly memorable experience.

The next time you have a meeting, seminar, or conference to organise, leave the details to a venue partner so you can focus on making it a truly impressive one.

Daniel Lay Event Services is a trusted name in event planning and venue sourcing in the UK. We can help you find the perfect venue that suits your event, budget, and style preferences. Contact us at 0800 112 0808 to learn more.