The Excitement and Challenges of Event Sourcing

Event procurement and venue sourcing are key to crafting an unforgettable event—they set the stage, literally! The right venue not only meets the event’s needs but also elevates the entire experience for everyone attending. But let’s be honest: finding that perfect location, one that checks all the boxes for your event’s unique requirements and your attendees' needs, can be a real challenge.

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In this blog, we’re diving into the real challenges planners face during event procurement and sharing ways to tackle them head-on, making your event planning process smoother and stress-free.

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Challenge 1: Finding the Perfect Venue

When selecting the ideal event venue, planners face a daunting challenge. They must consider various factors, such as location, capacity, accessibility and weather, which can influence the event's success in different ways. Additionally, they must strive to balance the client's budget with the desired quality.

To make the process smoother and more effective, the key is to align the venue search with the stakeholder's goals and objectives. A 5-star resort in Kauai might be enticing and fit your preferences (because, who wouldn't want to be in Hawaii), that might not be realistic and what your client is looking for. Our role as event planners is to listen carefully to their expectations and priorities, then use our expertise to source venues that match their vision. 

Conduct thorough research and create shortlists of suitable options, and whenever possible, do an onsite visit and see the final contenders in person. This tailored approach ensures that the chosen venue meets all the stakeholder’s needs, making your client happy and resulting in a successful event.

Challenge 2: Negotiating with Venue Suppliers

Budget concerns are always top of mind for event organizers, and getting the best value from a venue is crucial. But negotiation goes beyond just the room rate. Often, the best savings come from creative discussions about other aspects of the contract.

Negotiation Opportunities:

• Room Rates: Start here but don’t stop here.
• Meeting Room Rental: Ask about waiving or reducing fees.
• Food and Beverage (F&B) Minimums: Adjust these to align with your client’s needs.
• Cancellation Terms: Negotiate flexibility for unforeseen changes.
• Attrition: Work to lower penalties for underperformance.
• Upgrades: Complimentary room upgrades for key attendees.
• Discounts: Explore reduced pricing for AV, parking, or Wi-Fi.

Don’t be afraid to tell the hotelier exactly what you need—the worst they can say is no. More often than not, they’ll agree to discounts or creative solutions to secure your business.

Best Practices for Success:

1. Benchmark Rates: Research industry standards to understand competitive pricing.
2. Build Relationships: A strong rapport with suppliers can unlock additional perks.
3. Present a Solid Case: Show how your business benefits the hotel (e.g., future events, off-season bookings).

Negotiation isn’t a one-size-fits-all process. By being strategic and persistent, you can find savings and added value that go beyond the bottom line, ensuring your client gets the best deal possible.

Challenge 3: Choosing a Safe, Accessible, and Captivating Venue

Selecting the perfect venue is more than just checking boxes for capacity and cost—it’s about finding a location that prioritizes safety, is easy to navigate, and excites your attendees. A great venue not only meets logistical needs but also enhances the overall experience by drawing attendees in and leaving a lasting impression.

Safety and Accessibility

Safety should always come first. Choose a venue in a location with reliable infrastructure and a reputation for being safe and secure. Ensure the venue adheres to local health and safety regulations and has proper certifications in place. 

Accessibility is just as important—look for venues with convenient transportation options, proximity to major airports, and accommodations for attendees with varying needs.

A Destination That Inspires

Your venue should do more than host—it should wow. Consider destinations with cultural, historical, or scenic appeal that will excite your audience. Think of venues with standout features: breathtaking views, proximity to local attractions, or innovative design. These elements create a buzz and make your event stand out.

A Strategic Approach

1. Do Your Homework: Research locations with low crime rates, efficient transit systems, and easy access to hotels and restaurants.
2. Always do a site visit: Virtual site tours are a great starting point for narrowing down your options, but nothing beats an in-person visit to truly evaluate a venue. Being on-site lets you get a firsthand feel for the safety and accessibility of both the venue and its surrounding area.
3. Appeal to Your Audience: Match the location to your attendees’ preferences—whether that’s a vibrant city center, a serene retreat, or a destination with unique local flavor.

By focusing on safety, convenience, and a compelling location, you’re not just choosing a venue—you’re crafting an experience that leaves attendees impressed and engaged long after the event ends.

Challenge 4: Securing the Perfect Venue in a Competitive Market

Securing the perfect venue in today’s competitive market requires strategy and speed—but with the right approach, you can lock in an amazing space that exceeds expectations.

Availability and Timing: Venues with the best amenities, locations, and pricing tend to fill up fast. Starting your search early and acting quickly are key to staying ahead of the competition.

Flexibility is Key: Staying open to alternative dates or slightly different locations can help you adapt and secure a great option if your first choice isn’t available.

Leverage Industry Connections: Partnering with experts who have established hotel relationships can streamline the process and give you access to venues before they’re gone.

Solution: Identify your must-haves early, streamline decision-making with clear priorities, and lean on industry experts to lock in your venue quickly. Acting decisively ensures your event has the perfect backdrop for success

Challenge 5: Balancing Sustainability, Cost Efficiency, and Client Expectations

Sustainability has become a top priority for both clients and attendees over the past few years, with a growing focus on reducing environmental impact. At the same time, rising costs have pushed companies to find creative ways to cut spending while still achieving their goals. The key challenge lies in finding the perfect balance between sustainability, cost efficiency, and client expectations.

Meeting Sustainability Goals: Today’s clients want venues, catering, and suppliers that align with their sustainability efforts. This can include selecting LEED-certified venues, minimizing single-use plastics, offering locally sourced catering options, implementing robust waste management systems.

Navigating Cost Concerns: While sustainability efforts might come with upfront costs, many of these practices can yield long-term savings. For example, leveraging digital solutions—such as digital invitations, event apps, and online registration reduces printing expenses while also lowering the event’s carbon footprint.

Client Expectations: Every client’s priorities will vary. Some might place sustainability at the top of their list, while others value cost-efficiency or convenience. Understanding and balancing these expectations is crucial. Collaborate with clients to understand their priorities and find the best of both worlds

Partner with venues and suppliers experienced in sustainable practices. Research green options that match your client’s priorities while keeping an eye on the bottom line. Present a clear breakdown of eco-friendly choices, their costs, and the long-term value they add—such as enhanced brand image and attendee satisfaction.

Avoid Sourcing Headaches with Professional Support

Venue sourcing for a corporate event is no walk in the park. High demand, tight timelines, and client-specific requirements can quickly make the process overwhelming. That’s where Infinix Global Meetings & Events steps in to make your life easier.

When you outsource your venue sourcing to our experienced team, you’ll benefit from insider industry knowledge, strong venue relationships, and expert negotiation skills—all tailored to find the perfect fit for your event.

Why Choose Infinix?

• Comprehensive Support: We manage everything—from venue sourcing and negotiations to contracts and logistics.
• Proactive Solutions: Our team anticipates challenges and provides seamless solutions.
• Time-Saving Expertise: You save time, skip the stress, and get exceptional results.

At Infinix, we don’t just source venues—we create event experiences that leave lasting impressions. Let’s work together to bring your vision to life!