You're in charge of organizing your company's Q1 conference next near. You have it all planned out in your head: a beautiful beach resort, with an outdoor space large enough for the entire group to have meals and take part in team-building activities, menus showcasing the local cuisine, etc., etc. There is so much prep work to do! And yet, where is that resort on that picturesque beach? It is the backdrop to the entire event, the stage upon which all the rest of your visions can shine. Everything else can wait while you begin to scour the internet for affordable yet glamorous hotels. This may take longer than you thought…

What Venue Sourcing Really Is

Venue sourcing is just one part of what we do as meeting planners, but it is the foundational step in creating an impactful event. We all have dream destinations that we would like to visit and work in, and as someone in charge of creating the perfect event for your company, you undoubtedly already have a vision of how that event will play out in your mind. Making that vision a tangible reality takes a lot of time, and a lot of effort, and an experienced venue sourcing agent can offload a lot of that work, saving you and your company precious time and money.

There's a lot more to consider when it comes to effective venue sourcing than simply a point on a map. You may want a beach location, but your conference is scheduled for February, so climate will strongly limit your choices. The date pattern of your event may translate to lower rates in the Caribbean rather than in Baja, but the travel costs can be the other way around. Some hotels may carry larger Food and Beverage minimums than others, automatically raising the bottom line. All of these factors and more need to be considered when sourcing a venue, and the time sink that this represents can seriously detract from your ability to design the agenda and activities that actually comprise your event.

And this is all before RFPs have even been sent out or contracts requested and negotiated!

How Tierra Buena Makes the Search Easy

These are some of the things that we specialize in, and one of the simplest ways that partnering with a meeting planner benefits you and your organization. Tierra Buena takes it a step further and analyzes the sustainable practices and policies of the venues in consideration to make sure your event leaves the most positive impact possible on your attendees and the host destination. Venue selection is both one of the easiest and most consequential areas for minimizing an event's footprint. In terms of sustainability, it is important to consider travel distance and methods, geopolitical policies, and availability of other suppliers. If it is up to you to manage all of these considerations as well as design the agenda and manage attendee registration, a lot can be compromised or simply slip through the cracks. We're here to make sure no detail gets overlooked.

We ease your workload and give you back time so that you can focus on the aspects that really matter when it comes to designing your event. Plus, If you didn't already know, these services don't cost you anything! We are compensated on a commission paid out by the host venue, so you don't have to worry about your budget. In fact, we usually are able to leverage our partnerships and knowledge to find you better rates than would otherwise be available. Working with us, whether for venue sourcing alone or for more comprehensive planning, is a win-win-win.

Keep an eye out for more articles on how meeting planning with Tierra Buena can make your life easier.