Insider tips on securing stunning event venues

Not every shiny new location has what it takes to deliver an outstanding event experience. We asked the experts who created a leading global venue directory how to source venues the right way.

Cortnie Purdy Fausner loved her career in events, but she dreaded sourcing venues. So she teamed up with her husband Donny, a former commodities trader, to build a curated and trustworthy destination for hotels, venues, restaurants, experiences and homes. Five years into their venture, The Venue Report has become a comprehensive collection for event professionals, hosts and producers to browse, find, explore and secure new venues in more than 100 countries.

A lot of time and money goes into event planning, and the venue itself is often the eye of the tornado. As a result, finding the right venue for your event can feel like a blend of art, science, and maybe a little magic thrown in. So we asked Cortnie what she'd learned from spending half a decade filtering the great from the bad, on top of decades of running events, and she generously shared her own insider tips.

Every year, event planners seem to have more choices regarding venues. What is the most important thing to focus on when choosing a venue in 2018?

‍In 2018, you have a wide range of choices to take an even more thoughtful approach to event planning, because you can afford to be more picky about the venue. This can be both awesome and overwhelming. The goal of hosting an event is human connection. Otherwise you would utilize a digital marketing campaign.

Ask yourself: Why is this event being hosted? Starting with the emotional question of ‘why’ will help you consider how you want guests to feel. It’s important to make sure your guests are considered when selecting a venue. The ‘why’ will help you lay the foundation for your venue choices.

Next, decide on ‘what.’ Capacity, curfew, function of event, event needs, catering team. Half the success of the event leans on the service provided by the venue and catering teams. Making sure that there is enough time for setup and take down, and that the quality of service provided to guests during the event reflects the quality of the event as well.Remember, selecting a stunning space is not the only factor for success. It's what you do with it too!

Speaking of doing, what's the number one mistake you see event planners make when picking a venue these days?

‍With the constant stream of new hotel and venue openings, there’s often a race to be the first to host a gathering in a new space. There's an extra draw of being the first experience in the new space. And it’s easy to get excited about a new venue opening after falling in love with the trendy nature of the space and focus on style over function. But let’s not get distracted by the glittering brass fixtures, terrazzo countertops and cool sconces. Basics first, always:

• What will the flow look like, to make sure there isn't a bottleneck at the bar?
• Is there enough room to foster conversation?
• Are there enough bathrooms onsite?

We all know that it’s important to have a bar near the dance floor, unless you want an empty dance floor, so does this venue space logistically allow for that?Long lines for bathrooms, long wait times at the bar, and not being able to hold a conversation because the music is too loud can make for a stressful evening. These nuances will stick with your guests long after the event over the memories of the gorgeous chandeliers adorning the venue.

With so many venue options these days, you should have no problem finding a gorgeous venue that will also provide a fabulous backdrop to a comfortable and seamless evening.

What's the best way for event planners to do research and be able to make useful apples-to-apples comparisons?

‍Read the fine print! Make sure to find out if there are hidden costs. When comparing apples to apples, it’s important to compare the star rating, all of the added bonuses included, as well as the nickel-and-diming that can hide some of the really critical-to-know stuff.You can’t compare the price of a 3 star hotel RFP to a 5 star hotel RFP. Some venues may charge for small things, like moving chairs.

The fine print...?

‍It’s going to be hard to compare the cost of a boutique venue versus a luxury hotel. Initially, a boutique venue may sound like a great deal, but you will have to bring in all of the furniture, place settings, lighting, and linens. A luxury hotel may have a higher price point, but if all of those items are included, then suddenly the comparison looks very different.

It's clear there's a lot to consider, and you've spent years on filtering it for the industry. What are some of the benefits of a curated directory you don't find with more manual searching?

‍Quality over quantity is important for both media and directories. The online landscape is overcrowded with too many results that are frankly overwhelming. When planning a trip or a gathering, trust is critical, and it’s a much better experience to have an online destination that serves pre-vetted listings and recommendations.

Finally, what's your personal "a-ha" moment when you know you've found the right venue?

‍We love visiting new spaces and get extremely excited when a renovation or new venue has nailed it. A picturesque setting with thoughtful details and exceptional service can’t be beat.