The Art of Venue
Finding & Production

As a leading creative agency specialising in event production, we’ve mastered and redefined the intricate art of venue finding. With years of experience and a portfolio of successful events ranging from intimate corporate gatherings to large-scale events, we’ve honed our skills to make us the premier choice for venue finding in the UK. This crucial aspect of event planning can make or break your event, setting the stage for an unforgettable experience.

Here, we’ll share our expertise and reveal the tricks that make our venue-finding process stand out in the competitive world of event production.

Understanding the Full Brief: The Cornerstone of Success

The foundation of successful venue finding lies in a comprehensive understanding of the event requirements. At Unite and Create, we don’t just skim the surface; we dive deep into every aspect of the brief, leaving no stone unturned:

Layout and Capacity

We go beyond simply considering the number of attendees. Our approach involves a detailed analysis of how attendees will interact with the space.

We consider:

  • The flow of movement: How will guests navigate the venue?
  • Sight lines: Can all attendees see and hear presentations clearly?
  • Event dynamics: Will there be a dance floor? A stage? Multiple networking areas?
  • Atmosphere: How can the layout contribute to the desired ambience and engagement for the audience?

We use advanced space planning software to create 3D models of potential layouts, allowing clients to visualise the event space before making a decision.

Breakdown Spaces

Flexibility is critical in modern events. We look for venues that can accommodate different segments of your event, considering:

  • Breakout sessions: Are there suitable spaces for smaller group discussions?
  • VIP areas: Is it required? Can we create exclusive spaces within the venue?
  • Quiet zones: Is there room for attendees who need a break from the main event?
  • Transition areas: How can we create smooth transitions between different parts of the event? Are there set requirements within specific time frames?

Our team includes expert space planners who can transform a single large area into multiple functional spaces using innovative partitioning and design techniques.

Catering

When have you been at an event and there wasn’t catering? We ensure the venue can meet all of clients’ culinary needs by considering:

  • Kitchen facilities: Can they handle the required catering style, or is it more suitable to bring on an external catering company and do they have accessibilty for them?
  • Service style: Whether it’s a sit-down dinner, casual buffet, or roaming canapés, does the venue support it?
  • Bar facilities: Are they adequate for your beverage service plans?
  • Local regulations: Are there any food and beverage service restrictions at the venue?

We maintain relationships with top caterers across the UK, allowing us to match the perfect culinary team to their chosen venue.

Accessibility

It’s always important to know exactly who is attending the events and what is required to offer the best accessibility. We prioritise venues that are easily accessible for all attendees, including those with mobility challenges. Our accessibility checklist includes:

  • Step-free access: Is it available throughout the venue?
  • Elevators: Are they large enough for wheelchairs and mobility scooters?
  • Accessible toilets: Are they available and conveniently located?
  • Hearing loops: Can they be installed if needed?
  • Parking: Is there accessible parking close to the venue?

Public Access

Depending on the nature of your event, we consider how the general public can access the venue:

  • Public transport links: How well-connected is the venue?
  • Parking facilities: Is there ample parking for attendees?
  • Traffic management: How can we manage increased traffic flow for larger events?
  • Security considerations: How can we balance public access with event security?

Sustainability

Sustainability is so important to us here at Unite and drive ourselves to produce and manage events that are sustainable to the environment.

We always inquire about a venue’s sustainability practices in today’s environmentally conscious world. This often becomes a deciding factor for many of our clients. We look at:

  • Energy efficiency: Does the venue use renewable energy sources?
  • Waste management: What recycling and composting facilities are available?
  • Water conservation: Are there water-saving measures in place?
  • Sustainable materials: Does the venue use eco-friendly materials in its operations?
  • Green certifications: Does the venue hold any recognised environmental certifications?

Budget

Understanding the budget is crucial. It helps us narrow down options and negotiate effectively on your behalf. We consider:

  • Venue hire costs: What’s included in the base price?
  • Additional fees: Are there hidden costs for things like security, cleaning, or extended hours?
  • Package deals: Can we negotiate better rates for multiple events or services?
  • Value for money: How does the venue’s offering compare to others in its price range?

The Search Process

Our search process is both systematic and creative, utilising a combination of cutting-edge technology and old-fashioned legwork:

Over the years, Unite and Create have built an extensive network of venues. Our database is a treasure trove of unique spaces that often need to appear on public listings. It includes:

  • Over 10,000 venues across the UK
  • Detailed specifications for each venue
  • Historical data on past events held at each location
  • Insider information on pricing and availability
  • Exclusive relationships with many venues, giving our clients priority booking

The Importance of Site Visits

Nothing beats a personal visit to a potential venue. At Unite and Create, we always conduct site visits for shortlisted venues.

We always bring our technical team on these visits. They assess the space for electronic and stage setup possibilities, ensuring the venue can accommodate your event’s technical needs.

Our technical team uses advanced testing equipment to measure everything from power load capacity to Wi-Fi signal strength throughout the venue.

We use these visits to ask questions, take measurements, and gather all the information you might need – and even details you might not have considered yet. This includes:

  • Exact measurements of all spaces
  • Location of all power outlets and data points
  • Details on air conditioning and heating systems
  • Information on load-in and load-out procedures
  • Local noise regulations and curfews

The Unite and Create Difference: Why We’re the Top Choice

Our unparalleled attention to detail, vast network, and creative vision set us apart. We don’t just find a space that meets your basic requirements; we find venues that can be transformed into unforgettable event experiences.

Our process is thorough, but it’s also flexible and tailored to each client’s needs. We understand that venue finding is not just about ticking boxes – it’s about finding a space that resonates with your brand, message, and audience.

At Unite and Create, the perfect venue is out there for every event. With our expertise, network, and passion for creating extraordinary experiences, we’re committed to finding it for you. Our track record speaks for itself.