These are the three things you should know when using conference venues sourcing services, when the event is going to be held, what numbers you have coming and why is the event happening so that the service can find the perfect venue that fits all the criteria. You also have to let them know if there is a budget and how much you are willing to spend on the venue alone, if you are expecting the location to have catering and a bar and a myriad of other details that will allow them to find the perfect solution to your function needs.
If you are hosting a seminar of some kind then you are going to need enough room for all the people who are attending and possibly have a lunch break at the venue, all that needs to be explained to the company you hire, so that they can search for facilities that will take all that into account, this is why so many functions of this sort are held in hotels, there is catering and bar facilities as well as handy accommodation for all the visiting speakers and guests that are attending. It is extremely convenient all round and sourcing services will have all the locations of the best function rooms and what they charge for the hiring of the space and there is probably even a deal that is made as you are bringing paying guests to the hotel as well.
Some services have an agreement with places such as this, that allows you to get a good deal on the price of accommodation, meals and the seminar room, if you have over a certain number of people attending and the sourcing company gets a commission on the booking as well as what you are paying them. In some of these cases they will try to get you to book these rooms because of this agreement that they already have set up but in most cases the sourcing firm will look for the best suited accommodations for you and what you are wanting the space for, as they can soon get a bad reputation as a business that lines their own pockets instead of looking out for the clients.
The whole point of using someone else to look for the venue for you, is so that you don’t have to go through all the hassles yourself, especially if you are unfamiliar with the area and are hosting a business meeting in a neutral space or greeting visitors from overseas to complete a business deal. Look at firms that have a good reputation and have been known to go above and beyond when it comes to customer satisfaction. In some cases it would nearly be easier to find the venue yourself than to make the decision on what sourcing company to use.