Destination research
Assessing venue capabilities
Pre-negotiations and venue communications
Proposal presentations
Budget and contract negotiations
Venue site visit arrangements
Continued advocacy
1
We start by taking the time to understand your event goals, guest experience needs, and budget. Using our industry expertise, we identify the ideal venue criteria to make sure the space meets your vision perfectly.
2
Our team at SDE Events researches, shortlists, and schedules site visits for top venue options. We evaluate logistics, availability, and amenities while negotiating the best terms to secure the ideal venue within your budget.
3
Once we secure your venue, we finalize contracts and coordinate logistics for a seamless event experience. From layout planning to vendor coordination, we make sure the space is ready to bring your event to life.
Warnock Hawkes
Watch Video about
Exhibitor Testimonial
Watch Video about
Movassaghi, Musli, Ross Interview
Watch Video about
Randy T
Watch Video about
Answered by:
Grainne Gray, Owner
Typically, to get the best availability and pricing, we recommend securing your venue 6 to 12 months in advance, especially for high-demand locations. If you want to host your event during peak seasons or in a major city, early booking gives room for more flexibility and better rates.
However, if you’re working with a shorter timeline for your venue sourcing needs, we leverage our industry connections to find last-minute options that fit your goals.
Total customization depends on your venue of choice’s policies and level of flexibility. Some locations we’ve worked with allow full branding, stage builds, and layout changes, while others may have structural or aesthetic specifications.
Our venue sourcing team negotiates customization options upfront, ensuring you have the freedom to incorporate everything you need. If a venue has limitations, we provide creative solutions to work around them while maintaining your vision.
Don’t worry—we’ve got you covered! If your first-choice selection is unavailable, we always have pre-vetted backup options ready. We meticulously select alternative venues that meet your key requirements, such as capacity, location, amenities, and budget.
Our goal is to help you feel like you’re never settling, even if your first choice isn’t available. We also keep track of cancellations and hold options for last-minute availability.
Yes, some places have additional fees that may not be obvious upfront. These can include service charges, mandatory staffing fees, overtime costs, parking fees, or required rental for audio-visual (AV) equipment and furniture.
With our years of experience, we closely review all venue contracts, flagging hidden fees and negotiating cost-effective solutions to keep prices as affordable as possible. Transparency is key, and we make sure you know exactly what’s included before signing.
