What Event Planners are Asking for Right Now
One of the things I enjoy most about venue finding is that no two client briefs are ever quite the same. Every week we’re speaking to organisations planning conferences, meetings, product launches, networking events and company celebrations, while also visiting venues across London and the UK.
That gives us a unique perspective. We don’t just see what’s new in the venue market – we see how client expectations are changing too.
Here are five trends I’ve noticed over the past 12 to 18 months.
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Great Food Is No Longer a Bonus – It’s Expected
There was a time when conference catering was little more than a practical necessity. Today, it’s become an important part of the overall event experience.
Clients are no longer happy with uninspiring buffets or standard conference lunches. They’re looking for fresh, high-quality food that reflects the quality of their event and leaves delegates with a positive impression.
If we feel a venue’s catering isn’t quite where it should be, we don’t simply discount it. Instead, we’ll often speak to the venue to see whether they can adapt their menus or enhance the offering to better suit our client’s expectations. Good venue finding isn’t about eliminating options at the first hurdle – it’s about working with venues to achieve the best possible outcome.
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Delegate Experience Is Driving Venue Choice
Perhaps the biggest shift I’ve seen is that clients are thinking beyond the practicalities.
Yes, they still need the right capacity, budget and location, but they’re also asking questions about the experience their delegates will have.
They’re looking for venues that are easy to reach, offer excellent hospitality, provide flexible layouts and create an environment that reflects their organisation and the purpose of the event.
Increasingly, the venue itself has become part of the message a company wants to communicate.
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Helping Clients Make Informed Decisions Matters More Than Ever
People sometimes assume our role is to persuade clients towards one venue or another.
In reality, that’s not how we work.
Our job is to understand the brief, explore the options and provide honest advice. If a client has their heart set on a particular venue, we’ll always do everything we can to work with the venue to meet their requirements.
However, if we spot potential challenges, we’ll highlight them from the outset.
That might be a layout that doesn’t quite work, limited breakout space or accessibility concerns. Ultimately, the decision always belongs to the client, but we believe it’s important they understand both the strengths and the limitations before making their choice.
Helping clients make informed decisions builds confidence and avoids surprises later in the planning process.
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First Impressions Still Count
When I visit a venue for the first time, there are certain things I notice almost instinctively.
The entrance is one of them.
Does it feel welcoming? Will delegates know immediately where to go? Does it create the right first impression?
Then I start looking at how the venue flows. Can guests move easily between registration, meeting rooms and breakout spaces? Are refreshment areas spacious enough for people to mingle comfortably? Is there plenty of natural light?
These details rarely appear on a specification sheet, but they can make the difference between an event that feels effortless and one that feels disjointed.
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Looking Beyond the Brochure
One lesson I’ve learnt over the years is that photographs never tell the whole story.
I remember visiting one venue that looked absolutely perfect online. The images were stunning, the event spaces were beautifully designed and, on paper, it appeared to tick every box.
However, when we visited, it quickly became apparent that getting there would be difficult for many delegates. Public transport links were limited and, unless guests were travelling by car, the journey was far from straightforward.
It reinforced something I’ve believed for a long time: choosing a venue isn’t just about the venue itself.
You have to think about the delegate experience from the moment they leave home. If the journey is inconvenient, attendance may suffer, guests may arrive stressed and the event can start on the back foot before anyone has even walked through the door.
Looking Ahead
While trends continue to evolve, one thing remains constant.
The best venues aren’t always the newest, the biggest or the most expensive. They’re the ones that help organisers achieve their objectives while giving delegates a positive experience from start to finish.
That’s why I believe venue finding is about much more than searching a database. It’s about understanding people, asking the right questions and recognising the details that turn a good event into a memorable one.
After all, the right venue doesn’t just host an event—it helps shape the entire experience.
Carrie Larwood is Managing Director of Function Fixers and has spent more than 35 years helping organisations find venues for conferences, meetings and corporate events across the UK