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Fundamentals of Venue Sourcing

Why Venue Sourcing Matters

What is an RFP?

Venue Options for Events

The Sourcing Process: Three Key Approach

What to Ask

Beyond Availability: Ensuring Venue Supports Your Vision

Sourcing Tools and Workflow Features

Request proposals from multiple venues with a single RFP

Compare property details side by side

Track and record savings from initial bid to final, negotiated price

Preparing for the Site Visit: Room Layouts

Why Room Layout Matters

Room Planning Fundamentals

Secondary Event Spaces

Safety, Compliance, and Accessibility

Seating Layouts

AV and Technical Requirements

Executing the Event Space Site Visit

The Power of a Site Visit

What to Look For During a Site Visit

Guest Parking & Access

Kitchen / Prep Area

Load-In, Setup & Teardown

Venue Contracting 101

Importance of Negotiating

Understanding Parameters & Terms

Pricing Breakdown & Rental Inclusions

Contracting Process Overview

Deep Dive: Event Contracts & Clauses

Terms and conditions: Building your contract’s foundation

Essential clauses: Protecting all parties involved

Cancellation and refund policies

Force majeure and termination provisions

Indemnification and liability protection

Role of riders: Customizing contracts for unique needs

 Pro Tips for Contract Review

Quizzes

Quiz: Venue Sourcing Fundamentals

Quiz: Room Planning Fundamentals

Quiz: Event Space Site Visit Checklist

Quiz: Pricing Breakdown & Rental Inclusions

Quiz: Force Majeure and Liability

Course Surveys & Feedback

Survey: Sourcing Process Effectiveness

Survey: Site Visit Checklist Utility

Survey: Overall Course Evaluation

Mastering Venue Selection: Sourcing, Site Visits, and Contract Negotiation is a practical, end-to-end course for event professionals who want to find the right space, design smart layouts, and negotiate contracts with confidence. You’ll learn how to translate event goals into clear sourcing criteria, craft RFPs that attract strong proposals, and quickly compare properties side by side. Then, we’ll guide you through room planning fundamentals—from seating styles to AV needs—so every guest has a seamless experience and every setup meets safety, ADA, and flow requirements. You’ll also get a proven, checklist-driven framework for conducting site visits that uncover red flags early, from parking and access to kitchen prep zones and load-in logistics. Finally, we’ll demystify venue contracts: key terms, pricing structures, inclusions, riders, cancellation policies, indemnification, and force majeure. By the end, you’ll know how to document savings from the first bid to the final signature and protect your budget with well-negotiated clauses. Whether you’re new to events or formalizing your process, this course delivers the tools, templates, and confidence to source faster, plan smarter, and secure better deals.

Mastering Venue Selection: Sourcing, Site Visits, and Contract Negotiation

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            <p>Finding the perfect space for an event is about much more than just picking a room with four walls; it is the foundation upon which your entire attendee experience is built. As someone new to the event planning world, you will quickly realize that the venue sets the tone, dictates the budget, and determines what is actually possible for your creative vision. We are going to dive deep into the fundamentals of venue sourcing, starting with how to craft a Request for Proposal (RFP) that actually gets results and how to use modern tools to compare different properties side-by-side. You will learn how to look past the glossy brochures to see if a space truly aligns with your goals, ensuring you are making data-driven decisions that save your organization money right from the start.</p>

<p>Once you have narrowed down your list, the real work begins with site visits and the intricacies of the contracting process. We will walk through how to conduct a physical tour like a pro—checking everything from loading docks and kitchen prep areas to ADA compliance and guest parking. You will also get a handle on room layouts and how different seating styles or AV requirements can make or break the flow of your event. Finally, we will demystify the often-intimidating world of venue contracts. You will learn how to negotiate like a seasoned planner, understand the "fine print" in clauses like Force Majeure and cancellation policies, and know exactly what to look for before a single signature is ever put on paper. By the end of this course, you will have the confidence to manage the entire venue lifecycle from the first search to the final signed agreement.</p>
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