Your outsourced event procurement team.
We source venues and event suppliers, compare proposals, negotiate commercially and work within the budgets and parameters you set — giving your teams one expert route for corporate event sourcing without adding internal headcount.
No additional headcount. Minimal change for your teams. Venue sourcing typically funded by participating venues.
- Venue option Awithin budget
- Venue option Bwithin budget
- Venue option Cwithin budget
Illustrative example — not a real booking.
Procurement sets the parameters
Budgets, approval thresholds, preferred terms and policies are agreed once — then every event is sourced within them, without Procurement managing each search.
Your teams keep the choice
Teams choose from suitable options across the wider venue market. Different events can use different venues — nothing is restricted.
We do the sourcing
One brief, and we handle the venue research, availability checks, comparison and negotiation — the work your people don't have time for.
Built for procurement and event teams at UK organisations
Using different venues isn't the problem. Sourcing them separately is.
A board meeting, a 300-person conference, a Christmas party and a gala dinner all need different venues — that's normal. The friction is that every team researches the market, contacts venues, chases proposals and negotiates from scratch, every time.
Event procurement gives everyone one central place to send event requirements. We handle the venue sourcing, gather and compare proposals, benchmark pricing and negotiate — while your teams keep the choice and procurement gains visibility of event spend.
Your teams shouldn't have to become venue experts
This isn't only a procurement control. Send one brief and we search the market — so the people organising events spend less time researching, contacting and chasing venues, and more time delivering the event.
Event bookers
One brief instead of hours searching, contacting and chasing venues — with expert help and full choice retained.
Procurement
Set the budgets, policies and approval rules once — we source within them, so procurement keeps oversight without being pulled into every individual venue search.
Finance
Consistent event spend information and, where useful, flexible payment options — direct to the venue or routed through us.
We source within the rules you already have
You may already have event budgets, per-head limits, approval levels, preferred commercial terms, sustainability and payment policies. We work within them — so nothing needs to be redesigned to get started.
Say your London, Manchester, Birmingham and Edinburgh offices each run their own events. Procurement agrees the parameters once. Then Manchester needs a Christmas event for 120 people within an agreed £15,000 budget: the office sends us the brief, we already know the budget, policy and approval rules, and we source suitable venues accordingly — the Manchester team chooses, and Procurement never had to run the search.
- Employees don't waste time approaching unsuitable or over-budget venues.
- Procurement doesn't need to manage every individual venue search to keep control of how events are sourced.
- The organisation keeps its existing budgets, rules and controls — and one place people start from.
An established sourcing route — not a one-off venue search
A venue-finding agency helps one person find one venue for one event. What we do is different: the organisation establishes a route, teams submit requirements to it, and each is sourced within your agreed parameters — again and again, across offices, departments and event types.
One requirement → one venue search → one booking. Next time, it all starts from scratch.
One established route. Teams submit requirements, we source within your parameters, employees choose, and procurement keeps oversight — every event, without starting over.
- Marketingsources Venue A
- HRsources Venue B
- Salessources Venue C
- Executive teamsources Venue D
- Regional officesources Venue E
- Next eventstarts from scratch
Sourcing · market access · proposal comparison · negotiation · ancillary services · spend capture · reporting
One route in — the whole market out. We source the most suitable venue for each individual event, so teams still use different venues for different requirements.
Procurement gains
- Central spend visibility
- Consistent sourcing route
- Commercial oversight
- Structured reporting
- Event-market intelligence
Event bookers keep
- Venue choice
- Access to the wider market
- Different venues for different events
- Expert sourcing support
- Creativity
The result: teams still use different venues for different events, but procurement gains visibility of total event spend and a consistent commercial process — without becoming the organisation's in-house events department.
One outsourced route across an 18-office firm
A large professional services firm centralised how its events are sourced, contracted and paid for — without centralising the events themselves.
One approach across 18 offices
A professional services firm replaced office-by-office event sourcing with a single outsourced event procurement route — consistent standards and commercial terms, without stopping any office running the events its people need.
Fewer suppliers to onboard
Instead of setting up every venue and supplier in the firm's own systems, event payments were consolidated through the outsourced partner — less work for procurement and finance, with the underlying costs still visible.
Specialist buying instead of accepted quotes
Rather than employees accepting the first venue quotation, an event procurement team negotiated rates and terms using market knowledge — transparent pricing, with no hidden mark-ups.
Sourcing, contracting and payment are three different things
A common misconception is that using a sourcing partner means handing over your venue contracts. It doesn't. Here's how the three parts fit together.
1. Sourcing
Teams send requirements to one central route. We research the market, approach suitable venues, gather and compare proposals, benchmark pricing and negotiate on your behalf.
2. Contracting
For most events, you still contract directly with the selected venue. Using a central sourcing route does not remove venues from your own supplier structure.
3. Payment
Contracting directly with the venue does not dictate how you pay. Depending on the agreed arrangement, payment can be structured in one of two ways:
Presented as an option, not a requirement. Specific invoicing, VAT and credit terms are confirmed per engagement.
In short: we provide the central sourcing route, you normally keep the venue contract, and payment can flow directly or through us — whichever suits your finance team. See the full step-by-step model.
Bring the whole event together through one route
Once the venue is chosen, most events need more. AV, production, entertainment, accommodation, transport and staffing can be sourced through the same route — so the whole event comes together in one place.
Use it for venue sourcing only, or venue sourcing plus ancillary services — depending on what each event needs. It should feel like a natural extension, never an upsell.
Simple for your teams. Low-friction to introduce.
This isn't a procurement transformation programme. From now on, when someone needs a corporate event or venue, they send the requirement through one central route. That's the change.
1. Send the requirement
2. We source & compare
3. You choose
4. We capture & report
One sourcing route for every type of corporate event
From large conferences to Christmas parties and incentive travel, whatever the event, it starts in the same place — sent to one route, sourced within your parameters.
Trusted across a wide range of organisations
Wherever talented people are spending time sourcing venues that aren't their specialism, the model helps. A few of the sectors we work with:
Because everything flows through one route, the spend becomes visible
You don't have to fix your finance systems to see event spend clearly. When requirements are sourced through one route, procurement and finance get consistent visibility of event activity and spend as a by-product — a useful addition alongside your existing systems, not a replacement for them.
Spend by department, event type, venue and month · venue, accommodation and ancillary spend · average event value, negotiated savings and booking volume.
Practical guidance for event procurement
Guides, templates and tools to help procurement teams build the case, run the process and measure the results.
Guides
Templates & checklists
Business case
Glossary
Event procurement, answered
Short, direct answers to the questions procurement and finance teams ask most. For a deeper explanation, start with what is event procurement?
What is event procurement?
Does event procurement mean using fewer venues?
Do we still contract directly with the venue?
How much does venue sourcing cost?
Can we source AV, production and accommodation too?
We spend a lot on events — but have never treated events as a procurement category.
If that sounds familiar, a procurement review is the place to start. We'll map where your event spend goes, how events are sourced today, and whether one central sourcing route could save your teams time and give procurement clearer visibility — without restricting venue choice.