One central route for every event requirement
No transformation programme. Procurement agrees the parameters once — budgets, policies, approval rules. From then on, when someone needs a corporate event or venue, they send the requirement to one place, and we source within those parameters while your teams keep the choice.
How does event procurement work?
Teams send their event requirements to one central route. We handle the venue sourcing, gather and compare proposals, benchmark pricing and negotiate. You normally contract directly with the chosen venue; payment can be direct or routed through us. AV, production, accommodation and other services can be added — and procurement receives consolidated reporting.
From requirement to report, step by step
- 1
Send the requirement
An employee or department tells us the event type, date, location, number of guests, budget and any specific requirements.
- 2
We source
We research the market and approach appropriate venues — across hotels, conference venues, unique venues, restaurants and event spaces.
- 3
We compare
We gather proposals and normalise them, so different pricing structures (DDR, room hire, minimum spend, F&B) can be compared like for like.
- 4
We negotiate
We negotiate rates, terms and value-adds where appropriate, and identify additional costs before you commit.
- 5
You choose
The stakeholder retains control and selects the venue that best suits their event.
- 6
Contract
For most events, you contract directly with the selected venue. Using a central route doesn't remove venues from your supplier structure.
- 7
Pay
Payment can be made directly to the venue, or potentially routed through EventProcurement.co.uk — depending on the agreed arrangement.
- 8
Add what else you need
AV, production, entertainment, accommodation, transport and other services can be brought together through the same route.
- 9
Report
Relevant event and spend information is captured centrally, so procurement gains visibility across the organisation's event activity.
Sourcing, contracting and payment are three separate things
Using a central sourcing route does not mean handing over your venue contracts, and contracting directly with a venue does not dictate how you pay.
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.
Add the other event services through the same route
Use the service for venue sourcing alone, or for venue sourcing plus ancillary services — depending on what each event needs.
A natural extension once the venue is chosen — never an upsell. Explore the full range of services, read about our approach, or see how it applies to corporate event procurement.
How it works — questions
Is this a big procurement transformation project?
Do we have to route every event through you?
Do we still contract directly with the venue?
Can payment be consolidated?
See how it would work for your organisation
Request a procurement review and we'll map how events are sourced today and how one central route could simplify it.