Finding a venue can be one of the most time-consuming parts of planning an event. That’s exactly why we offer Venue Expert Support on HeyVenues, for those times when you don’t just want options, you want someone to take the lead and guide you through the whole process.
What is Venue Expert Support?
Venue Expert Support is exactly what it sounds like.
Instead of searching, shortlisting and contacting venues yourself, you’re matched with an experienced account manager who does it for you.
From the initial brief through to confirming the venue, they manage the process end to end.
That includes:
- Understanding exactly what you’re looking for
- Shortlisting suitable venues
- Managing communication with venues
- Helping you compare options
- Supporting you through to booking
It’s still your event, just without the time pressure and back and forth.
When does it actually make sense to use it?
Not every event needs full support, but there are certain situations where it makes a big difference.
You don’t have time
If you’re juggling a full-time role alongside planning an event, venue finding can quickly become overwhelming.
You don’t know where to start
If you’re not familiar with venues or locations, it’s hard to know what’s actually right for your event.
You need to get it right
For client events, conferences or important milestones, there’s less room for trial and error.
You’re comparing too many options
At some point, more choice just slows you down.
How it works on HeyVenues
If you choose to use Venue Expert Support, you’ll be connected with a dedicated account manager from our sister company, Arctic Fox.
Arctic Fox has years of experience in venue finding, working across a wide range of events, from corporate conferences to private celebrations.
Their team understands what works, what doesn’t, and how to move things forward efficiently.
Why it makes such a difference
The biggest difference isn’t just saving time, it’s having confidence in your decision.
Instead of second-guessing every option, you have someone experienced guiding the process and helping you focus on what actually matters.
It also removes a lot of the admin, which is often the most frustrating part.
Meet the experts behind the service
Behind Venue Expert Support is a team of experienced account managers at Arctic Fox, who work closely with clients to find the right venue for each event.
We spoke to Senior Account Manager, Georgia Goss, about what venue finding really involves and what people often get wrong.
Q. How long have you been working in venue finding and how did you get into it?
A. I’ve been at Arctic Fox for four years now. Before that, I worked in sales for an events company, but I always wanted to move into the more hands-on, operational side of events.
Q. What does a typical day look like for you?
A. Most days start with emails and a quick check of my calendar, especially to see if any clients have events coming up so I can make sure everything’s running smoothly.
After that it’s a mix of working through briefs, sourcing venues and pulling together proposals with the right level of detail. I also organise and attend site visits, and spend time reviewing contracts.
Q. How do you know when a venue is the right one for an event?
A. There are usually a lot of moving parts, so it can take a bit of time to get everything aligned. But when a venue meets all of the client’s needs and just feels right, you know you’ve found the one.
Q. When someone comes to you with a brief, what’s the first thing you look for?
A. With long standing clients, you build a really good understanding of their style and the type of venues they tend to go for. With new clients, it’s about having that initial conversation to understand their vision and what they want the event to feel like.
Q. When do you think it’s worth having an account manager vs doing it yourself?
A. If you’re feeling overwhelmed or trying to manage multiple events at once, that’s usually the point where it’s worth bringing in an account manager.
We act as an extra pair of hands, taking on the search, organising the information and narrowing everything down to the right options. Because we work with venues every day, we know what works and who to speak to, and in reality we save clients hours of time and a lot of stress.
Q. What’s the most challenging brief you’ve worked on?
A. One of the more challenging briefs I’ve worked on this year was for an event that needed multiple conference spaces, accommodation for hundreds of guests, activities including a golf day, all within 30 minutes of an airport, and anywhere in the world apart from the UK.
Not the easiest, but very satisfying when we found a venue that ticked every box.
Q. Any venues or types of venues you personally love working with?
A. I love a screening venue, everything is included, so there’s no need to source AV externally. I also really enjoy working with resorts, as they offer so much in one place, from accommodation and multiple dining options to team building activities and conference space. They feel more like an experience rather than just a venue.
Q. If someone is feeling overwhelmed with venue finding, what would your advice be?
A. Call me.
If you want to take the pressure off your venue search, our team can manage it for you from start to finish, and it’s completely free to use. Click here to get started.
Check out Georgia’s top picks
Large Conference Venue – Town Hall Spaces
Medium Size Conference Venue – The Lowry Hotel
Resort – Estelle Manor
Private Drinks – Florattica
Screening Room – Bvlgari Hotel London
Sporting Venue – Tottenham Hotspur Stadium
Written by Aimee at HeyVenues
Interview with Georgia Goss at Arctic Fox Events
