Executive Assistants (EAs) and Personal Assistants (PAs) are often the unsung heroes of the corporate world. You balance countless responsibilities and wear multiple hats to keep your organisation running smoothly.
Among your myriad tasks, sourcing the perfect venue for meetings, conferences, client events, and team-building retreats can be one of the most challenging and time-consuming.
This is where free venue finding services for executive assistants and personal assistants can make a world of difference. Whether you’re an experienced assistant with years of event planning under your belt or new to the role and navigating your first corporate off-site, partnering with a professional venue finding service can simplify your workload and elevate your events.
Here’s how—and why—it works.
Save time without sacrificing quality
As an Executive Assistant or PA, your time is invaluable. But, according to executively.co.uk, the top three challenges for executive assistants include time management, handling high volumes of work, and managing expectations and priorities. If venue sourcing involves hours of research, site visits, vendor negotiations, and logistical coordination, what’s the solution?
Venue finding agencies have extensive databases, insider knowledge, and established relationships with venues in the UK and worldwide. They can present you with a curated list of options tailored to your event’s requirements, often within hours.
Pro-tip…
Use the time you save to focus on the agenda, managing key stakeholders, or preparing your executive team for the event.
Tap into industry expertise
No matter how experienced you are, staying up-to-date with every venue opening, hidden gem, or unique space is impossible. Venue finding agencies live and breathe the events industry. They have the latest insights on trending and new venues, budget choices, luxury for VIPs, innovative spaces, and local or regional favourites. They also know what works (and what doesn’t) for various event types, helping you avoid costly missteps.
For example, are you hosting a hybrid meeting? An agency can recommend venues with cutting-edge AV setups. Planning an off-site in a remote location? They’ll suggest options with excellent accommodation and transport links.
Pro-tip
Ask your venue finding partner for insider tips, like negotiating add-ons or securing lower rates for alternative dates.
Stick to your budget—and get more for it
Budget constraints are a reality for most corporate events, and managing costs can be stressful. Venue finding agencies work within your budget and can often secure added value through their relationships with venues.
Whether it’s reduced day delegate rates, lower minimum delegate numbers, or additional value like catering packages or perks for your VIPs, their purchasing power and relationships often lead to better deals.
Pro-tip
Be clear about your budget from the outset, including potential hidden costs like AV hire, Wi-Fi, or parking fees. A good agency will flag these for you.
Simplify supplier coordination
Venue sourcing is more than finding a big enough room at the right price. Done well, it supports the entire event experience. Many events involve catering, technical equipment, branding opportunities, transport, and sometimes overnight stays for large groups of event guests.
Managing multiple suppliers can quickly become overwhelming. Venue finding agencies streamline this logistics process on your behalf. And we can consolidate the invoicing for you, too!
Pro-tip
Request a single point of contact at the agency to keep communication clear and minimise email overload.
Risk minimisation
Even the best-laid plans can go awry. A supplier cancelling last-minute, AV equipment failing, a speaker no-show, a public transport issue – anything can throw a wrench in your event.
Venue finding agencies like Bien Venue have the experience to anticipate potential pitfalls and the connections to fix issues swiftly. This layer of security can be invaluable, particularly for your higher-value events or those that could be defining moments in your executive assistant career.
Pro-tip
Ask your venue finding partner about their contingency plans for common issues. Knowing you have backup options can provide peace of mind.
Access to unforgettable spaces
Standard meeting rooms have their place, but sometimes you need something extraordinary to impress clients or inspire your team. From rooftop terraces to historic landmarks, venue finding agencies often have access to exclusive or off-the-radar spaces that align with your event goals and brand image.
Pro-tip
Share your company’s values and vision with the agency to help them suggest venues that align with your organisation’s culture.
Reduce stress without losing control
One of the biggest misconceptions about using a venue finding agency is the fear of losing control of your event. On the contrary, a good agency empowers you by handling the heavy lifting while keeping you informed and involved in critical decisions. That’s what we’re about at Bien Venue – you can mix and match the elements of the event you’d like our support with – we can do as much or as little as you need.
Pro-tip
Establish clear communication from the start—set expectations, share timelines, and confirm roles to ensure seamless collaboration.
Focus on the big picture
The success of your event is measured by its outcomes—whether that’s collaboration, driving sales, or leaving a lasting impression on attendees. By outsourcing the venue search to professionals, you can redirect your energy toward strategic objectives, ensuring your event delivers real value.
Pro-tip
Use a post-event survey to gather feedback from attendees and share it with your agency. This can help refine future events.
Why Choose Bien Venue for free venue finding for executive assistants?
At Bien Venue, we specialise in helping EAs and PAs like you shine. With years of experience in venue sourcing and event management, we’re in it to make your life easier. Our team combines industry expertise with a personal touch, ensuring every detail is handled with care and professionalism.
We know that each event—and each assistant—is unique. That’s why we tailor our services to fit your needs. And from the initial venue search to the final guest check-in, we’re here to support you every step of the way.
Our team of Bien Venue experts can help you source, negotiate, and contract the perfect venue. Contact us today to start planning your business meetings and events!