HR professionals are crucial in ensuring a smooth and successful employee workplace experience. Among your many responsibilities, from recruitment to retention and everything in between — organising onboarding, training sessions, team-building, or corporate off-sites can quickly become a logistical minefield.
With limited time and growing pressure, free venue finding for HR professionals and your employees can help save time and money and meet your employees’ expectations.
Here’s how a venue finding service can help you overcome common HR challenges:
Save time
As an HR professional, you have multiple competing priorities. But finding the right venue to meet capacity, amenities, location, accessibility, employee wellbeing, and budget needs involves hours of research, back-and-forth emails, and logistical planning.
So, let’s remove that extra pressure! An expert venue finding agency like Bien Venue simplifies the process by presenting you with shortlist of venues tailored to your specific requirements, often within hours. We handle the heavy lifting, from initial research to venue negotiation and coordination, leaving you with more time to focus on meeting employer legislation and employee needs.
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Kerry Edwards, Bien Venue Managing Director, says “Use the time saved to focus on the agenda, finalising guest speakers, and promoting the event to your employees. Or, let our event management experts support you here, too, and spend the time on higher priorities instead.”
Minimise risk
Planning an event involves a degree of risk. Unforeseen issues can derail your plans, from last-minute venue cancellations to technical failures or transport delays.
Experienced venue finders anticipate potential challenges and provide contingency plans to keep your event on track. With our industry connections and problem-solving expertise, we can handle crises with minimal disruption.
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Kerry Edwards, Bien Venue Managing Director, says “Ask your venue finding partner about their risk management processes and how they’ve handled past emergencies.
“Despite the best logistics, plans can go a bit off-piste and knowing that you are working with experts who plan contingencies can give you confidence that you’re working with the right company to take care of your people.”
Protecting your employees AND organisation
Using a venue finding agency to track and manage all company bookings at approved venues adds an extra layer of protection, helping to safeguard your people and your organisation.
We can help ensure venues comply with health and safety standards, have appropriate insurance, and meet the requirements of corporate duty of care. And, by centralising venue bookings through an agency, you gain oversight of where employees are meeting and reassurance that you can locate a booking on any day of the week.
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Kerry Edwards, Bien Venue Managing Director, says “By partnering with a venue finding agency, you maintain a robust audit trail of all bookings, demonstrating due diligence and compliance with organisational duty of care obligations. This is particularly important when considering the implications of the Corporate Manslaughter Act, which holds organisations accountable for serious failings that result in harm.”
Meet employee expectations
Employees today expect more from workplace events than the standard boardroom meeting. The right venue can elevate the experience, foster engagement, and reflect your organisation’s commitment to employee well-being and professional development.
Venue finding agencies have insider knowledge of hidden gems, innovative spaces, and trending locations. Whether it’s a wellness-focused retreat centre, a cutting-edge hybrid meeting space, or a unique venue that aligns with your company culture, they’ll help you find a space that resonates with your team.
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Sam Rourke, Bien Venue Client Services Manager, says “Always share your event goals with your venue finding partner to ensure the space they source can support collaboration, creativity, delivery bad news, or a sense of celebration—whatever your objectives.”
Stay within budget
Budget constraints can be a significant roadblock for HR professionals planning events. From training sessions to company celebrations, there’s constant pressure to maximise ROI while minimising costs.
Venue finding agencies leverage their relationships with venues to secure better rates, negotiate added-value elements, and uncover hidden costs like AV rentals, refreshments or parking fees upfront. We keep your event on budget while delivering exceptional value.
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Mark Dixon, Bien Venue Client Services Director, says “Be transparent about your budget from the start, including all potential expenses. A good agency like ours will help you find cost-effective solutions. And we never automatically max out or ‘aim’ for that budget – we use it as a guide and create value within it, without compromising your vision!”
Streamline supplier management
Events often require coordination with multiple suppliers—the venue, caterers, AV providers, transport companies, etc. Managing these relationships while handling other HR duties can be overwhelming.
Venue finding agencies streamline this process by acting as a single point of contact and managing all logistics on your behalf. Bien Venue also offers consolidated invoicing (more info on that on our Bien Venue event management services page!) to simplify your post-event admin and support your inter-departmental relationships with Procurement, Finance, etc.
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Sam Rourke, Bien Venue Client Services Manager, says “You can request a dedicated account manager to reduce miscommunication and ensure a smooth planning process. We don’t charge you for that dedicated contact support at Bien Venue. What’s more, our systems and processes mean there are always team contingencies to support you in the case of any expected or unplanned leave, etc.”
Increase employee engagement
HR events are critical touchpoints for employee engagement, whether celebrating achievements, promoting professional growth, or fostering teamwork. The right venue can set the tone for your event and reinforce your company’s values and priorities.
Venue finding agencies can recommend spaces designed to energise and inspire your team, from rooftop venues with city views to historic buildings with a “wow” factor.
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Kerry Edwards, Bien Venue Managing Director, says “Working with your company’s Internal Comms team can really help encourage employees to provide feedback on the venue and key goals of your event. We can support you with this – and this element of post-event research can work hard for you in refining future plans.”
Focus on strategy
Your role involves strategic thinking. In terms of events, this can mean aligning events with company objectives, internal communications, employee satisfaction, and organisational success. A venue finding agency lets you focus on the wider picture while we handle all the logistical details.
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Sam Rourke, Bien Venue Client Services Manager, says “Share your overall goals and KPIs with us so we can make sure every detail of the venue aligns with your event’s purpose.”
Why choose Bien Venue for free venue finding services?
With decades of experience in venue sourcing and event management, we make your life easier. Our tailored, no-cost venue finding services are designed to save time, reduce stress, and help you and your company’s teams deliver memorable events that engage and inspire. And we’re with you every step of the way.
Contact Bien Venue to get started!
Have you tried our free venue finding service?…
Bien Venue is a boutique creative agency that specialises in free UK venue finding. It’s not just workshops, training, conferences, or off-site meetings we manage and venue searches for. We also manage away days, residential training events, awards, roadshows, team building, and more. We also offer group accommodation management and event-specific bedroom allocations.