eventruVENUE SOURCING & RFPs
Stop comparing venues in a spreadsheet you rebuilt by hand
Sourcing a venue means asking a dozen properties the same questions and getting a dozen different answers back — some in a PDF, some in the body of an email, one as a photo of a printout. eventru sends every venue the same branded form and brings the answers back as structured costs you can actually line up.
| Thrale Manor | The Wrenley | Halden House | |
|---|---|---|---|
| Availability | ✓ | ✓ | ✓ |
| Holding status | First Option | Second Option | Provisional |
| Held until | 14 Nov | 9 Nov | — |
| Site visit | Visited | — | Booked |
| Total cost | £48,500 | £54,200 | £41,900 |
The problem
The problem isn't finding venues. It's making the answers comparable.
Every agency has a way of doing this, and every one of them ends in a spreadsheet somebody retyped. The cost isn't the typing — it's that the moment a venue revises a quote, the spreadsheet is wrong and nobody knows which version the client saw.
One RFP form, sent to every venue in your shortlist
Build the brief once (dates, numbers, the agenda with room setups, A/V and accommodation) and issue it as a branded form. Venues respond in their browser with no login and no account to create, so you are not chasing people through a sign-up flow to get a price.
- Your branding on the form the venue sees, not ours
- No account for the venue: the link is the credential
- Resend without rebuilding the brief
Your RFP response
Every venue's answer, side by side
Replies come back as structured costs, with the venue's hold status and the date it's held until. Each option's availability, hold, site visit and total cost sit next to each other, and the client's proposal compares them converted into the event's currency.
- Hold status and held-until date on every option
- eventru reminds you a week, a day and on the day before a hold lapses
- Site visits logged against the option and the venue
| Thrale Manor | The Wrenley | Halden House | |
|---|---|---|---|
| Availability | ✓ | ✓ | ✓ |
| Holding status | First Option | Second Option | Provisional |
| Held until | 14 Nov | 9 Nov | — |
| Site visit | Visited | — | Booked |
| Total cost | £48,500 | £54,200 | £41,900 |
Your venue knowledge stays with you
eventru is not a venue directory. It keeps your own venue list, your rep contacts, every reply and every site visit, so what you learned about a venue is there the next time you brief it.
- Venue records with meeting spaces, bedrooms and contacts
- Rep company portfolios
- Site visits with notes and photos
Your venue list
The shortlist becomes the proposal
When the client is ready to see options, the shortlist flows straight into a versioned proposal on a private link. Nothing is retyped, so nothing is retyped wrong.
- No re-keying between sourcing and proposal
- Client sees a link, not an attachment
- Versioned, so you know which one they read
Questions
About venue sourcing & rfps
Do venues need an account to respond to an RFP?
No. The RFP goes out as a branded form on a link, and the link is the credential. A venue can respond in their browser without creating anything.
Can I compare venue quotes side by side?
Yes. Each venue's availability, hold status, held-until date and total cost line up next to each other, and the proposal you send the client compares the options in one currency.
Does this replace our venue finding agency?
No — it replaces the spreadsheet. If you source venues yourself, this is the tooling for it. If you use a venue finder, their responses still land somewhere you can compare them against direct quotes.
Keep reading
Related
Client proposals
A versioned proposal on a private link the client can confirm.
Jobs board, pipeline & CRM
Every enquiry on one board, with the next step and who owns it.
Agenda & run of show
Timed cues, presenters, A/V and mic planning, called live.
Guide: How to write a venue RFP
What to put in it so the answers come back comparable.
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