01
Desk research in a city you don't know
Your client needs venues in a new market by the end of the week. Your senior producers lose days on searches and cold emails, and as a one-time buyer, venues have little reason to prioritise you.
Venue sourcing, subscribed. For event professionals.
One venue sourcing partner for your global events
When a brief lands with a region and a headcount, send it to us. Three costed venue options in 24 hours in our core cities, a clear timeline everywhere else, and all of it delivered under your brand.
- 24hShortlists in core cities
- 50+Cities in our network
- 1,500+Events delivered
- 8,000+Curated venues
Venues sourced for global teams at
The problem
Venue sourcing is the bottleneck at the start of every project
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Costs that appear after the contract
Service charges, power at consumption, mandatory union crews or exclusive in-house suppliers. When they surface in show week, the budget is already signed off and there is nothing left to negotiate.
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You ask for a warehouse, you get a ballroom
Most sourcing partners default to hotels and conference centres. Finding industrial, unexpected spaces takes local knowledge that a database search doesn't give you.
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Headcount isn't floor space
400 guests in a plenary, then breakouts, then a reflection session needs several spaces that each hold everyone. A venue "for 400" often doesn't work once you map the programme.
Global coverage
Strongest where it's hardest to find local help
Our core network covers Europe, Southeast Asia, the Middle East and the main Latin American hubs. Beyond that, including North America, we work through our partner network on a 5 working day turnaround.
- Amsterdam
- Barcelona
- Brussels
- Cannes
- Lisbon
- London
- Madrid
- Milan
- Monaco
- Paris
- Rome
- Bangkok
- Hong Kong
- Kuala Lumpur
- Seoul
- Singapore
- Tokyo
- Dubai
- Abu Dhabi
- Istanbul
- Bogotá
- Buenos Aires
- Mexico City
- São Paulo
- + 27 more
How it works
From brief to signed venue, on repeat
It starts with an agreed response plan. Before your first brief, we set up a brief template and a turnaround per region together, so the moment a request lands you can tell your client when to expect options.
Send us a brief- 01
Send the brief
Region, headcount, programme format, build and live days. Your specialist confirms which turnaround applies the same working day, and flags straight away if the region or dates are tricky.
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Early read, then local checks
Our operational data gives you an early read on style and cost range while local contacts confirm availability, space details and pricing, even across time zones.
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A costed shortlist
Three or more options from low to premium, often with a wildcard. Each has photos, space and capacity details, indicative costs with assumptions listed, local risks and the venue's usual payment terms. In your template.
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Book it yourself, or let us contract
The shortlist gives you what you need to proceed directly. Or we take it from there: site visit, negotiation, contract as principal and payment in local currency, for a sourcing fee stated before anything is signed.
Venue sourcing packages
Choose your level
Show prices with or without sourcing fee
No commitment
Pay per brief, no commitment
Per brief
€750/brief
- Dedicated venue specialist
- 24h turnaround in core cities
- 3+ venue options, low to premium
- Indicative pricing
- Venue details to proceed directly
Venue Sourcing Packages*
Up to 6 briefs a year
Foundation
€240/mo20% discount
- Everything in Per brief, plus:
- Dedicated venue specialist
- 24hr in core cities, 3 days elsewhere
- Costs with assumptions listed
- Local risk flags
- White-label shortlists
- No brief fee
Up to 15 briefs a year
Partner
Most popular€360/mo40% discount
- Everything in Foundation, plus:
- Site visit organisation
- Saved brief template
- Indicative costs for core extras (AV, furniture)
- Priority on overlapping briefs
15+ briefs a year
Enterprise
Custom
- Everything in Partner, plus:
- Dedicated sourcing team
- Turnaround plan per region
- Saved templates per end client
- Local production support on request
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Need production support in a region as well? Ask about our production packages.
*Packages run on a 6-month minimum (pro-rata: 3 briefs per 6 months on Foundation, 7–8 on Partner). Turnaround starts from a complete brief, in working days. A change of city within the same project counts as one brief. The sourcing fee applies only when we contract the venue. The Per brief fee is non-refundable and credited against the sourcing fee when we do. First-time customer monthly discounts apply to your first subscription term.
Who this is for
The right fit for your team
Our sourcing packages are built for event agencies and in-house corporate event teams delivering across borders.
You're a great fit if…
You're an event professional — agency or in-house — who gets venue briefs in markets where you have no local network.
Your briefs arrive project by project, with little warning and no fixed roadmap.
You need venue options and indicative costs fast, so your client can sell in a location.
You want industrial, warehouse and other unexpected spaces, not another hotel ballroom.
You want cost assumptions and local risks on the table before the budget goes to your client.
Need production support in a new region too?
We can add AV, furniture and local crew through the same partnership.
We can add AV, furniture and local crew through the same partnership.What clients say
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★★★★★6 months ago
We worked with Matilde at Eventflare to plan our global company meeting in Lisbon for ~150 people, and she was absolutely amazing. She listened to our needs and communicated with venues and vendors and honestly made our lives so much easier.…
Hastee Delafraz MargesonGoogle review
★★★★★11 months ago
We worked with Eventflare on our recent board dinner in Seoul, Korea. Alia Gamal was absolutely fantastic from start to finish, nothing was too much of an ask and she was so unbelievably helpful, we couldn't believe our luck when she found us the most amazing venue and handled all of the arrangements for us.…
Savannah PulestonGoogle review
★★★★★a year ago
We worked with Eventflare for a company trip to Mexico City. We didn't have a ton of time to plan and were overwhelmed with all the other details of the week; we finally got connected to Maia and she was able to put together a wonderful cocktail hour and dinner for 70 people in a beautiful event space. Would highly recommend Maia and Eventflare to others for corporate events!
Peter HerbstGoogle review
★★★★★a year ago
We worked with Eventflare on our company trip to Lisbon (4 days) for over 150 people, and it was nothing short of amazing. From start to finish, the experience was smooth, personal, and unforgettable.…
Milena WalsøeGoogle review
★★★★★10 months ago
Searching for a venue for a corporate event in a country you don’t live in can be complicated, but not when you collaborate with Eventflare. After submitting my request through the platform, their team member Alia reached out for an introductory call.…
Theoni PapachristouGoogle review
★★★★★a year ago
Everything was absolutely perfect — the communication with Josefina was seamless from start to finish. She helped us find the ideal venue, and the place itself was amazing — the crew was incredible, and the space absolutely gorgeous.…
Nicolas Rondeau LapierreGoogle review
Why Eventflare
The Eventflare sourcing edge
One standard of sourcing in every city, and honest timelines when a market needs longer.
A dedicated sourcing specialist
One go-to person who knows your team, your client's style and your templates, with the wider Eventflare team behind them on bigger projects.
A response plan you can promise
24 hours in our core cities, 5 working days in less-known regions, agreed with you upfront so you can set expectations with your client from the first call.
Indicative costs, assumptions listed
Hire, known service charges and taxes, plus every assumption: power at consumption, build days, overtime. You see what could move before your client does.
Local risks flagged early
Union or in-house supplier rules, vehicle and noise curfews, peak-season clashes. We tell you when a venue carries cost uncertainty, and when to plan a backup.
Programme-fit, not headline capacity
We check that every part of your programme fits: plenary, breakouts and reflection spaces for the full group, plus build and rehearsal days.
Unconventional spaces
Warehouses, industrial sites, museums, convents, boats. Options from low to premium, often with a wildcard you didn't ask for but your client will love.
White-label by default
Shortlists in your branded template, ready to send to your client. We can join client calls as part of your team.
Optional: one supplier, one pay chain
Want us to contract? Set us up once. We contract venues as principal, handle the legal admin, local currencies and payment rules, and coordinate all venue-related spend.
Questions, answered
Do we need to commit to a pipeline or roadmap?
No. Packages are sized by how many briefs you expect in a year, not by a schedule. Briefs come in whenever your clients need them, and your specialist and turnaround are ready when they do.
Is the indicative cost the final cost?
No, and we won't pretend it is. It's an estimate based on your brief and our data, with known service charges and taxes included and every assumption listed. Where a venue carries real cost uncertainty, for example union labour or charges at consumption, we flag it and can suggest alternatives. Final costs are confirmed in the venue contract, before you or your client commit.
Do we have to book the venue through you?
No. Every shortlist includes what you need to contract the venue yourselves, and your subscription or brief fee covers that work. If you'd rather hand it over, we contract the venue for the sourcing fee.
How does contracting and payment work?
If you choose contracting, you set Eventflare up once as a supplier. We contract the venue as principal, handle the legal and contract admin, pay the venue in local currency, and coordinate all venue-related spend through to the event. You pay us. Many venues ask for 100% upfront to lock the date. We show each venue's usual terms on the shortlist and negotiate staged payments where our relationship allows.
What does the sourcing fee cover, and how is it calculated?
It applies only when you ask us to contract the venue, and covers negotiation, contracting as principal, legal and contract admin, payments and coordination of all venue-related spend. It's a percentage of the venue spend we contract: 15% per brief, 12% on Foundation and 10% on Partner, with Enterprise lower still. It is stated before anything is signed.
How does the Per brief fee work?
Without a package, each brief starts with a non-refundable €750 brief fee that covers the shortlist. If you then ask us to contract the venue, the full €750 is credited against your sourcing fee, so you only pay it once. If you book directly or the project doesn't go ahead, the brief fee covers the work done.
Do you provide floorplans?
Where the venue has them, yes. Many unconventional spaces don't, so instead we share dimensions, capacities per space, photos and layout notes, and can arrange a site visit to measure up.
What if the client changes region halfway?
It happens. A change of city or country within the same project counts as one brief. The turnaround restarts from the new brief.
Can you do a brief in two hours?
Not a verified shortlist. What we can do quickly is an early read from our data: style, likely cost range and whether the dates or region are a problem. That keeps your client conversation moving while local checks run.
Will you ever contact our clients?
Not unless you ask us to. We work white-label. If you'd like us on a client call, we join as part of your team.
Is there a minimum commitment?
Packages run on a six-month minimum. The Per brief option has no commitment, just a non-refundable brief fee that is credited if you book, so you can test us on a live brief first.
Send us your next brief
Tell us the region, headcount and format. We'll confirm the turnaround the same working day and set you up as a partner before the next one lands.
Talk to our team