How to Write a Clear and Effective Venue Brief
Why a Strong Brief Matters
A clear brief means faster turnaround, better-suited venues, and fewer irrelevant options. Whether you’re an EA juggling multiple roles, or an event lead working to a tight deadline, the right brief saves time and energy for everyone involved.
1. Start with the Essentials
Include the must-haves:
- Date(s) and flexibility
- Location(s) and catchment
- Numbers — total, and any breakout/plenary needs
- Format — day meeting, residential, multi-day, etc.
- Layout – cabaret, classroom, theatre, boardroom
- Venue style — informal, formal, creative, professional
- Budget (if you know it)
- Accessibility or DEI needs
2. Include the Event Objectives
Are you trying to energise, reward, focus, impress, or align? A one-line goal helps filter venues to match. It also helps ensure that the space supports the tone of the day.
3. Highlight the Priorities
If sustainability, brand alignment, wow-factor, or practicality is most important — say so. That gives me a head start in recommending the right kind of options.
4 Mention Any Venues Already Being Explored
If you've already started speaking with a venue directly or have a space in mind let your venue sourcing partner know upfront. It helps avoid unnecessary duplication and gives us context to compare like-for-like options.
Likewise, if you've used a venue in the past, include a short note about that experience. Was it a hit or a miss? What worked or didn’t? This helps build on what's already been done or move away from spaces that no longer fit.
Being upfront doesn’t limit your options. It simply ensures the search is more focused, strategic, and reflective of your event history and preferences.
5. Think Practicalities and Priorities
What do you really need the venue to do? Think about the full guest and organiser journey.
· Will you need breakout rooms/spaces, overnight accommodation, or private catering space?
· Is storage, early access, or dedicated networking space essential?
· How will people arrive and move through the venue — is it easily reached by public transport, or is parking required?
All of these details can influence the options proposed but they don’t all need to be deal-breakers. Be clear on what’s essential versus what would be ideal. Some venues offer flexibility with the right negotiation, so identifying which logistics are fixed and which are adaptable will help shape a smarter shortlist.
6. Be Honest About the Decision Process
Are you recommending options to someone else? Are you seeking internal approval? Knowing this helps me shape the shortlist to support you. Whether that’s including variety, focusing on ‘safe bets’, or offering a compelling wildcard to win over stakeholders.
Final Thoughts
You don’t need to write an essay. A strong venue brief can be just a paragraph — as long as it’s clear, considered, and gives me something to work with.
If you’re not sure where to start, that’s completely normal. My job is to make it easy. Often, it begins with a simple question: “Tell me about your event.”
From there, I’ll help you shape a brief that does the hard work — so you don’t have to.
Ready to talk it through?
About Venue Path
Venue Path offers free, expert-led venue finding for corporate events across the UK and Europe. With over 20 years of experience in the hospitality and events industry, I help you find the right space — whether it's for a conference, retreat, incentive, away day, group accommodation or strategy session.
Every venue is carefully matched to your brief, budget, and company ethos, with options for sustainable sourcing, off-the-radar venues, and event management support if needed.