VENUFINDR

About Venufindr

Venufindr is a complimentary venue-finding service and part of asembl.group, a full-service event agency. Beyond sourcing venues, Venufindr provides clients with end-to-end support, including event management, AV, creative production, and hospitality.

“Our role isn’t just finding a venue,” explains Katherine West-Dargon, Head of Venues and Partnerships. “We look at the venue through the lens of an event manager, making sure it fits the client’s objectives, ROI, and guest experience.”

Their events range from high-end private dining to large-scale international conferences, incentives, and exhibitions, spanning the UK, Europe, and the US.

The Challenge: Scaling Global Venue Sourcing

Before implementing Cvent Supplier Network, Venufindr faced significant challenges with international RFPs.

“Getting responses from venues overseas was very time-consuming,” Katherine says. “We relied heavily on convention bureaus and manual outreach, which slowed down the booking process and increased administrative effort.”

As their clients increasingly booked venues abroad, the team needed a solution that could streamline global sourcing, speed up responses, and provide accurate venue data for large and complex events.

How Cvent Supplier Network Transformed the Process

Venufindr began using Cvent Supplier Network a year ago, and it has dramatically improved efficiency and accuracy:

• Time-saving and faster responses: CSN allows the team to send RFPs and receive proposals from global venues within 24 hours, supporting clients to make decisions quickly.
• Smart filtering: Venufindr uses filters for star ratings, venue type, capacity, and facilities to shortlist the most suitable venues instantly.
• AI-assisted RFPs: The AI tools in CSN help build professional RFPs automatically, including meeting spaces and floor plans, reducing time spent on admin.
• Comprehensive venue information: Floor plans, photos, and full specifications help clients visualise the space before visiting.
• Collaboration and multi-user access: Multiple team members and community partners can use the platform simultaneously, enhancing coordination across projects.

Day-to-Day Use

Cvent Supplier Network has become the first tool the Venufindr team opens each morning:

• Tracking active RFPs and client inquiries.
• Monitoring awarded and live opportunities.
• Leveraging industry insights from the CSN community and blog content.

Cvent also offers training and development. Katherine and her team ensure community partners and mentees in the Venufindr network stay up-to-date. 

Strengthening Venue Sourcing with CVBs

Alongside direct venue outreach, Convention and Visitors Bureaus (CVBs) play an important role in Venufindr’s sourcing strategy. Katherine is a strong advocate for including CVBs in the RFP process. 

“I’m the biggest fan of CVBs,” she explains. “They’re impartial, complimentary, and always willing to help.”

Using Cvent Supplier Network makes it easy to include CVBs alongside venues, giving Venufindr an added layer of confidence that options aren’t being overlooked. They might even throw in a few ‘wild card’ options that weren’t previously on your radar. 

Even for familiar destinations like London, Katherine ensures CVBs are included on RFPs to validate choices and broaden the shortlist. Their local insights complement Cvent’s technology, combining speed with expert, on-the-ground knowledge.

Results and Impact

In just over a year, Venufindr has:

• Processed 150–200 RFPs annually through the Cvent Supplier Network.
• Significantly reduced the manual workload.
• Delighted their clients with speedy venue proposals that fit their specific requirements.
• Enabled seamless collaboration with internal teams and community partners.

“Cvent has allowed us to expand our global reach while keeping the experience personal and high-touch,” Katherine says.