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Eventopedia helps find venues in locations all over the World. We are currently covering 50 destinations that are mainly cities in the US, EMEA and APAC. We are constantly adding unique and hotel venues in new destinations. If you would like to suggest a destination, please email venues@eventopedia.com
Adding venue information requires data gather from various sources. Not all venues have a comprehensive website with all the information that moist event planners require. We try and request information from venues and it is free for a venue to add their venue data using the venue portal access available to registered users. We do offer a paid service to help upload information for venues when they request this or subscribe to a paid lead generation & marketing package.
How do I contact a venue?
Event planners like to contact venues is ever changing ways. There has been a big shift from using the telephone to email and even instant messenger apps. We don't want to restrict our community to a certain method so we offer a variety of communication channels. The easiest is via the Contact the Venue button if you are logged in as a Registered User. This way the user's details are completed automatically to save time. At present you don't have to be a registered user and you can send a quick enquiry. Remember to add as much information as you can so that the venue sales team can reply quickly and accurately. If you reveal the Phone Number then you can easily connect via the phone and the numbers are hyper linked from your mobile device to make it easy on a mobile. There is also a link to the venue's event page on their website where there maybe a bit more detailed information or a request for proposal form that some venues insist on enquiries coming through.
Venues are usually inundated with enquiries from a variety of sources. From venue feedback and our extensive experience running venues, we know a lot of enquiries are in appropriate for that venue, but the sales teams need to respond to each and every enquiry. This means that enquiries are not responded to as quickly as the event planner would like. We try and help this process by delivering the enquiry direct to the appropriate team member at the venue and we chase up enquiries if we don’t see a response. It is reasonable to expect to wait 24hrs for a detailed response from venues. If you are looking for availability information, then we suggest you call the venue directly using the telephone number of the venue page.
Should you want to contact the hotel group sales teams then email us and we can direct you the most appropriate sales contact. hotels@eventopedia.com
Eventopedia is here to help event planners in various ways using our extensive database plus our combined decades of experience planning events all over the World. If you would like some advise on a particular issue or want some help with managing your event we offer the ask an expert service. Once the question is received we will answer the question or direct you to a resource as soon as possible. Please allow 24hrs for a response. askcommittee@eventopedia.com
We know venues are not the only aspect that event planners are looking for. Finding appropriate and trusted suppliers in locations that you are unfamiliar is not easy and we are trying to address this by adding trusted suppliers from the Community to the supplier database. Suppliers can apply to be included in the supplier’s database and our team with vet them as much as possible. We will try and help curate reviews from genuine clients of the suppliers so that we have live experiences to share with the community.
Eventopedia can guide you to the best resources to solve your query. Either through the supplier finder or using the ask an expert feature on the Community page.
What type of companies use Eventopedia and is it good for private event planners?
Event planners always have a variety of job roles and experience whilst also crossing the private and company divide. Eventopedia has been designed to help all levels of experience. The more professional planners work for a variety of companies including event agencies, large corporates, PR companies or SMEs. Many venues work well for corporate and private events so we have tried to take the key data points of a venue to help define the search results.
We are adding functionality to the platform all the time and being able to save your searches and favourite venues is currently under development. Please be patient and we will update you on these feature deployments.
Eventopedia sees a variety of venues being booked by the community and we don’t want to force a particular venue style on our users. We therefore include all venue types with the database and allow the comprehensive filter system to refine the search down to what the user is looking for. Many event planners need inspiration for venues and don’t have a particular style in mind when running a search. We hope Eventopedia can inspire and guide the user and their team to help find the most appropriate venue for their event.
If you want to review a venue you need to be a registered user giving basic information about who you are and what the venue was used for. Reviews on Eventopedia are designed to help event planners to utilise a venue in the best way and are not a forum to complain about minor issues with the venue operations team. If there are genuine issues resulting from the operation of an event, it is best to try and resolve this with the venue before posting a review on Eventopedia. We find most venues are really trying hard to please their clients, but sometimes issues do arise and deserve to be shared to help the venue improve for the next event. Anonymous reviews are allowed but we usually ask why it needs to anonymous before publishing it. Please contact the team reviews@eventopedia.com
Moving an event from one venue to a new one can be a very exciting experience that helps keep the event fresh and encourages delegate attendance. It can also add extra work and operational challenges. When looking to host an event at a new venue, always ask if similar events have been hosted and ask for contacts from the client so that they can help you in the operational process. Reviews are designed to help this by showing the types of events that a venue hosts but we are growing the number of reviews and we don’t cover every venue.
Venues charge clients in a variety of ways which makes comparing venue pricing so difficult. Eventopedia does not display pricing for this reason as the price of venue hire or catering will change dramatically depending on a variety of factors. If venues allow you to bring your own drinks for the event catering, then they may charge a fee for the service of the drinks and other operation costs involved. Venues usually charge on a per bottle price that reflects what the gross margin is on their own house wines.
The Day Delegate Rate at a venue is often quoted as a package price per person so that the user knows an exact price they are committed to. This is usually used for conferences and will include venue hire, staffing, coffee breaks, lunch, basic audio visual and other extras. The contract will usually set a minimum number of delegates that must be paid for even if less delegates actually turn up. This helps the venues plan their operations and manage their costs.
Eventopedia aims to deliver the most appropriate venues for the search query free from advertising or promotion. The results appear in a list according to the minimum distance from the location specified. You can change the list results to reflect the average rating that they have received from the reviews posted. This mean that the best venues appear at the top of the results making it a truly democratic platform.
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