Venue Sourcing And Comparison Workbook
Compare candidate venues against agreed requirements, weighted criteria, commercial terms and a documented decision summary. This editable workbook supports sourcing and shortlist evaluation before selection. It is distinct from the venue site inspection workbook, which records observations during an on-site assessment; the comparison workbook helps decision-makers evaluate options consistently, but it does not provide legal, contractual or professional safety advice.
Browse event planning resources
- Format
- XLSX
- Difficulty
- Advanced
- Time
- 45 min
- Stage
- Plan → Build
- Audience
- Event organisers and Venue managers
What this resource helps you do
- Capture the essential venue sourcing and comparison workbook inputs in one place
- Hand off a consistent template across event planning owners
- Reduce last-minute gaps before the plan milestone
- Track statuses, owners, and follow-ups across the full planning cycle
- Export a shareable view for stakeholders and suppliers
When to use this resource
- After event requirements and dates are known
- While requesting and comparing venue proposals
- Before a preferred venue recommendation is approved
What is included
- venue-sourcing-and-comparison-workbook.xlsx
- XLSX download package
- Instructions: Guidance for consistent venue evaluation.
- Event Setup: Event context and sourcing parameters.
- Requirements: Agreed venue needs and priorities.
- Venue Shortlist: Candidate venues under consideration.
- Weighted Evaluation: Comparison against weighted criteria.
- Commercial Terms: Commercial and contract information for comparison.
- Decision Summary: Documented recommendation and decision rationale.
Information required before starting
- Capacity, location and operational requirements
- Candidate venue information
- Commercial terms and agreed scoring weights
What you produce
- Requirements baseline
- Venue shortlist and weighted evaluation
- Commercial comparison and decision summary
Who this is for
This resource is designed for Event organisers and Venue managers who need a practical, reusable document for event planning.
event organiser
Coordinates requirements and presents the venue recommendation.
operations manager
Tests candidate suitability against delivery requirements.
Event-type use cases
conference
Compares room capacity, delegate flow and commercial terms.
venue event
Creates a documented selection record for competing spaces.
How to use this resource
- 1
Set venue requirements
Define capacity, operational and commercial needs before scoring candidates.
- 2
Build the Venue Shortlist
Enter comparable facts for each candidate under active consideration.
- 3
Apply the Weighted Evaluation
Score venues against agreed priorities rather than changing criteria to fit a favourite.
- 4
Compare Commercial Terms
Record relevant proposal and contract information for decision review.
- 5
Document the recommendation
Use the Decision Summary to record the rationale and approval outcome.
Common mistakes to avoid
- Scoring before requirements are agreed — Freeze material criteria and weights before evaluating candidates.
- Treating desk research as an inspection — Use the site inspection workbook for on-site observations and follow-up actions.
Download files
Unlock this resource above to download every included file. Companion files do not need a separate form.
Venue sourcing and comparison workbook — editable XLSX
Editable workbook with requirements, shortlist, weighted evaluation, commercial terms and decision summary sheets for candidate comparison.
When to choose it: Use during venue sourcing to build a consistent recommendation across shortlisted options.
Take this workflow into EventSuite
Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.
Frequently asked questions
Frequently Asked Questions
Should venue visits happen before final selection?+
Usually yes for material candidates; record on-site findings in the separate inspection workbook.
Does the weighted score make the final decision automatically?+
No. It structures comparison, while decision-makers still review evidence, risks and commercial context.
Is this professional safety advice?+
No. Qualified specialists remain responsible for safety, legal and technical assessment.
When should scoring weights be agreed?+
Agree criteria and weights before reviewing bids or visits. If they change, record why and reapply the comparison consistently.