Conference Venue Sourcing

Find the Right Room, Make the Right Impression

Big Ideas Deserve the Right Setting

Anyone who’s ever tried to bring a group together, be it a few dozen or a few hundred, knows that finding the right conference venue isn’t just about square footage and WiFi. It’s about energy, atmosphere, and the subtle details that help people connect, share ideas, and leave inspired. At Fernwood Events, we’re passionate about finding the spaces that set the stage for progress, creativity, and genuine collaboration.

Beyond Ballrooms and Name Badges

There’s no shortage of conference venues out there. But let’s be honest: not all of them are created equal. We’ve been to our share of soulless halls and echoing auditoriums, and we know how a space can shape the mood of an entire event. That’s why we go beyond the obvious, beyond beige carpeting and plastic water pitchers, to unearth venues with character, comfort, and a little spark.

Maybe your vision is a grand city-centre hotel, or maybe it’s a converted warehouse with exposed brick and natural light. Perhaps it’s a historic building that makes every session feel a bit more special, or a cutting-edge convention centre that’s all about high-tech efficiency. Our job is to listen, get a sense of your goals, and then scout the venues that match not just your numbers, but your ambition.

Your Brief, Brought to Life

Every conference starts with a purpose which is launching a product, sharing knowledge, building a network, or celebrating achievements. We take the time to get under the skin of your event. Who’s coming? What do you want them to remember? Are you aiming for wow-factor or keeping things under the radar? Is sustainability a deal breaker? Do you want breakouts in the garden, or a buzzing exhibition floor?

We’re not about one-size-fits-all. We’ll talk through the details, offer our honest advice, and bring you options that fit your vision (and your budget). We don’t push venues for the sake of it as we want the right fit, every time.

Insider Access and Honest Insights

Having spent years in the events world, we’ve built relationships with venues large and small. That means we can often open doors that aren’t on public listings, find dates that look “impossible,” and negotiate extras that make a difference; think early access for setup, flexible breakout spaces, or even custom catering for special diets.

But it’s not just about access. It’s about honesty. We’ll tell you if a venue looks great in photos but feels cramped in real life, or if the sound system is likely to cause headaches. We know the questions to ask (and the red flags to spot) so you don’t get caught out.

From Concept to Curtain Call

Once you’ve chosen your venue, we stay by your side. We’ll liaise with the on-site team, iron out the details, and keep a close watch on the timeline. Need a last-minute change of layout? We’re on it. AV hiccup on the day? We’ll be there, often with a back-up plan in our pocket.

We’ve supported everything from intimate leadership summits to multi-day international conferences, and we know how much the little things matter. Our aim? For you to walk in on conference day and feel a sense of calm, not chaos.

More Than Just Four Walls

A conference is more than just sessions and coffee breaks. It’s about atmosphere, experience, and the moments in between. We can help you source venues with outdoor terraces for fresh-air thinking, or with spaces for pop-up installations, live streams, and memorable after-hours socials.

Need help with delegate accommodation, dinner bookings, or even a bit of local flair? We’ve got contacts and ideas to spare. Want to build in a wellness break, or showcase local talent? Just say the word.

Transparent, Supportive, and On Your Side

We believe in clear communication, fair pricing, and being genuinely helpful. No hidden fees, no pushy sales pitch, no ghosting once the contract’s signed. You’ll have a dedicated contact who knows your event inside out, and who’s always just a phone call away.

Ready to Raise the Bar?

If you’re planning a conference, whether it’s for 40 or 400, in London, Lisbon, or beyond, let us help you find a venue that’s as ambitious as your agenda. We’ll bring the ideas, the contacts, and the energy. You bring the vision.