Venue Finding Service

A few years ago, one of our clients called us in a panic: their annual gala’s venue had cancelled unexpectedly, just ten days before the event. We not only found a stunning riverside replacement in under 48 hours, but also managed to transfer all bookings and suppliers, so guests barely noticed the changeover. We know first-hand how overwhelming planning can get, and with all the juggling logistics, budgets, timelines, and those moments when things don’t go to plan. That’s why at Fernwood Events, we go beyond checklists. We get to know you, your guests, and your goals, and we bring calm, creative solutions to every event, whether you’re planning a leadership retreat in the Alps, or a team incentive in Marrakech.

We specialise in global venue sourcing, whether you’re after a sunlit vineyard in Tuscany, a centuries-old castle in Scotland, or a high-tech conference centre in Tokyo. Last year, for example, we secured a boutique hotel in Barcelona for a tech conference that needed last-minute expansion, working directly with hotel management to reconfigure spaces. Our support goes much further: from managing suppliers and negotiating contracts, to keeping your budget on track and stepping in on event day when those inevitable curveballs appear. We sweat the small stuff so that you can focus on what matters most: your guests and your goals.

Our clients tell us they appreciate our industry connections for example the time we secured a Michelin-starred chef for a client’s gala dinner at short notice, or negotiated a block of rooms at a sold-out London hotel for a global sales summit. We’re happy to negotiate on your behalf and have a team who truly understands the chaos and magic of corporate events. You’ll save time, cut stress, and feel supported from first brainstorm to final toast.

Venue Selection – Global Venue Sourcing for Every Event

Every memorable event starts with the right venue. We begin with a conversation and not a checklist, so we can get to the heart of what you want to achieve. For one recent client, that meant finding a venue with a rooftop for a sunset welcome reception; for another, it was a countryside estate with space for team-building games and a late-night bonfire. By focusing on your priorities, we make sure our recommendations are truly tailored to you.

Our network spans boutique hotels in Rome, art-filled lofts in Berlin, luxury resorts in the Caribbean, and unique spaces like a converted warehouse in New York or a vineyard in Bordeaux. We’re always on the lookout for venues that feel special—like the family-run château we found for a leadership summit, complete with a private chef. If you can dream it, we’ll find it or offer something you hadn’t considered yet.

We don’t just rely on brochures or the internet, our team walks venues, checks the lighting, tests the WiFi, and chats with staff to get a real sense of the place. We’ll send you photos, honest notes (like if the conference room feels cramped or the garden is unexpectedly noisy), and even arrange FaceTime tours if you can’t make it in person. This way, you know exactly what to expect long before the day arrives.

We’ve built long-standing relationships with suppliers we trust, like our go-to AV team who 'once saved an awards night when the venue’s system failed', and a team-building facilitator who rallied a group of 200 with last-minute weather changes. We only recommend partners who’ve proven themselves in real-world situations, so every detail, from staging to entertainment—is in capable hands.

Comprehensive Event Support

Venue sourcing is just the beginning. Fernwood Events offers a full suite of event management services designed to support you throughout the entire planning process. Our team handles:

• Event logistics and coordination
• Contract negotiation and budget management
• Supplier sourcing and management
• Meeting and event planning
• Incentive travel planning
• On‑site event support
• Entertainment and team‑building activities

We’re obsessive about research and planning, double-checking every venue and contract. Our negotiation skills have saved clients money and, in one case, secured a complimentary wine tasting for an entire incentive group. We always look for ways to add value, not just cut costs.

Need a keynote speaker who makes people actually listen, or entertainment that guests remember long after the lights go down? We’ll coordinate it all, and you’ll always have one dedicated contact. When a client’s preferred band was unavailable, we sourced a fantastic local jazz trio at the last minute—just one example of how we keep things running smoothly behind the scenes.

Your Event Journey Starts Here

Working with Fernwood Events is straightforward, just tell us what you want to achieve, and we’ll take it from there. You’ll get a partner who listens, asks the right questions, and updates you at every step. Many clients say they love our creative ideas and calm approach, even when deadlines are tight or plans change at the last moment.

Whether it’s a global conference for hundreds or an intimate birthday dinner for ten, we bring the same energy and attention to detail. Clients have told us our events feel personal and memorable—because for us, every event is a reflection of your story, not just another date on the calendar.

Let us handle the details so you can focus on the experience. Your perfect event begins with the perfect venue, and we’re here to help you find it.