Event venue selection recommendation
The visits are done and the committee wants to know which venue to book, and why.
The short answer
A venue recommendation states the preferred venue, the mandatory requirements it has evidence for, the ones still unconfirmed, the trade-offs against the alternative and the decision you are asking for.
Write it from the evidence log, not from impressions. A venue with an unconfirmed mandatory requirement is recommended conditionally, and the condition is stated.
Start from the evidence, then the preference
Check each mandatory requirement against the site-visit evidence log and the written replies. Mark each as met with evidence, not met, or unconfirmed.
Only after that, bring in weighted preferences such as atmosphere, location convenience or price. A pleasant venue that fails a mandatory requirement is not a lower-scoring option; it is excluded unless the requirement changes.
What the recommendation should contain
| Section | What to write | Common gap |
|---|---|---|
| Decision requested | What you want the committee to approve, and by when. | Presenting information without a decision. |
| Event needs | The mandatory requirements and the programme they come from. | Listing the venue's features instead of your needs. |
| Evidence by requirement | For each mandatory item: met, not met or unconfirmed, with where the evidence is. | Treating verbal reassurance as confirmation. |
| Trade-offs | What is gained and given up by choosing this venue over the alternative. | Hiding the weaker points. |
| Open risks | Items still unconfirmed, who will confirm them and by when. | Leaving out conditions. |
| Cost position | Quotes received, what each includes, and what is not yet quoted. | Comparing quotes that cover different things. |
| Next steps | What happens after approval, including contract review by the right people. | No owner for the contract and written confirmations. |
Who needs to sign off
Name the decision owners from your project brief, usually the committee chair and finance. The contract itself should be reviewed by whoever your organisation uses for that, and the recommendation does not replace that review.
If the approval route requires several committees, give each one the same single page so they decide on the same evidence.
Steps to a recommendation people can act on
- Complete the requirements-versus-evidence table for each venue.
- Remove venues with a not-met mandatory requirement from the recommendation, and state why.
- Compare the qualified venues on trade-offs and cost, using the shortlist matrix.
- State the conditions attached to your preferred venue and who will close them.
- Send a one-page memo with the evidence log attached.
Worked example · Fictional example
A conditional recommendation
Fictional organisation and figures, for illustration only.
A fictional professional body compares two venues for a one-day member conference. Venue A meets every mandatory requirement with written evidence. Venue B has a better location but has not confirmed the prayer space or loading route.
The memo recommends Venue A. It records that Venue B was not excluded for location but for two unconfirmed mandatory items, which would need written confirmation by a set date for it to be reconsidered. The committee approves Venue A subject to contract review by the treasurer.
Use this yourself
Venue recommendation memo template
Copy this into a one-page document and attach the evidence log.
- Decision requested and approval date needed:
- Event summary and the mandatory requirements:
- Preferred venue and the reasons in two or three sentences:
- Mandatory requirements: met with evidence / not met / unconfirmed, with a reference to the evidence for each:
- Alternative venue or venues and why they are not preferred:
- Trade-offs of the preferred choice:
- Open risks and conditions, each with an owner and a closing date:
- Quotes received, what each includes, what is not yet quoted:
- Contract review: who, and by when:
- Next steps after approval:
Handle it in-house, or bring in help?
Your team can usually handle this when
- You have two or three venues with a complete evidence log.
- The committee is familiar with the event and only needs a clear summary.
- The contract review is covered by your usual route.
Outside planning help earns its fee when
- Evidence is incomplete or in conflict across venues.
- Several stakeholders hold different views and need a neutral summary.
- The decision involves procurement rules that call for a documented comparison.
Want a recommendation your committee can act on?
An Event Blueprint can include the venue requirements, the evidence structure and a recommendation template for your committee. A project lead can prepare the comparison from your evidence and put the open items in front of the decision owners. The choice of venue and the contract stay with your organisation.
Questions organisers ask
Should the recommendation rank venues?
Rank only venues that meet every mandatory requirement with evidence. Show weaker venues with the reason they were excluded, and keep unconfirmed items visible.
Can I recommend a venue with unconfirmed items?
Yes, as a conditional recommendation that names each condition, who closes it and by when. Do not present it as fully confirmed.
Who reviews the contract?
Whoever your organisation normally uses for contracts. The recommendation records that review as a next step and does not replace it.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.