How Executive Assistants Can Save Time Using a Complimentary Venue Sourcing Service
- li+me Gatherings
- Apr 9
- 4 min read
In many organizations, Executive Assistants (EA's) are the ones behind the scenes making everything happen - including meetings, offsites, and corporate retreats.
And while planning an event can be exciting, one part of the process often takes more time than expected:
Finding the right venue.
Between researching options, reaching out to hotels, comparing proposals, and coordinating details, venue sourcing can quickly turn into a full-time project - on top of everything else already on your plate.
The good news? It doesn’t have to be.
Why Venue Sourcing Takes So Much Time
On the surface, finding a venue sounds simple. In reality, it involves much more than a quick search.
Most venue sourcing includes:
researching locations and properties
submitting RFPs (requests for proposals)
reviewing availability and pricing
comparing multiple hotel options
navigating contracts and concessions
coordinating communication with each property
And most of this happens before a single decision is made.
It’s not unusual for this phase alone to take days, weeks, and in most cases, months of back-and-forth.
What Is a Complimentary Venue Sourcing Service?
DEFINITION
A complimentary venue sourcing service is exactly what it sounds like: support in finding and securing the right venue, at no cost to you.
BENEFITS
A sourcing partner (like li+me Gatherings) works with you and on your behalf to:
explore key destinations that align with your event goals
identify the best-fit properties
communicate directly with hotels
gather and organize proposals
present clear, curated options
And here’s the part many people don’t realize:
The service is COMPLIMENTARY because hotels pay a commission, not the client.
So you get expert support, without adding to your budget.
Frequently Asked Question
Does using a Sourcing Partner increase my room rates or overall costs?
No, it doesn't.
Working with a sourcing partner does not increase your room rates or overall hotel costs. Hotels build commission into their existing sales and marketing budgets, not into your specific room rate. Your pricing is based on factors like timing, availability, and group size - not whether you use a third party.
In many cases, we’re actually able to secure more competitive rates and concessions because of the volume of business we bring and the relationships we have with hotel partners. Learn more about how Meg of li+me Gatherings uses her relationships with hotel partners.
So you’re getting:
better pricing
access to li+me Gatherings large buying power
plus additional support and advocacy throughout the process
all at no additional cost to you!
What Support Actually Looks Like
Working with a sourcing partner isn’t about handing off control; it’s about having the right support behind you.
Here’s what that typically includes:
a curated list of venues aligned with your goals
access to industry relationships and insights
side-by-side comparison of proposals
negotiation on your behalf to secure the best rates, valuable concessions, and contract terms that protect your organization
coordination of site visits
Instead of sorting through dozens of options, you’re reviewing a thoughtful shortlist that already meets your criteria, along with an expert recommendation based on your event’s needs.
Where Executive Assistants Save the Most Time (and Cost)
This is where the impact is felt immediately.
With a sourcing partner, you can avoid:
✔ reaching out to dozens of hotels individually
✔ chasing responses and follow-ups
✔ building complex comparison spreadsheets
✔ navigating contracts on your own
For many Executive Assistants, this alone can save weeks, if not months, of work.
There’s also a meaningful cost benefit.
Because of established partnerships and
, sourcing partners can often secure preferred rates, added concessions, and overall savings, often saving companies thousands of dollars compared to booking independently.
And just as important, it reduces the mental load of managing all the moving pieces.
What Clients Say about li+me Gatherings
“If you’re not using a third-party sourcing partner like li+me Gatherings, you should be. Having support to submit RFPs and negotiate on our behalf saved me a significant amount of time, and the collaboration made the process so much easier.”
“I appreciated being encouraged to visit multiple options. Both venues ended up being strong contenders for our multi-day event, and seeing them in person made all the difference.”
This is exactly the kind of support that can shift the entire process from time-consuming to streamlined.
When It Makes Sense to Use a Sourcing Partner
Not every meeting requires outside support, but there are certain situations where it makes a big difference.
At li+me Gatherings, we typically support groups of 10 or more, especially when the program includes accommodations or multiple moving parts.
It’s particularly helpful for:
multi-day retreats or offsites
programs with overnight accommodations
larger groups
new or unfamiliar destinations
tight timelines
In these cases, having a partner who understands the landscape can streamline the entire process.
What Venue Sourcing Does (and Doesn’t) Do
One of the biggest misconceptions is that venue sourcing = full event planning.
It doesn’t.
Venue sourcing focuses specifically on:
Finding and securing the right location
Securing cost savings and concessions that are the right fit for your program
Negotiating contract terms for your benefit in executing your event
From there, you can decide what level of additional support you need.
Some teams handle planning internally.
Others choose to bring in support for logistics, design, or onsite execution.
The key is flexibility - you can use what you need, when you need it.
Why This Works Especially Well for Executive Assistants
Executive Assistants are often balancing multiple priorities at once, and time is one of the most valuable resources.
A sourcing partner helps by:
protecting your time
simplifying decision-making
providing expert guidance when needed
reducing the back-and-forth
You’re still leading the process, just with the right support in place.
And that often means less stress, clearer options, and more confidence in the final decision.
What This Looks Like in Practice
Imagine being tasked with finding a location for a team retreat.
You have a general idea of location and budget, but limited time to research, compare, and coordinate.
Instead of starting from scratch, you’re presented with a shortlist of vetted options, complete with availability, pricing, and key details.
Site visits are coordinated.
Questions are streamlined.
Decisions feel clearer.
What could take weeks is condensed into a much more manageable process.
Thinking About Your Next Meeting or Retreat?
If you’re starting to explore venues and want to save time while making confident decisions, it may be worth bringing in the right support early.
Connect with li+me Gatherings so we can collaborate to bring your vision to life in a way that feels right for you.
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