Sending a sharp brief is the fastest way to get accurate quotes, solid date holds, and fewer surprises. In London—where late licences vary by borough, heritage rules limit rigging, and peak dates book early—a clear one-pager can save days of back-and-forth. Use this guide to brief smarter and compare venues like-for-like.

What venues need to quote fast

Hit these points and you’ll usually get pricing, floorplans, and availability back in one go.

• Event basics: name, type, objectives, success metrics

• Dates & times: primary + backup dates, live hours, rehearsal/access needs

• Headcount & layouts: main room (theatre/cabaret/banquet/standing), breakouts, expo sqm

• Budget (ex VAT): venue / F&B / AV / other

• AV & hybrid: dedicated wired uplink target, screens/LED, mic plot, recording/streaming

• Catering: service style (plated/buffet/bowl/canapés), tasting date, dietary requirements

• Accessibility: step-free routes, accessible WCs, hearing support, quiet/faith room

• Sustainability: renewable power evidence, waste streams, refill points, plant-forward menus

• Branding: projection surfaces, vinyl-safe areas, digital signage, exterior options

• Logistics: load-in route, earliest access, overnight storage, crew parking

• Contracts: payment schedule, attrition/cancellation, force majeure, insurance

• Decision timeline: approvers and the date you must lock

London-specific watch-outs (so you don’t learn the hard way)

• Licensing & curfews: Late licences and amplified-sound cut-offs vary by borough/venue—confirm in writing.

• Listed buildings: Fixings, open flames, confetti, and rigging are often restricted; get drawings early.

• Access & neighbours: Loading windows, Congestion Charge/ULEZ, and noise management can affect build times/costs.

• Seasonality: Summer and Nov–Dec book first and cost more—secure holds early.

• House policies: Some venues prefer in-house AV/catering; clarify buy-out fees and power/rigging availability.

Follow-up timeline (mini playbook)

• Day 0: Send one-pager → request provisional holds on dates

• Day 1–2: Receive costs/floorplans; run virtual walk-throughs; rule out non-fits

• Day 3–5: Shortlist 2 + 1 wildcard; negotiate inclusions; move front-runner to contract

Pro tips (quick wins)

• Ask for a dedicated wired uplink (not “best-effort” Wi-Fi) and put it in the contract.

• Request renewable power evidence and waste weights by stream post-event for reporting.

• Lock a tasting date and rehearsal window when you place the hold—calendars fill fast.

• Keep quotes ex VAT for clean comparisons.

Ready to shortcut the search?

Send us your one-page enquiry and we’ll return 3–6 on-brief London venues within 24–48 hours—with pricing, floorplans and dates on hold—so you can brief stakeholders and book with confidence.