AI & Automation in Venue Sourcing – Enhancing, Not Replacing, the Human Touch

By Scott Ford, Managing Director, EDGE Venues

Long gone are the days of days of trawling through directories, collecting fliers and out of date brochures from events and tourist boards to find that new venues gem for clients. Technology has transformed the way event planners source venues. AI-powered search tools have revolutionised event planning, making the process faster, smarter, and more efficient. But as we embrace automation, the conversion in the industry turns to one key question: Can technology truly replace human expertise in venue selection?

The short answer? No. While AI and automation play a crucial role in simplifying processes, the human touch remains irreplaceable in using emotional intelligence in the art of venue sourcing. We also have to acknowledge the powerful role AI plays in resources, saving time, money, generating valuable live data, as well as creating ease.

The role of AI in venue sourcing

As any good event planner and Agency know, AI-driven platforms are designed to enhance, not replace, the way they find venues. These tools provide instant access to extensive venue databases, allowing users to filter by location, capacity, sustainability credentials, and other key criteria.

Features such as natural language search, predictive analytics, and automated matching algorithms enable planners to receive tailored venue suggestions based on historical preferences, budget constraints, and event objectives. Additionally, chatbots and virtual assistants can assist with initial enquiries, speeding up the process while allowing event professionals to focus on strategic planning and creative curation.

Real time data analytics also strengthens the role of event planners with the ability to interpret insights into market trends, pricing fluctuations, and availability, helping them make credible informed decisions. However, while AI can deliver options based on algorithms, it cannot interpret the nuances of a client’s culture, brand identity, or event objectives in the way a human can.

The value of human expertise

At EDGE Venues, we actively engage with the agency community through EDGE Agency because we understand that venue sourcing is about more than just finding a space – it’s about finding the right space. A venue must build trust, understand and align with a company’s brand values, event goals, and delegate experience.

An AI algorithm might present a list of suitable venues based on data inputs, but we understand it takes a human to build personal networks and relationships with venues, to pass that experience and knowledge onto their customers and to interpret the finer details: Does the venue’s atmosphere fit the event’s tone? Is there a personal connection with the venue team that ensures a seamless experience? How flexible is the space in accommodating last-minute changes? These are questions that only come from years of industry expertise, strong relationships, and a deep understanding of client needs.

A collaborative future

Rather than viewing AI as a replacement for human expertise, we see it as a powerful tool that complements what we do best. Technology should remove friction, speed up processes, and provide valuable insights, but the final decision-making still requires the intuition, experience, and negotiation skills of venue professionals.

EDGE Venues is built with this philosophy in mind. Our platform helps streamline the search, giving event planners and agencies access to valuable data while allowing them to retain control over the elements that matter most – the human relationships, the creative vision, and the ability to craft memorable experiences that more and more clients expect

Striking the balance

The future of venue sourcing is not about choosing between AI and human expertise – it’s about leveraging both to create the best results. While automation will continue to drive efficiency, it’s the personal connections, industry knowledge, and bespoke recommendations that will always set great event planners apart.

As we embrace the advancements of AI in venues sourcing and strategic meetings management, let’s not lose sight of the value of human insight. Technology should work for us, not replace us. At EDGE Venues, we believe in a future where AI enhances the venue sourcing experience without ever diminishing the importance of personal touch and industry expertise.

EDGE Venues: Proud to be technology with personality – find out why in our latest meet the team feature, or see the full team here.