The setting
Purpose, known or undecided participant numbers, dates, destination and travel.
Find a setting · Keep your choices
The right venue. The right partners. Your event.
A hotel for your team, an estate to meet together, suppliers to bring your programme to life. Start with your brief and existing choices.
01 · Guidance for your project
The starting point: what your event should achieve.
Residential retreat, day meeting, party, team building, conference or product launch: describe the purpose, participants, format and expected key moments.
City, hotel, countryside or international destination: specify your search area, dates or flexibility, access, accommodation and accessibility requirements. Budget and unknown details can remain undecided.
Requirements
Spaces, bedrooms, catering, technical services, activities and needs relevant to the programme.
Scope to delegate
Relevant services, choices already made and criteria that will guide your decision.
02 · Guidance for your project
Your regular partners are part of the project.
A venue identified, an approved supplier or a quote received: include these details in your brief. Sourcing can complement your supplier list and cover a single service without restarting the rest of the organisation.
Separate what has been chosen, what still needs comparison and what awaits approval. Include useful information as text in the brief; quote and document uploads are not yet enabled.
03 · Guidance for your project
Practical criteria for a setting that suits you.
Define sourcing by service and area: venue and accommodation, catering, technical services or a group activity. Set essential criteria and preferences to guide proposals for review.
A premium venue must also suit your programme: space layout, access, confidentiality, reception conditions and equipment. Capacities, availability for your dates and supplier conditions need checking for each project; this page guarantees no selection.
Venue & stay
Work and meeting spaces, any accommodation, access and proximity to activities.
Reception & catering
Breaks, meals, timings and dietary requirements to clarify with the relevant provider.
Technical services & activities
Stage, sound, visual and facilitation requirements, alignment with objectives and accessibility.
04 · Guidance for your project
Compare proposals within a clear scope.
Agree on deliverables: a brief summary, venue or supplier proposals for review and a summary of points to confirm. The sourcing scope and number of proposals are defined around your project.
For each service, compare inclusions, exclusions, amounts and taxes shown in the quote, change or cancellation conditions and open questions. Missing information remains to be confirmed; prices and conditions will be detailed in quotes.
05 · Guidance for your project
Explicit decisions at every stage.
Your teams define the brief, criteria and decision process. Define the scope and responsibilities of Sourcing Force Events support before sourcing. Commercial details in proposals must be confirmed with the providers concerned.
Approve the sourcing scope, then options to explore and chosen conditions. Services can be reviewed and committed separately according to your approvals; selecting a proposal is not an order.
BME acts as a single supplier within procurement. Each actual supplier retains a separate service in this tracking. Within Sourcing Force, order confirmation requires BME to receive the official purchase order for the relevant purchase request. The brief journey creates neither purchase requests nor orders.
06 · Guidance for your project
Track sourcing, service by service.
Keep a view of existing choices, requirements to clarify and next decisions. The table is a fictional preparation example without client records or verified availability.
| Service | Starting point | Next decision |
|---|---|---|
| Venue & accommodation | Search area defined | Criteria to complete |
| Catering | Regular supplier | Scope to confirm |
| Technical services | Service to source | Requirements to clarify |
Human support
BME supports your event.
BME provides the human service: sourcing, organisation and coordination within the delegated scope. BME acts as a single supplier while keeping your existing suppliers and selected services.
Sourcing Force is procurement software that complements your ERP or S2P. The event service and the software have distinct roles in your procurement process.
A brief creates neither a purchase request nor an order. BME must receive the official purchase order to confirm the relevant services.
BME event references
Projects entrusted to us. In our clients’ words.
Explore venues and services entrusted to BME for corporate events. Each reference describes an individual project.
Lesieur
Matching spaces and access times to the programme
COMET Bercy et The Guest House · Paris
Services entrusted to BME
- Meeting spaces
- Catering
- Access times
« BME negotiated the access times we were missing. »
Boralex
A residential retreat in an unusual setting
La Tour d’Oncin · Plaine de l’Ain
Services entrusted to BME
- Venue
- Accommodation
- Catering
- Meeting rooms
« An unusual venue, in line with our values, found and contracted within a few days. »
SPHEREA Test et Services
A venue and an activity for a corporate retreat
L’Orangerie des Demoiselles
Services entrusted to BME
- Venue hire
- Activity
- Deposit follow-up
« BME handled the deposits and the venue’s complex invoicing on our behalf. »
Guidance for your project
Prepare your decisions with practical guides.
Compare options using concrete criteria and downloadable checklists.
Questions to consider
Prepare around your choices.
Can I keep my regular suppliers?
Yes. Specify your existing supplier list, choices made and any quotes received. Sourcing can complement these according to the scope you delegate.
Can I delegate only venue sourcing or one service?
Yes. Specify the service and constraints already defined. Other services can remain organised by your teams or partners.
What if dates, destination or budget are undecided?
Describe known details and what remains open. Date or destination flexibility is part of the brief, not guaranteed availability.
How do I include an existing quote in my brief?
Choose that starting point, then include useful details in the description. Files cannot yet be uploaded; describe the relevant information without attaching a document.
Does “Delegate my sourcing” commit a supplier?
Prepare your brief in the shared popup, then request a quote through HubSpot after reviewing it. The AI asks up to three useful questions, or none if your project is clear. A copy of your brief is emailed to you. The brief is neither a quote, a booking, a purchase request nor an order.
Your team’s next shared occasion
Start from where you are.
Your objectives, existing choices and questions still open.
Delegate my sourcing