Your job is not chasing hotels for answers.
You know how to design an event, manage a sponsor and shape an experience. What you do not have is the time to hunt for availability, harmonise twelve PDF quotes and chase deposits. Naboo takes that layer. You keep everything else.
What a dedicated sourcing team changes
to receive sourced, priced and negotiated options
listed partners, plus bespoke sourcing
sourcing fees, however many iterations you need
native teams on every market where you produce
You are paid to design. You spend your days sourcing.
The part of the job that creates value, the concept, the run of show, the attendee experience, the sponsor relationship, gets the least time, because upstream logistics absorbs it.
| Today | Share of time |
|---|---|
| Venue research | 26% · imposed time |
| Follow ups and quotes | 20% · imposed time |
| Negotiation | 16% · imposed time |
| Admin and invoices | 14% · imposed time |
| Design and event day | 24% · useful time |
| With Naboo | Share of time |
|---|---|
| Brief and decisions | 14% · imposed time |
| Design, experience, production, event day | 86% · useful time |
Imposed time: sourcing, follow ups, admin · Useful time: what you were hired for. Indicative split, yours varies by format.
Let us be clear from the start: we do not take your place.
That is the first concern event managers raise when a sourcing partner is proposed. Here is how the split actually works.
| You keep: the part where your value shows | You delegate: the part that steals your weeks |
|---|---|
| The concept and the creative direction | Venue research and qualification |
| The run of show and the attendee experience | Availability requests and follow ups |
| The final choice of venue and suppliers | Running competition and negotiation |
| Budget arbitration | Harmonising quotes into a comparable format |
| The relationship with the sponsor and stakeholders | Reviewing terms and cancellation clauses |
| Production on the day, if you want it | Contracting with every supplier |
| Your long standing suppliers, if you value them | Deposits, payments and invoices |
A demanding brief deserves better than a list of three hotels.
You are not looking for a room for 80 people. You are looking for a venue that carries the point of the event, at the right distance, with the right plenary space and outdoor areas usable in September.
Criteria that no filter captures
Travel time from several sites, room configuration, breakout capacity, accessibility, the atmosphere you want, the character of the venue: those criteria make the difference, and they are part of the search.
Off catalogue when needed
If the venue you need is not listed, it is sourced and contracted for you, at no cost. Your trusted suppliers can also be onboarded so you keep working with them.
Where you have no network
A seminar in Lisbon, an incentive in Marrakesh, a kick off in Singapore: your usual contact relies on local teams who know the venues, the real prices and the periods to avoid.
Comparable quotes
Every option arrives in the same format, line by line, with the supplier's initial rate and the rate obtained. No more comparison tables rebuilt by hand on every project.
A credible budget estimate, fast
Before sourcing even starts you get an order of magnitude based on real quotes and on the seasonality of the destination. Enough to secure an internal decision without committing to anything.
As many iterations as needed
The brief evolves, the sponsor changes their mind, the date moves: we start again. Sourcing is not billed per search, so nobody counts the back and forth.
You negotiate alone, once. We negotiate every day, everywhere.
The balance of power is not the same when the discussion is backed by annual volume and framework agreements already in place with hotel groups and venues.
You never have just one event running.
Every project has its own space, thread and history. You move from one to the next without reopening twelve email chains.
One space per event
Status, live options, quotes, conversations, documents: everything is attached to the project and stays accessible afterwards.
One thread per option
You ask your questions venue by venue, with photos and floor plans attached, rather than in a single thread where everything blurs.
Share with your stakeholders
Invite a colleague or your sponsor to the project, or export a PDF summary you can present as is in a steering committee.
A history you can use
What you paid last year, in which venue, with what attendee feedback: the memory of the role no longer sits in your personal folders.
How far we go is entirely your call.
Some event managers only want sourcing and take over afterwards. Others delegate coordination to focus on content. Both work, and the choice is made event by event.
The attendee app
Every attendee gets their own space: invitation and reply, dietary preferences and accessibility needs, hour by hour programme, venue information, room number, travel documents. Updates go out automatically.
Rooming list and dietary needs collected at source and passed to suppliers.
Real time reply tracking, with no manual chasing.
A schedule change notified to everyone, without going through you.
Enough to defend your work, with numbers.
The part most often sacrificed for lack of time, and yet the one that secures next year's budget.
Attendee feedback
A satisfaction survey after every event, consolidated by venue and by format. A concrete argument when you have to justify a choice or rule one out.
Budget reconciliation
Planned budget, negotiated budget, actual budget, line by line, on a single invoice. The financial review no longer waits for six supplier invoices.
Carbon footprint
Calculated at event level, with the share of certified suppliers. Useful for your internal commitments and for group reporting.
What event managers ask us first.
Will you not offer me the same venues as everyone else?
The catalogue does not do the sourcing: it saves time on the first pass. What separates a good proposal from a generic list is the brief, and the fact that a human works on it with you before searching. If no option convinces you, we start again. And if you have a hunch about a specific venue, say so: we will go and get it, listed or not.
I already work with suppliers I love. Do I have to give them up?
No, and it is often the opposite: your long standing partners can be onboarded so you keep working with them while contracts, payments and invoices are centralised. On suppliers you have already negotiated, our value is not the price but the admin we take off your plate.
My events are bespoke. That does not fit into a platform.
The platform centralises quotes, conversations and documents, it does not standardise your event. The work is still led by people, and the brief can be as specific as needed. The honest limit: stand design and trade show production are not our core business. On those formats a specialist partner is a better fit.
How many contacts will I have?
One lead for sourcing and negotiation, your main contact, the person who ends up knowing your requirements and your formats. On coordinated events an event project manager joins for production: two distinct skill sets, deliberately separated. We aim to keep the same people from one event to the next.
And when everything lands at once?
That is exactly when the support counts: September, year end, kick off season. Sourcing capacity does not depend on your diary, so six briefs launched in the same week progress in parallel rather than in a queue.
What does it cost?
Sourcing, running competition, negotiation, contracting and payment management are not billed. We are paid by suppliers, at a level shared transparently, and it cannot be added to your price. Only production coordination carries a service fee, decided event by event and never imposed.
Send us the brief you are dreading.
Not the easy one: the most constrained. Three departure sites, an impossible date, a tight budget, a demanding sponsor. That is the kind of file we should be judged on, and you will see the result within 48 hours, with no commitment.