A reusable prompt for finding the right venue without spending an afternoon opening tabs.
Use it manually in ChatGPT or Claude for research and outreach drafts. If your AI setup can send email or take actions, keep approval on before anything is booked or money is committed.
Help me source a venue for [EVENT].
Event:
- Date/time: [DATE AND TIME]
- Guests: [COUNT]
- Format: [LUNCH / DINNER / COCKTAILS / WORKSHOP / OTHER]
Location:
- [AREA OR LANDMARK]
- Maximum travel or walking distance: [CONSTRAINT]
What I want:
- [VIBE]
- [PRIVATE / SEMI-PRIVATE / OPEN]
- [ANY MUST-HAVES]
Budget:
- [TOTAL BUDGET]
- Treat this as all-in unless I say otherwise. Include tax, gratuity, fees, food and beverage when estimating.
Research 15–25 venues that fit.
For each venue, track:
- venue
- neighborhood
- address
- capacity
- format
- estimated cost or minimum when available
- why it fits
- concerns or unknowns
- contact information
- next step
Rank the best options based on fit, convenience, and budget.
If current pricing or availability cannot be verified, label it clearly instead of guessing.
Draft a concise outreach email asking about availability and whether they can accommodate the event within the stated all-in budget.
Do not book, pay, or commit to anything without my approval.
A venue search becomes much easier once you define the tradeoffs before searching: location, guest count, format, feel, and all-in budget.
The prompt also forces the shortlist to show unknowns instead of presenting estimates as facts.