Introduction
If you have explored all the other options, and have not been able to find a suitable venue, you may be able to book an external venue.
External venues explained
An external venue is a meeting or event location that is not owned by the council.
If you need to book an external venue, you will be charged for the booking, and this will need to be paid from your service area, or team, budget.
External venues include:
- community-run village halls
- hotels
- conference centres.
Use our top tips to find a cost-effective venue that meets your needs.
Tips to minimise the cost
Making a cost-efficient room booking involves a strategic approach to maximise value without compromising on quality. Here are a few tips to help you achieve this:
Book an external venue
Follow these steps to find and book an external venue.
1Find a venue
To find an external venue you can:
- check if a community-run village hall is suitable. These are generally a low-cost external option. Find a village hall on the East Riding Village Hall Network website.
- speak to colleagues to find out where they have booked before. They may also be able to advise on costs
- check the internet for suitable budget-friendly venues in the East Riding.
2Speak to the budget holder
Make sure you discuss your booking with the budget holder and get their approval to use an external venue.
3Gain approval
Before you can use an external venue, you will need permission from your director.
Email them directly with:
- your name and job title
- the reason you need to book an external venue
- why you are unable to book a council-owned venue.
4Director decision
Your director will review your request and decide if it is viable to book an external venue for your event.
Decisions will be made on a case-by-case basis and you will be informed in writing of the outcome.
5Contact the venue
If you have received written approval from your director, you can make the booking.
Contact the venue directly to make the arrangements.