Event Process with Lucy Claire Events

Venue Finding & Event Management

Get in touch with Lucy Claire events and a member of our team will be in touch to arrange a call to gather information about what services you need for your event.

Venue Finding & Event Management

If you are an existing client, Lucy Claire Events will request a brief at this stage.

Initial Brief

Venue Finding & Event Management

We’ll start with a consultation to understand your vision, style, and requirements. This will help us ensure we have understood the essence of your event.

The brief is then confirmed, signed and returned to Lucy Claire Events.

Deposit invoice sent (If venue is confirmed, the fee is reimbursed)

Select Venue

Venue Finding

Based on your needs, we’ll present a curated shortlist of venues, from our ‘Little Green Book’
ensuring the perfect setting for your event – business or personal.

Client selects a shortlist and a proposal is sent.

Event Management

A full event proposal is submitted to the client with three to four ideas, containing full Event Management fees.

With this, we’ll present a curated shortlist of venues, from our ‘Little Green Book’ ensuring the perfect setting for your event – business or personal.

Plan & Paperwork

Venue Finding

Site visits are arranged and any further venue negotiations are made.

Client chooses venue and Lucy Claire Events confirms venue is secured.

Lucy Claire Events raises the contract and sends over in client’s name.
If venue chosen, deposit fee is returned.

Event Management

Venue negotiations for event management do cover supplier coordination and an event timeline in addition to securing the venue. Site visits are arranged and any further venue negotiations are made.

Lucy Claire Events sends booking form with T&Cs and deposit invoice.

Lucy Claire Events raises the contract and sends over in client’s name, coordinates logistics and sets the groundwork for your event.

Event Planning

Event Management

On behalf of the client, Lucy Claire Events will carry out the following:

Additional site visits, menu tasting & meetings

Confirm & liaises with other suppliers

Venue Finding

Lucy Claire events introduces the client to the venue contact to arrange logistics directly.

The Venue Finding service is now complete.

Six weeks before

Event Management

Following the venue finding service, now complete, we will continue to check and refine every detail, confirm key arrangements, coordinate with suppliers and finalise the comprehensive event timeline to ensure seamless execution.

Balance Invoice

A balance invoice with any added extras is sent and confirmed for the event.

Event Day

Event Management – Lucy Claire Events

The team is on site to ensure every element of your event runs smoothly and is on hand, from start to finish with any query or assistance required and to manage all logistics and details with precision.

Event Day - Client

This means you can focus on your objectives and enjoy the occasion

Final Touches

Event Management

Post-event, we handle the final wrap-up, ensuring all loose ends are tied and leaving you with exceptional outcomes and lasting impressions.

We will arrange a full debrief with you, the client.

A finalised budget account is sent with the final invoice.

Have Questions?

What is your process for sourcing unique venues?

We begin with in-depth research, aligning your needs with distinctive spaces that offer functionality and flair. Leveraging our extensive network and industry expertise, we search for unique venues that match your theme and logistics. Every choice is driven by creativity, practicality and your vision for your event. View our process here.

Do you have access to exclusive or hidden locations?

Yes, our network provides access to off-the-radar spaces and private venues that aren’t publicly available. These locations range from historical landmarks to secluded modern gems, offering both uniqueness and exclusivity. We aim to offer a rare blend of style and prestige to your event. See our venue finding page for examples of what is on offer.

What is the difference between your venue finding and event planning service?

Venue finding focuses on identifying and securing the ideal space based on your criteria and goals. Event planning involves managing all the event details, from logistics to design, creating a cohesive experience. Together or separately, these services ensure your vision is fully realised.

How do you tailor your services to align with our company's goal and plans?

We begin by understanding your objectives, company culture and brand identity. Every recommendation—venues, designs or logistics—reflects these goals, ensuring alignment with your mission. Our tailored approach integrates seamlessly into your broader strategy.

What are your sustainability practices?

Where possible, we prioritise eco-conscious choices, such as working with green-certified venues, minimising food waste and supporting local suppliers. We work with venues, chefs and food waste charities to champion eco-friendly practices and reduce food waste in the event industry. Sustainable decor, energy-efficient practices and recycling plans are incorporated at every stage. This ensures your event is impactful yet environmentally responsible.

How do you handle unexpected challenges during an event?

At Lucy Claire Events we pride ourselves as ‘being unflappable’. It’s important to stay calm, assess the situation, and pivot with swift, professional and strategic solutions. In leveraging collective expertise, delegate effectively and keep communication seamless. The ultimate aim is to ensure the guest experience remains flawless, turning challenges into invisible triumphs.

What Our Clients Say

I have worked as an events photographer many times for Lucy over the years and it has always been an absolute pleasure. Lucy has an exceptional eye for detail, and her events are always beautifully organised with the perfect choice of venue. Lucy’s warm and engaging personality helps her to build a great rapport with her clients, and she is a fantastic person to work for. I would have absolutely no hesitation in recommending Lucy to anyone looking to organise a special event.

Neil Macaninch
Photographer

I had the pleasure of working with Lucy on a fantastic staff incentive programme in Oxford and Henley. The event itself was challenging due to last minute requirements and client requests but Lucy put together a great team and led from the front ensuring we pulled off the event to the highest possible standard with a smile on our faces! I loved working with Lucy and can’t wait until I am able to join her team again.

Katie Jardine
Operations, Events

I have had the pleasure of working with Lucy and her team for quite some time and found Lucy to be a true professional in everything she does, her communication level is outstanding and her understanding of not only her business but our business is impeccable, this enables both Lucy and I to work in tandem on very high profile events with a clear vision. I would recommend Lucy in a second if any of my clients required the services of a consummate professional at the top of their industry.

Glenn Ellis
MD

I’ve worked with Lucy at Lucy Claire Events for three years and have found her to be the exemplary events planner. Having suddenly lost a key staff member in the US for an event we were hosting in London I was thrown a lifeline by our designer, who said “give Lucy Claire Events a call, I’ve worked with them and they’re very good.” Ten minutes later it felt like a huge weight had been lifted! Lucy’s unflappable manner, charm and deep knowledge of this sector turned a potential maelstrom into a breeze. We’ve used Lucy on every European event since, and I have no hesitation in recommending her and her team.

Markets Media
European Women in Finance Awards

I want to extend a heartfelt thank you for the incredible work you did during the Fintech for Inclusion Global Summit. Your dedication and attention to detail in managing the registration, guest accommodation, networking, catering, during the event and prior to it at the cocktail hour were truly impressive.

Thanks to your efforts, the event ran smoothly, and the feedback we’ve received from attendees has been overwhelmingly positive. Even the CEO of Accion said that it was the best one out of all the Summits and Forums Accion Venture Lab has ever organized. Everyone was obsessed with the venue and the whole set up too. The 1:1 meetings were also a huge highlight! It’s clear that without your teamwork and commitment, we wouldn’t have achieved such a successful outcome.

I’m truly grateful for everything you did and am fortunate to work alongside such a talented and hardworking team. Thank you again for your outstanding contribution!

Accion (US Client)
CEO Forum followed by Global Summit

Amazing! I have had so many personal messages from the guests. They all loved it.

My boss – the Senior Partner on the trip was blown away by the cookery course and for him to say that, is very big praise indeed!

You have done it again! Thank you so much for your help.

Sarah Terry, Livingbridge
2 day team Offsite to Florence & Tuscany

Lucy and I have been working together for years. Lucy not only has an amazing little black book but she is one of the most pleasant, dedicated and fun people to work with. Fast and efficient, she handles every little detail with so much care and great flexibility. She is very patient, diligent and has a great sense of humour. She has been a great partner over the years and I am so grateful for all her help and creativity.

Private Bank London
Concert & drinks reception

Thank you so much for your help in organising this year’s Christmas party. Everything was amazing and we have received nothing but positive feedback about the location, food and venue itself. Everyone was catered for and the staff were very attentive.

Thank you so much again for your support

Private Bank London
Christmas Party

Lucy helped us in the organization of our end-of-year client party. She managed everything and saved us a lot of time on all the aspects of the event organization. In addition to answering all our questions, Lucy had plenty of exciting ideas when looking for decorations or animations. Furthermore, she organized and planned all the different teams’ work. Thanks to her, the event was memorable, and our clients loved it! We will work with Lucy again for the next event.

Cedric Benejean
Client Christmas/End of Year party Somerset House

Finally feeling human enough to send you an email to say a massive thank you for all the hard work that went into making Thursday night such a great success!!

It was brilliant having you involved, and I think everyone had a fantastic time. Very reassuring for us that you had it all under control so we could enjoy the party. Hugely appreciate all your support, and hope we’ll have another chance to work together.

The Bell Group
10th Anniversary Celebration for 150 people

Why Lucy Claire?

At Lucy Claire Events, we pride ourselves on meticulous attention to detail and a signature blend of classic style with a contemporary twist. With a trusted network of top-tier suppliers and secret venues, we consistently deliver world-class, bespoke events that leave lasting impressions. Our extensive experience in the corporate event industry, paired with a deep understanding of client needs, ensures every event is seamless and memorable. Known for listening carefully to our clients, we provide clear, creative guidance tailored to each brief. Whether it’s sourcing hidden retreats or crafting one-of-a-kind experiences, we bring unrivalled expertise and dedication to every project.

Corporate Events

At Lucy Claire Events, we specialise in delivering unique corporate parties that reflect your company’s brand and values. From intimate gatherings to large-scale celebrations, we ensure every detail is tailored to provide an unforgettable experience for your guests.

Venue Finding

Lucy Claire Events offers expert venue finding services.
With access to a wide range of unique and stunning venues, we help you choose the ideal setting for your event, whether it’s a chic city venue or a peaceful countryside retreat.