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Case Study

1 Day Annual Conference

London Conference Venue

Client brief:

  • High quality modern central London conference venue
  • Easy access to London mainline rail and tube stations
  • Main conference room to seat 230 cabaret-style with front projection
  • 2 x breakout rooms for 40 theatre-style each
  • Post-event drinks reception
  • Separate catering area required for breaks, lunch & drinks – to also have space for company displays.

How our venue finders helped:

Delegates attended this conference from numerous locations within the UK, so a venue easily accessible by mainline rail and tube was essential.

Given the very short lead-time of the enquiry there were a limited number of appropriate central London conference venues available – we presented the options in a comprehensive proposal, with accompanying floor plans and images.

Day Delegate Rates were negotiated with the available London venues in-keeping with the client’s budget, to include conference room hire, separate catering space, sound and vision equipment, breaks and lunch. Value-adds negotiated included complimentary early access for set-up, organisers office and storage rooms for conference materials.

The client shortlisted the central London conference venue which they thought would suit best, as it was modern, well located and offered the most in terms of conference space and delegate package inclusions. We arranged a site visit, so the client could assess venue suitability and discuss the event with the conference venue in detail.

We confirmed the venue on behalf of the client, reviewing the venue’s contract documents for accuracy before they were sent to the client for signing.

Once the client had signed the venue contract, we continued to support them in the run up to the conference, updating the venue with catering choices, special diets, changes in delegate numbers, additional AV requirements and analysing the final function sheet; saving the client valuable time.

Following the event, the final invoice was reviewed by us before it was sent to the client, so they received the finalised copy for processing without having to query any charges.

A conference that ran smoothly and efficiently, with Meetings & Events supporting the client throughout the event, from initial central London venue finding, to reviewing the final invoice.

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