Most delegates were travelling into Cardiff from other locations in Wales, so the meeting venue had to be well located for the rail station with easy parking onsite or nearby.
Considering the client’s budget and Cardiff location requirements our venue finders shortlisted 5 available hotels matching the brief; negotiating rates and terms and presenting our research in a comprehensive proposal. This included meeting room specs (name, location, dimensions, capacity, daylight etc.), room plans & images, as well as cost breakdown, savings achieved and inclusions in the delegate packages negotiated. In a number of instances we were able to add value and negotiate complimentary extras such as breakfast rolls on arrival or upgraded breaks.
A few delegates had further to travel, so a discounted B&B rate for the night before the meeting was also quoted.
Because the client was local to Cardiff, our venue finders made site visit appointments for them so they could view their shortlisted hotels and make an informed decision about which would suit their meeting best. Following their site visits we confirmed their chosen venue on their behalf; reviewing the contract for accuracy before sending them on for signing.
As the client’s single point of contact, our venue finders continued to support them in the run up to the meeting by finalising delegate numbers, AV requirements, rooming list and payment details. Then following the meeting, we checked the final invoice so the client could be confident that it was 100% accurate.
We saved the client valuable time by finding the most suitable venues for their event and providing event support from start to finish.