Delegates were driving to this meeting from all directions, so it was essential that the venue was close to the M1 and had ample parking onsite.
Considering the client’s budget and Nottingham location requirements, our venue finders shortlisted 3 available hotels close to East Midlands Airport; negotiating Day Delegate packages and terms and presenting research in a comprehensive proposal. Details 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. For some venues we were able to add value and negotiate complimentary extras such as breakfast rolls on arrival or free parking.
One of our proposed venue options was a hotel brand offering a package tailored to smaller meetings, with the added flexibility of being able to cancel free of charge up to 24hrs before the arrival date. The venue’s meeting room met the client’s requirements and having previously visited the venue, we knew it was easily reached from the M1; having its own dedicated signage. Their pricing was within budget, so this venue was confirmed by us on the client’s behalf.
Our venue finders supported the client in the run up to the meeting by liaising with the hotel to finalise the function sheet – final delegate numbers, equipment, timings, menus, payment etc. At the close of the meeting, we also cross-checked the final invoice so the client could be confident that it was 100% accurate.
Our venue finders used their knowledge of branded meeting products and previous site visit experience to match the client to the most suitable venue for their meeting.