Case Study: 3 Day Residential Conference

How our expert venue finders helped

The client shortlisted two of the proposed conference venues – we arranged site visits and met the client in Manchester to view them. The venue eventually selected was very well located for delegates travelling in, it provided the most suitable conference space and the delegate rates we had negotiated were within the client’s event budget.

Once we had confirmed the venue on behalf of the client, we continued to support them through the planning of their conference.

We designed and implemented a dedicated branded website for delegates to book their rooms and guarantee reservations with their company credit card. Our management of the room bookings included regular updates to the client and hotel regarding room take up, and unsold rooms being released according to agreed deadlines.

A number of the client’s suppliers were invited to exhibit at the Manchester conference, to demonstrate their products to the delegates and to participate in the ‘supplier evening’ presentations. Being the client’s single point of contact for the event, we liaised with the exhibitors regarding their attendance at the event, accommodation requirements and delivery and storage of products and machinery at the hotel.

For the conference itself, we worked closely with the hotel’s conference office on the client’s behalf to make all arrangements, including stage set and sound/vision for the presentations, chair covers in the client’s corporate colours, conference table plan, room set-ups and catering menus – the client also brought in their own products for consumption during the conference.

Having extensive knowledge of Manchester venues, we were able to book an informal private dinner at a local restaurant within walking distance of the conference hotel. We fully co-ordinated the event, including liaising with the venue regarding drink and menu selections and billing; we also sourced entertainment by a local comedian and close-up magician, and booked a photographer to capture some informal group shots.

At the close of the event we fully reviewed the hotel’s invoice to ensure accuracy before it was sent on to the client for payment.